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Business > 7-Communications > Flashcards

7-Communications Flashcards

1
Q

communication

A

transferring info from one person to another

internal/external

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2
Q

types of internal communication

A

upward-lower to higher levels
downward-higher to lower levels
horizontal-moves between people at same level

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3
Q

types of communication

A

oral
written
visual

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4
Q

advantage of written communication

A

permanent record

re-read

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5
Q

disadvantage of oral communication

A

receiver may not listen
no record
no time to prepare

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6
Q

advantages of visual communication

A

useful for statistics

easier to understand

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7
Q

disadvantages of written communication

A

feedback slower

info overload

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8
Q

disadvantages of visual communication

A

not enough detail on its own

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9
Q

advantage of oral communication

A

quick

emotion and body language

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10
Q

functions of meetings

A

save time:brought together and told details at same time
help solve problems:build relationships to solve conflict
assist decision making:experience and knowledge

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11
Q

essential elements of a meeting

A
  1. well planned
  2. notice
  3. agenda
  4. quorum
  5. minutes
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12
Q

Quorum

A

minimum amount of people that must be present before meeting can start-fair decisions

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13
Q

Minutes

A

summarised written record of what happened at the meeting

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14
Q

notice

A

written document prepared by secretary setting out date,venue and time of meeting

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15
Q

agenda

A

sent to attendees in advance.

written list of all topics to be discussed (in order of importance)

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16
Q

Importance of agenda

A

Prioritisation
Clear communication-only those interested will attend
Advanced preparation-questions prepared

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17
Q

Chairperson

A

responsible for starting,controlling and concluding the meeting

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18
Q

Role of the chairperson

A 
Quorum
Open meeting-with first agenda item
Close meeting-with last item on agenda
Vote-if 50/50
Maintain order-everyone gets to speak and discussion is relevant
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19
Q

Characteristics of a chairperson

A

Impartial
speak clearly
know rules
tactful

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20
Q

Secretary

A

responsible for organisation,administration and paperwork for the meeting

21
Q

Role of a secretary

A 
Organise venue and equipment
Prepare notice and agenda
Record minutes
Paperwork
Advise and assist chairperson
22
Q

Characteristics of a secretary

A

Good organiser,summariser and writer

23
Q

Memo

A

written document used for internal communication

brief note from one person to another

24
Q

Report

A

written document where one person sets out their findings of an investigation of an issue
recommendations on how to solve issue

25
Q

objectives of a report

A

inform people of an issue
investigate an issue
investigate solutions
convince reader of an action

26
Q

Memo headings

A

To : Date:
From: Subject:

Signed

27
Q

Report headings

A 
Title
To
From
Date
Table of contents
Executive summary
Terms of reference
Findings
Conclusion
Recommendation
Appendices
Bibliography
28
Q

Notice and Agenda headings

A

Notice and Agenda for … LTD

The AGM of …..LTD will take place in/on…..

The agenda is as follows:
1.
2.
3.

Signed

29
Q

Minutes headings

A

Minutes for…LTD

The AGM of.. took place in/on…..

The minutes are as follows:
1.
2.
3.

Signed

30
Q

Factors to consider when choosing a method of communication

A 
Cost
Urgency
Confidentiality
Nature of message
Legal requirements
31
Q

Barriers to effective communication

A 
Language e.g. Jargon
Prejudice-personal bias 
Info overload
Timing-sent too late
Poor listening
32
Q

How to overcome barriers to effective communication

A

Language-clear and simple
Prejudice-train staff to be understanding
Info overload-short and to the point messages
Timing-plan and send on time
Poor listening-ask receiver questions

33
Q

Principles of Good Communication

A 
use appropriate language
read and write well
send message on time
listen carefully
be honest
34
Q

Electronic Date Interchange

A

system that links computers of two different companies
programmed to send orders and invoices directly to each other without human involvement
e.g. M&S shirt stocks fall below certain level-order automatically sent

35
Q

advantages of EDI

A

reduced paper work

reduced labour costs

36
Q

Video conferencing

A

This is a meeting held between people who are in different locations. People sit in front of computers and images and sound are sent to each other as if they are in the same room.

37
Q

Advantages of video conferencing

A

reduced travel costs

saves time

38
Q

Internet

A

This is a collection of information on any topics that can be access using a computer with internet connection. Many businesses have a website which represents this business online.

39
Q

Advantages of Internet

A

Advertise and raise brand awareness
Increased sales
Better decisions

40
Q

Email

A

send a typed message from one computer to another using internet

41
Q

Advantages of email

A

Reduced business costs

Faster

42
Q

Disadvantages of email

A

Security

Virus

43
Q

Benefits of good communication from a manager

A

reduced conflict
less errors
low staff turnover
high staff morale

44
Q

costs of technology

A

Capital investment

Redundancies

45
Q

Opportunities of technology

A

Increased sales
new product development
cost savings

46
Q

General Data Protection Regulation

A

gives individuals rights and greater control over their data

imposes greater obligations on organisations that collect this data

47
Q

GDPR:obligations of businesses

A

Obtain info fairly and openly
Delete info once no longer needed
keep data safe and secure
Give copy of personal data to person who asks for it-within 40 days (6.35)

48
Q

GDPR:rights of individuals

A

Get a copy of data.
Have any errors corrected/deleted
Remove details from direct marketing list-within 40 days
Compensation if mishandled

obtain details about how their data is processed
have their data erased-no legitimate reason
Data Portability-obtain data and transfer to another organisation
object to processing of data in certain circumstances.

49
Q

Data Protection Commissioner Functions

A

Investigate complaints
Force data controllers to give info-gives written ‘information notice’ (offence not to obey)
Force data controllers to correct/delete-‘enforcement notice’
Keep register of data controllers-allows public to see who has their personal information

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