Communication
Overview
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What is communication?
Internal and external communication
Factors affecting the choice of
communication
Methods of communication
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Oral
Written
Visual
Modern methods of communication
Communication is
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The transfer of information(data) from one
person to another.
Internal Communication is
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With people inside the organisation.
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e.g. Notice Board.
External Communication is
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Between the organisation and people
outside.
e.g. Letter
Factors to consider when
choosing a method of
communications.
1. Cost
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Is the method cheap or dear?
2. Speed
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How long will it take to reach its destination?
3. Secrecy
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Is the method confidential?
4. Record
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Will a copy of the information exist?
5. Destination
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Is it internal or internal?
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How far is it going?
The 3 methods of
communication are
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1. Oral/Verbal
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2. Written
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3. Visual
Oral Communication is
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Sending a verbal message.
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Internal Eg. Intercom, face-to-face meeting.
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External Eg. Radio, telephone.
Oral Communication
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Advantages
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Disadvantages
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Quick
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No Record
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Instant Feedback
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May be hard to
remember
Types of Meetings
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AGM: Annual General Meeting.
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EGM: Extra-ordinary General Meeting.
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Ad hoc: Informal meeting on the spur of
the moment.
Chairperson
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Calls meeting to order.
Ensures that meetings
run smoothly.
Secretary
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Sends out notices of meetings.
Writes up the Agenda.
Keeps minutes.
Treasurer
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Keeps a record of all finances.
Prepare final accounts.
Prepares financial reports.
Written Communication
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Some record is kept.
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Internal Eg. Notice Board, Memo
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External Eg. Letter, e-mail, fax
Written Communication
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Advantages
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Disadvantages
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Record kept
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No instant feedback
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Don’t have to
remember everything
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May not be
confidential
e.g. fax
A Memo is
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A short note used within a business.
To: Mr. Kelly
From: CSPE Class representative.
Date: 10/10/08
Subject: Recycling paper.
Message: Please place used paper in recycle bins.
Signed: Mary Jones.
A Notice of a Meeting is
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Information about a meeting.
Sent by the secretary.
Name: 1st year PTM
Date: 20/10/08
Place: SHS, Tullamore
Time: 9.00-3.00
Signed: Aoife Malone
An Agenda is
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A list of topics that will be discussed at
a meeting.
Sample Agenda
1. Minutes
Summary of last meeting.
2. Matters Arising
Issues that need further discussion.
3. Correspondance
Letters of apology etc.
4.
Chairpersons
Report
Recap of the years events.
5.
Treasurers
Report
Summary of finances.
6.
Election of Officers
Appointing new officers.
7. AOB
Any Other Business
Visual Communication
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Using charts, graphs, videos and television
to give a messages internally & externally.
Visual Communication
Advantages
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Disadvantages
Easy to understand
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Shows trends and
comparisons
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Some people may
not understand
Takes time to
prepare
Rules for preparing
charts/graphs
Give it a title.
Label the Y axis (eg. year)
Label the X axis (eg. quantity)
Bar Chart
 Is a series of bars.
 Used for comparing quantities.
Line/Trend Graph
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Is a chart that uses lines.
Used for showing changes over time.
Pie Charts
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Is a circle divided into segments.
Used to show percentages or
proportions.
Government Agency involved
in communication
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An Post
Provides a national & international
postal service.
Other services
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Publicity post
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Delivers leaflets for a small fee.
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Swift post
Letter will be delivered quicker for a
fee.
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Freepost
Special envelopes where customers can
reply to business & they pay the
postage.
Private telecommunications
providers
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Eircom
BT
Perlico
Orange
Meteor
Vodafone
Telecommunication services
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Telephones
Freefone
Texting
Answering service
MODERN METHODS OF
COMMUNICATION
Internet
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E-mail
www
Teleconferencing
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Up to 20 people can
talk together.
Video-conferencing
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TV link up of sound & pictures for
meetings without travel.
Recap
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What is communication?
Internal and external communication
Factors affecting the choice of
communication
Methods of communication
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Oral
Written
Visual
Modern methods of communication