Security of People, Property and Information 22/04/2019 Security of People, Property and Information

Communication in Administration 22/04/2019 Communication in Administration An organisation’s ability to communicate information to the correct people at the right time is key to success. There are multiples ways to communicate: Social Networks Websites Email E-diary Text Messages Instant Messages

Communication in Administration 22/04/2019 Communication in Administration Organisations communicate with people internally (staff) and externally (customers, suppliers, other businesses). The use of electronic communication has grown rapidly and will continue to grow exponentially. This allows companies to complete external communication much quicker than previously, reach more people further away and reduce costs. This is useful for attracting new customers

22/04/2019 Social Networks Organisations use of Social Networks is increasing with every day. 50% of adults (2012) have a social media account. Organisations use Social Networks to: Post short pieces of information for interested parties. Often people have to follow or like an organisations page which gives instant access to existing and possible new customers. This is an informal method of communication Messages must be short and to the point. (character limits) Posts may get lost in peoples feeds or people may not check their social network account regularly.

22/04/2019 Social Networks This information posts is often open to the public. Any posts or replies are visible to anyone therefore organisations must be careful with what they say. No private or confidential information must be communicated.

Social Networks 22/04/2019 Companies may use social networks to Alert customers to problems or issues, for example a store closed or a website/phone line is down. Tell customers about offers or new products/services available. Post videos or photographs Link to other websites that have more details information. Ask customers for feedback. Research: Uses of social media for advertising. Read about the Range Rover as we discussed.

22/04/2019 Email An advantage of using emails is they can be used while on the move using smartphones, tablets and laptops. Most organisations have a central address book with all contact details. An email can be a formal method of communicating and in many cases reduces the cost of post. As well as a brief message, attachments can be added; Attachments include letters, contracts, itineraries and other files.

Email 22/04/2019 Features of an email system; Out of Office reply. If someone is away for a long period of time, an out-of-office reply can be set up to automatically reply. This will advise the send of how long the email address will be unattended for and who to contact if the message is urgent/important. Mark urgent. When the urgent email arrives, a mark appears to show that the message is urgent. This will encourage the reader to read this email before others.

Email 22/04/2019 Features of an email system; Read Receipt This can be used to include an automatic reply to the sender when the message is delivered and then opened. Signature The contact details of a sender can be automatically included at the end of an email. This is useful when communicating externally. Often includes name, job title, business address and contact number. Attachments Any saved file can be attached to an email.

22/04/2019 Email The following areas are needed when preparing an email Email address(es) Subject (brief summary of the content of the email) Message text Any required files attached It is important to take into consideration who you are contacting. Although it is not a formal letter, it is still considered a formal method of communication.

Email 22/04/2019 Possible openings; Unknown name: Dear Sir/Madam Groups: Dear Colleagues; Good Morning/Afternoon Should always include a short message. Even if it is to draw attention to an attachment. Possible Closing; Regards, Best regards, With regards, Kind regards, Best Wishes. Along with the signature or name of sender.

E-diary 22/04/2019 Often used to check peoples availability and invite participants to meetings. The invitation will include details of events (when, where and duration) Additional information can be added (i.e. agenda) People would respond by accepted, declining or saying they might be able to make it (tentatively accept). This helps keep track of who is attending. Appointments can be made in an e-diary so that they can repeat on a daily, weekly, monthly or annual basis. This saves on entering repeated information. This method of communication is most often used with internal communication.

Website 22/04/2019 Most organisations post information on their website. This can include more information than they can post on social media. I.e. pictures, videos and documents (such as terms and conditions) to download Companies can communicate different aspects of the business: Information about the companies objectives and trading practices. Location of head office/stores. Opening/Office hours Contact information such as phone numbers, web-chats, email/postal addresses. Most company website traffic arrives via a search engine.

Website 22/04/2019 Information should be accurate and up to date will encourage consumers to use your organisation. Information on the website should be easily accessible.

Text Messages 22/04/2019 More than 95% of adults in the UK own a mobile phone and use text messaging. Most of the 95% have a mobile phone with them at all times and can therefore receive a text at any time. Text messaging is less intrusive than a phone call. Text messages can be read at any time. Text messages do not require internet access. Short and to the point.

Text Messages 22/04/2019 Organisations may send the following information as a text: Updates on an order that is due to be delivered Let customers know about an offer Reminder of appointments Ask for customer feedback Inform customers or suppliers of a problem (store closure, service outage or stock availability) Sending a text message is fast and a low-cost method of communication. Messages can be sent to specific customers. Consumers are more likely to be read a text message than an: Online post. An email (possible spam filter).

Instant Messages 22/04/2019 Many Organisations make use of instant messaging. Used to encourage for simple and quick questions to save time. i.e. to write an email or disturb someone with a call.