Communication is the way information is sent and received Business success depends on clear and effective communications within and between organisations

Easy to understand and free of jargon Sent by an approved method Sent to the right person These depend on the sender making sure that the message is:

Most commonly used method of communication for quick one-to-one discussions Connection available from various companies Telephone systems hold, transfer and divert calls

Dial directory enquiries Dial 153 international numbers Charge for this service Directory Enquiries Dial 1471 to find out who called you Telephone number can be with held by person dialling Call Return Displays the number of the person calling Telephone number can be withheld by person dialling Caller Display

Calls can be made from a public call box and charged against the owners bill Charge Card The recipient pays The recipient pays Calls are arranged through operators Calls are arranged through operators Additional charge for this service Additional charge for this service Transfer Charge (Call Collect)

Messages Inbox Call Divert Internet Access Quick Dial Text Messages Security Access Phone Book Features:

A specialised type of A computer-linked system for recording, storing and forwarding telephone messages Messages are spoken and left in a voic box Is protected by a PIN number The system indicates when messages are waiting to be read

Problems: Callers can be kept waiting while trying to contact someone System is impersonal Some callers may not want to leave messages

A Local Area Network (LAN) where computers are connected Allows internal communication to take place Data is exchanged without the need for Internet access In-house web pages can be used

Communication is limited to internal use Communication with other branches may not be possible Problems:

Inexpensive to operate Inexpensive to operate Easily carried Easily carried Beep or vibrate to alert users Beep or vibrate to alert users Used by people who need to be contacted quickly Used by people who need to be contacted quickly Small hand-held devices which alert users when information has been received

May be lost due to size May be lost due to size Messages sent are limited in size Messages sent are limited in size Allow only one-way communication Allow only one-way communication Problems:

Operates through a loud speaker system Operates through a loud speaker system Useful for announcements and general messages Useful for announcements and general messages Can be hard to hear Can be hard to hear Relatively cheap to operate Relatively cheap to operate Useful for large gatherings of people Useful for large gatherings of people

News Weather Finance TV Listings Holidays Movies etc Road Reports Exchange Rates Information includes:

Store information relating to appointments, meetings etc Store information relating to appointments, meetings etc Customers and suppliers details Customers and suppliers details Inform staff of important dates, times etc Inform staff of important dates, times etc Keeps a central record of meetings Keeps a central record of meetings Used to:

Equipment failure Equipment failure Information must be constantly updated Information must be constantly updated Wrong information may be communicated Wrong information may be communicated Problems:

Provides a permanent record Provides a permanent record Inexpensive Inexpensive Often used between businesses Often used between businesses Prepared using house style Prepared using house style Slower than electronic mail Slower than electronic mail

An internal method of communication An internal method of communication A short note from one person to another A short note from one person to another Prepared using an acceptable house style Prepared using an acceptable house style

Internal request for goods to be bought or issued from stock Requisition Sent by the seller to the buyer Letter of Enquiry Sent to a supplier requesting information about goods or services Order Buyer can check order with delivery note Sent with the goods being delivered Sent with the goods being delivered Copy is signed and returned as proof of delivery Copy is signed and returned as proof of delivery Delivery Note

Sent by the seller to the buyer Order Sent buy the seller to the buyer Gives details of what was bought including price Gives details of what was bought including price Invoice Sent by the seller to the buyer Acknowledges the receipt of returned goods Acknowledges the receipt of returned goods Credit Note Sent by the seller (usually at the end of the month) Advises the buyer how much they owe and how much they have paid that month Advises the buyer how much they owe and how much they have paid that month Statement

Quotation Order Delivery Note Invoice Credit Note Statement Letter of Enquiry