Communications

What Is Communication? Communication is the way information is sent and received Business success depends upon clear and effective communications within and between organisations

Good Communications This depends on the sender making Sure that the message is: Easy to understand and free of jargon Sent by an approved method Sent to the right person

What Methods Of Communication Are There?

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

Telephone Services Displays the number of the person calling Telephone number can be withheld by person dialling Caller Display Dial 1471 to find out who called you Telephone number can be withheld by person dialling Call Return Dial 192 directory enquiriesDial 192 directory enquiries Dial 153 international numbersDial 153 international numbers Charge for this serviceCharge for this service Directory Enquiries

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

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

Voic A specialised type of A computer-linked system for recording, storing and forwarding telephone messages Messages are spoken and left in a voic box

Voic (cont) 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

Intranet A Local Area Network (LAN) where an network of computers are connected Allows internal communication to take place Data is exchanged without the need for Internet access

Intranet (cont) In-house web pages can be used Problems Communication is limited to internal use Communication with other branches may not be possible

Pagers Small hand –held devices which alert users when information has been received Inexpensive to operate Easily carried Beep or vibrate to alert users

Pagers (cont) Used by people who need to be contacted quickly Problems May be lost due to size Messages sent are limited in size Allow only one-way communication

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

Teletext Teletext broadcasts pages of information to speciall equipped TV’s Information includes: Exchange Rates Road Reports Movies etc Holidays TV Listings FinanceWeatherNews

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

Electronic Diary (cont) Problems Equipment failure Information must be constantly updated Wrong information may be communicated

Paper Based Communication Business Letter Provides a permanent record Inexpensive Often use between businesses Prepared using house style Slower than electronic mail

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

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

Other Business Documents OrderInvoice Credit Note Statement Sent by the seller to the buyer Gives details of what was bought including price Sent by the seller to the buyer Acknowledges the receipt of returned goods 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

Statement Credit Note Invoice Delivery Note Order Quotation Letter of Enquiry BuyerSeller