Communication

Overview
 What is communication?
 Internal and external communication
 Factors affecting the choice of communication
 Methods of communication
 Oral
 Written
 Visual
 Modern methods of communication
 Communication is

 The transfer of information(data) from one

person to another.
 Internal Communication is

 With people inside the organisation.

 e.g. Notice Board.

 External Communication is

 Between the organisation and people

outside.

 e.g. Letter
Factors to consider when
choosing a method of
communications.
 1. Cost

 Is the method cheap or dear?

 2. Speed

 How long will it take to reach its destination?

3. Secrecy
 Is the method confidential?
 4. Record
 Will a copy of the information exist?
 5. Destination

 Is it internal or internal?

 How far is it going?

The 3 methods of
communication are

 1. Oral/Verbal

 2. Written

 3. Visual
 Oral Communication is
 Sending a verbal message.

 Internal Eg. Intercom, face-to-face meeting.

 External Eg. Radio, telephone.

Oral Communication
 Advantages  Disadvantages

 Quick  No Record

 Instant Feedback  May be hard to

remember
 Types of Meetings
 AGM: Annual General Meeting.

 EGM: Extra-ordinary General Meeting.

 Ad hoc: Informal meeting on the spur of

the moment.
 Chairperson
 Calls meeting to order.
 Ensures that meetings
run smoothly.
Secretary
 Sends out notices of meetings.
 Writes up the Agenda.
 Keeps minutes.
Treasurer
 Keeps a record of all finances.
 Prepare final accounts.
 Prepares financial reports.
Written Communication
 Some record is kept.

 Internal Eg. Notice Board, Memo

 External Eg. Letter, e-mail, fax

 Written Communication
 Advantages  Disadvantages

 Record kept  No instant feedback

 Don’t have to  May not be

remember everything confidential
 e.g. fax
 A Memo is
 A short note used within a business.
 To: Mr. Kelly
 From: CSPE Class representative.
 Date: 10/10/08
 Subject: Recycling paper.
 Message: Please place used paper in recycle bins.
 Signed: Mary Jones.
 A Notice of a Meeting is
 Information about a meeting.
 Sent by the secretary.
 Name: 1st year PTM
 Date: 20/10/08
 Place: SHS, Tullamore
 Time: 9.00-3.00
 Signed: Aoife Malone
An Agenda is

 A list of topics that will be discussed at

a meeting.
 Sample Agenda
1. Minutes Summary of last meeting.

2. Matters Arising Issues that need further discussion.

3. Correspondance Letters of apology etc.

4. Chairpersons Recap of the years events.

Report
5. Treasurers Summary of finances.
Report
6. Election of Officers Appointing new officers.
7. AOB Any Other Business
 Visual Communication
 Using charts, graphs, videos and television
to give a messages internally & externally.
Visual Communication
Advantages Disadvantages

 Easy to understand Some people may not

understand
Shows trends and
comparisons  Takes time to prepare
Rules for preparing
charts/graphs

Give it a title.

Label the Y axis (eg. year)

Label the X axis (eg. quantity)

Bar Chart
 Is a series of bars.
 Used for comparing quantities.
Line/Trend Graph
 Is a chart that uses lines.
 Used for showing changes over time.
Pie Charts
 Is a circle divided into segments.
 Used to show percentages or
proportions.
Government Agency involved
in communication
 An Post

 Provides a national & international

postal service.
Other services
 Publicity post

 Delivers leaflets for a small fee.

 Swift post

 Letter will be delivered quicker for a

fee.
 Freepost

 Special envelopes where customers can

reply to business & they pay the
postage.
Private telecommunications
providers
 Eircom
 BT
 Perlico
 Orange
 Meteor
 Vodafone
Telecommunication services
 Telephones

 Freefone
 Texting
 Answering service
MODERN METHODS OF
COMMUNICATION
Internet

 E-mail
 www
Teleconferencing

 Up to 20 people can
talk together.
 Video-conferencing
 TV link up of sound & pictures for
meetings without travel.
Recap
 What is communication?
 Internal and external communication
 Factors affecting the choice of communication
 Methods of communication
 Oral
 Written
 Visual
 Modern methods of communication