 Face to face  Oral  Written  Visual  Electronic Communication in Administration 2

 Good for exchanging views, generating new ideas, spreading information and encouraging co- operation Interviews, meetings (video conferencing) Communication in Administration 3

 Does not have the same impact as face-to-face but does save travelling time Telephones, paging machines, public address systems Communication in Administration 4

 Advantage of permanence and traceability. It is helpful to keep a record. Letters, s, memos, reports, forms, organisation’s handbook and noticeboards Communication in Administration 5

 Most people can remember pictures rather than the written word. Charts, graphs, pictures, symbols, photographs. Communication in Administration 6

 Meetings  Electronic Diaries   Intranets (LAN)  Audio Conferencing  Video Conferencing  Video phones  Mobile phones  Presentations  Interactive whiteboards  LAN or WAN (Internet and Network meetings)  Instant messaging  Webcams  Wikis  Discussion groups  Blogs

 Write a brief description about each of the methods of communicating information from the previous slide.  Help from:  (pages 86-89, , Higher Admin book)  Internet

 Unless you have proof of what has been said (Written or recorded) people can often distort, not hear, not remember all that has been said  When information is written you cannot gauge intonation or instantly ask for clarification Communication in Administration 9

 Often called NOISE  NOISE is caused by incomplete information, too much information or lack of clarity in information

 As information is passed on it is often summarised. Technical jargon may be missed out because it is not fully understood.  Technical jargon may be used by specialists and may not be understood by the audience.

 Information may be changed as it is retold and passed from one person to another or it may be misinterpreted.

 Information may be missed because you are swamped by the volume of information facing you.

 The verbal communication may conflict with body language. The tone of voice, roll of the eyes or the way the information is given, may give the impression that the information is not that important.

 Some people may find it difficult to talk about certain issues so when passing information on it is important that people are comfortable with this.

 We all have different sets of vocabulary we use on different occasions.  You are likely to speak very differently to your friends compared to how you would speak to your grandparents.  You may use slang words but also speak at a different pace.  You may be careful about what you say with someone who is sensitive.

 This might be because they are nervous, eg at an interview or talking to a doctor  This might be because it’s bad news and they are filtering it.

 Upload an electronic presentation to the intranet – so that staff can view the contents of the presentation in their own time  the information with a ‘read receipt’ – to confirm that the /presentation has been received  Arrange a meeting to give a summary of the presentation – this allows any questions to be addressed/answered face to face

 Protect premises with alarm systems and security guards  Keep computers away from areas which the public can access  Restrict access to the building to those who need access and ensure visitors sign in  Ensure power supply to computers is stable  Use encryption for sensitive data  Ensure those who use portable devices or work from home are subject to the same security measures (passwords, back-ups)

 Only authorised users can gain access to the system using passwords  System administrator can trace what has been accessed  Remove access for employees who have left the organisation  Have different levels of access, which will only allow users to view information that they are authorised to view  Adopt an internet and policy for staff  Discourage opening s when unsure of sender  Electronic safeguards  Virus and content scanner  A firewall  Filtering and scanning software for  Filtering for website access  Intrusion detection systems

 File location There should be information on where files should be stored, for example which drive(s) contain forms and templates or which drive(s) you should store your personal work files on.  Folder structure and file names Guidelines on folder structures, folder names and file names should be given. This will make it easier for other staff to find files.

 Version control If you keep different versions of the same file it is important to know which is the most up-to- date. Everyone should know how to name the files and know which are drafts and which are final versions  Housekeeping procedures Staff should know when to delete files or where to archive old files. This helps ensure the servers do not end up full of old files which can result in the system performance being compromised..

 Back-up procedures These should be outlined, with details of who is responsible for it, and how often it is done.

 Organise the computer shared area very carefully by name folders – so that all files can be found easily  Have a system whereby files are kept up-to- date. Regularly review files to make sure they are accurate and relevant.  Archive files for a set time – Files should be deleted when no longer required.