2. Key Areas
• What is Communication?
• Principles of effective Communication
• Barriers to effective communication…NB
• Implications for a firm of poor communication
• Factors to consider when choosing a
medium/method of communication
• Internal Vs External Communication
• 4 Types of Communication
• Meetings…Types, Notice, Agenda, Terms etc
• Memos, Reports & letters
D. Dempsey
4. What is Communication?
Communication is concerned with transferring
ideas, messages and general info from a sender
to a receiver with the main purpose being the
understanding by the receiver of the senders
message.
D. Dempsey
5. Pg 97
4 Elements to every Communication
Sender Recipient
Message sent via a medium
Feedback showing Understanding
D. Dempsey
6. 4 Elements to every Communication
Sender: sends/transmits and encodes a message. To
encode means to translate ideas or information
into a message that will be understood.
Recipient: decodes the message (interprets/
understands). Recipient then provides
feedback.
Message: words, graphs, symbols used to convey
meaning.
Medium: method eg) speech, letter, fax, email
D. Dempsey
7. Note
Implications of bad Communications
for a Business Ref Pg 98
• Poor industrial relations
• Bad Public image
• Lost Sales
• Lost Opportunities
• Problems remain unsolved
• Lack of intrapreneurship
• Lack of trust between management and staff
D. Dempsey
8. Note
Principles of effective Communication
(Rules/Guidelines)
• Appropriate language should be used. (for audience)
• Needs of recipient should be taken into account
• Visual Aids used where appropriate
• Objectives must be clear
• Message should be Accurate, Brief, Clear ABC
• Most appropriate time, medium, location should be
used
• Most appropriate channel should be used. The more
channels used the greater chance of distortion.
(Chinese Whispers)
• There should be feedback
• The sender should be aware of any barriers and try to
eliminate them D. Dempsey
9. Ref Pg 116
Note NB
Barriers to effective Communication
• Language for recipient
• Authority
• Noise
• Time & Information overload
• No Record
• Lack of Clear objectives
• Padding
• Wrong Method
• Vagueness/lack of clarity
• Poor relationship between sender and receiver
• Lack of feedback D. Dempsey
13. Handout
Which medium should be used?
NB
• Urgency • Cost
• Efficiency • Speed
• Secrecy • Content
• Legal
• Technology avail’
Requirements
• Time • Recipient
D. Dempsey
18. Pop OL Q See pg 102
People involved in meetings
Chairperson Secretary
• Sets Agenda • Sends notice and Agenda
• Opens Meeting • Organises actual meeting
• Follow agenda in meeting
• Reads minutes at start
• Ensure standing orders
followed • Writes up minutes of
• Facilitate contributions meeting
• Keep Order Treasurer
• Call for votes • Keep accounts
• Has casting vote
• Lodge money, pay bills
• Bring meeting to close
• Signs minutes • Prepare and present
financial report at AGM
D. Dempsey
19. 2005 Q 4B
Assume you are the secretary of a local youth club. Draft a NOTICE and AGENDA to
be posted to all members of the youth club notifying them of the AGM
Answer:
Notice of the AGM of Ballymahon Youth Club
Notice is hereby given that the 5th annual general meeting of
Ballymahon youth club will be held in the Dempsey suite of
Cooneys Hotel Ballymahon at 6:30pm on Sunday 8th March 2012
D. Dempsey
20. Agenda:
1. Minutes of 2011 AGM and matters arising from them
2. Chairpersons report for the year
3. Treasurers report for the year
4. Election of officers for the coming year
5. Club Subscriptions for 2012/2013
6. Proposed amendments to the clubs constitution
– Dress code at youth club discos
– Minimum and max age of members
7. Any other Business
John Ryan (Club Secretary)
20/Feb/2012
D. Dempsey
21. Very popular SQ…easy marks
Draft a memo, using appropriate
format, to all department
managers suggesting two topics
for an upcoming management
training Day
D. Dempsey
22. Page 109
Reports
• Title of Report
• From
• To
• Terms of Reference: Instructions given to the report
writer by those who requested the report. They set out
parameters/guidelines within which a report should be
written
• Date
• Body of Report……………………
• Recommendation (will generally be purpose of report)
• Signed off by Author
D. Dempsey
23. Q… Draft a report from the Sales
manager to the Board of Directors
outlining the potential benefits of
developing an export market
D. Dempsey
24. Letters
Senders
Address
Date
Recipients
Address
Dear Sir/Madame ****Dear Name Yours sincerely***
Body of Letter
Yours faithfully
D. Dempsey
25. Visual Communication
Usually used to support written or oral
Pie Chart
Pictograms
Line graphs
Bar charts/histograms
Maps
Gantt Charts
Breakeven charts
Organisational charts
Graphic design CAD
D. Dempsey
27. Key Areas
• What is ICT
• Benefits and Challenges of ICT
• Impact of new technologies on Business:
– EDI, Video Conferencing, Internet, E-Commerce, etc
• Data Protection Act 1998 & 2003
D. Dempsey
29. What is ICT?
Computer Software and Hardware used to store, analyse, and
communicate business data
Modern methods of Communications
Internet
Email
Video Conferencing
Laptops
Broadband
EPOS
www (Advertising, MR, Sales)
EDI
Smartphone/tablets
D. Dempsey
30. Note Benefits of ICT
• Speed of communication is increased
• Cost of communication is reduced
• Firms can advertise worldwide cheaply
• Market Research can be conducted
• Reduced workforce therefore reduced wage bill
• Technical research can be conducted
• Firms can automate frequent transactions-
ordering, invoicing, paying wages
• Staff can work from home through teleworking
• Travel time and expense can be saved using video
conferencing
D. Dempsey
31. Challenges to a Business from use of ICT
• Danger of system breakdown…loss of info
• Difficult to keep info secure. Competitors may gain
access to important info
• Danger of viruses
• Ecommerce has difficulty in making payment secure
• Some customers/markets don’t have the technology to
do business with you
• You must take great care when doing business on the
internet… Poss’ of being conned
• Technology is expensive and becomes obsolete quickly
• Electronic Junk mail/spam
D. Dempsey
32. The Internet
• A network of millions of computers throughout
the world which people and businesses use to
communicate.
• ISP: Internet service provider… NTL, Eircom.
• URL: Uniform resource locator (web address)
• The WWW…………………………………………………..
– Subset of the internet which contains a huge mass of
readily available info (text, video, sound, graphics)
– Catalog of websites
18 Fun Interesting Facts YouDempsey Knew About The Internet
D. Never
33. E-Commerce
• Doing business via the internet- advertise, and
sell goods and services online
– No restrictions in terms of industry sector or
location
– Eliminates geog boundaries in relation to
marketing and selling
– Global Business
– 24 hrs, 7 days, 365 per year
D. Dempsey
34. Electronic Data Interchange
• The direct exchange of info from one
computer to another without human
intervention.
• For example, a buyers computer can place an
order when stock levels get low
(automatically) and the sellers computer will
automatically process the order, issue invoice
and arrange delivery.
D. Dempsey
35. Benefits of EDI
• Reduction in costs • Transaction time is reduced
• Reduced wage costs, paper
• Competitive advantage and other costs are eliminated
• Sellers get buyers to commit
• Service to its customers to buying
• No need for huge stock levels
• Improved communication • Human error is greatly
reduced
D. Dempsey
36. Software you may be familiar with
• Databases: allows firms to store, access, and
process large amounts of data very quickly,-
employee and customer details. Saves the
firm time, man power and money.
• Spread sheets: allow firms to complete huge
amounts of numerical calculations quickly.
Used for tasks such as calculating
wages, recording and presenting factual info
or preparing production schedules.
D. Dempsey
37. • Word processing: allows written
documents to be typed, stored, edited
and printed efficiently
• Desktop publishing: allow production
of
posters, newsletters, reports, docume
nts with artwork or detailed layout
D. Dempsey
38. Data Protection Act 1988-2003
• Applies to all personal information on
computers and on manual files.
– Data
– Data Subject
– Data Controller
– Data Processor
NB: Rights of Data Subject & Obligations of
Controller. And Duties of Data Protection
Commissioner
D. Dempsey
39. Rights of Data Subject
• Right of Access
• Right to Correction
• Right to Compensation
• Right to Removal
• Right to complain to the Data Commisioner
D. Dempsey
40. Obligations of Data Controller
• Keep secure
• Keep accurate (update)
• Use for intended purposes
• Obtain fairly
• Keep register of data kept
• Provide a copy when requested
D. Dempsey
41. Data Protection Commissioner
• Responsible for supervising and monitoring the
operation of the Act.
• Keep register of Controllers and Processers.
• “Enforcement Notices” deal with people who
breach the Act.
• “Prohibition Notices” to stop data from being
transferred outside the state.
• Give permission to authorised officers to enter
premises and obtain any data on file.
• Instigate legal proceedings
• Report to houses of the Oireachtas annually
D. Dempsey
43. Homework
Write your own summary of the Act tonight in
your notes.
Remember…
Summarise it to suit yourself not me.
Its going to be a revision tool for you
D. Dempsey
