Communication

Questions to Consider 1.What is the definition of Communication? What are the two types of communication for a business? Use examples in your answer. 2.Give the advantages and disadvantages of oral communication. 3.Give the advantages and disadvantages of visual communication. 4.What is the difference between internal and external communication? 5.Give 4 visual aids can be used in communication. 6.What are the 5 benefits to effective communication? 7.Can I write a business report?

Communication Communication is the transfer of information and ideas from one person to another. There are 2 basic ways we communicate with each other- Oral and Visual Where do you see communication in your own life as a student of Coláiste na Mí?

Examples of Oral Communication Face to Face Telephone Intercoms Skype Meetings Video Conference Teleconference- people in different places can speak to each other

Oral Communication AdvantagesDisadvantages SpeedNo record Direct Questions cannot be ignoredPeople may make quick decisions to save time Easy to get reactions and feedbackDetails may be forgotten Clarifications sought straight awayNot good for visual receivers of information

Examples of Written Communication Notice Boards Memos Fax Texts Facebook Letters Reports Newspapers Websites PowerPoints

Written Communication AdvantagesDisadvantages Permanent record of informationSlow for decision making People have time to think and reflectConfidential information could be hacked Visual aidCorrespondence may be ignored

Internal Communication Takes place inside the firm or business Internal Communication involves: Downward flow of information (Manger to Employee) Upward flow of information (Employee to Manager) Lateral(between people on same level) flow of information

External Communication Communication with people outside the firm External communication involves the flow of information between: Business and Customers Business and Supplier Business and Government Business and Banks Business and General Public

Visual Aids to Communication Line Graphs- They present summaries or trends in visual form

Visual Aids to Communication Bar Chart- Convenient way to show comparisons

Visual Aids to Communication Pie Charts- Used to show the different parts in something

Visual Aids to Communication Pictogram- Uses symbols or objects to represent a value

Benefits of Effective Communication Plans and objectives can be achieved because important information is obtainable Workers will be happier because they feel included in the organisation Business can get good name with the public because information is communicated to them Business can be more successful because of relationship with stakeholders is healthy Will not have to close due to strikes as problems with staff can be identified quickly

Report Writing Similar to the Letter of Complaint in The Consumer Chapter, Report Writing is a very important part of formal communication either internally or externally Around 40% of the marks in this question goes for the correct layout

17R. Delaney Letter Writing 20 High St, Naas Co. Kildare Phone: Fax: Sender’s contact details 13/5/ Date To: John Greene All Weather Doors Ltd Main St, Newbridge Co. Kildare 3. Name and address of addressee Dear John 5. Introduction Last March I ordered a new aluminium patio door from your company On signing the contract I gave your company a deposit of €100 and two weeks later the door was installed by one of your apprentice fitters. On completion of the work I paid the balance of €450 by credit card. After a week I noticed that the door did not seal properly and within two months the door developed spots of rust. 6. Main body 4. Salutation 7. Expected response At this stage I require either a complete replacement of the door or a return of the money paid by me. 8. Final paragraph I enclose a copy of the receipt of payment. 9. Closure Yours sincerely, Miriam Kennedy

Rules for Writing Reports Always be polite Plan what to say and be accurate in details Make sure grammar and spelling is correct Make sure the date and address is correct Be completed on time

19R. Delaney Report Writing A report is a written account of the outcome of an examination or analysis of a particular topic. Its content is similar to that of a letter, with some minor exceptions. It should contain: 1.Sender’s contact details 2.Date 3.Full name (or title) and address of the addressee 4.Title 5.Terms of reference (purpose of the report) 6.The main body of report should outline the methodology followed and, where applicable, calculations used. 7.Recommendations based on the report’s contents 8.Formal closure