Chapter #11 - Communtication

Question 1

When is it appropriate to use informal communication?

Answer 1

• emails can be informal if the subject is not related to the enterprise. e.g. emailing co-workers to arrange a lunch meeting.
• co-workers having a chat about life outside of work
• an informal meeting with co-workers to prepare for a formal meeting.

Question 2

What is a meeting?

Answer 2

When people come together for a particular purpose.

Question 3

What can meeting with a group of people help with?

Answer 3

• weighing up alternatives
• generating ideas
• tackling problems
• making decisions

Question 4

What can occur if a meeting is not well managed?

Answer 4

• Arguments
• People may be intimidated so that they don’t say what they are thinking

Question 5

What are the reasons someone wiuld hold a meeting?

Answer 5

• Managing a project
• Managing people
• Working with a customer
• Other methodes of communication are being complex
• Problems are arising
• Training people
• Conferences

Question 6

What 2 things must be created to organize a meeting?

Answer 6

You must create 2 key documents for a meeting:
* The notice
* The agenda

Question 7

What is the notice of a meeting?

Answer 7

An invite to attend the meeting. This is usually sent via email or letter.

Question 8

What should be included in a notice?

Answer 8

• the date, time, duration and venue of the meeting
• the purpose of the meeting and its expected outcome
• the introductions on how to accept or decline the invitation

Question 9

What action is taken once people accept the invitation to the meeting?

Answer 9

An agenda is sent along with any other documents that they are required to read before the meeting. As a general rule, this should be sent at least 5 working days before the meeting.

Question 10

What information does an agenda include?

Answer 10

• date, time, venue, and duration of meeting
• atendee list + appologies (all people who were invited but not able to attend)
• the minutes of the last meeting
• the matters to be dicussed (not a long list of things so that everyone id focused on the main reason for the meeting)
• any other business (AOB)
• the date and time of the next meeting

Question 11

Apologies

Answer 11

An item on the minutes of a meeting which shows the people who were invited to attend, but unable to do so.

Question 12

Minutes of a meeting

Answer 12

A document giving a clear and accurate record of the meeting

Question 13

What are the key roles in a meeting?

Answer 13

• The chairperson
• The minute taker

Question 14

What is the role of the chairperspn?

Answer 14

Makes sure the meeting stays on track and that everone has a chance to voice their opinions. They also have to make sure that people don’t spend too long discussing only one matter on the agenda.

Question 15

What is the role of the minute taker?

Answer 15

Records a summery of what was discussed during a meeting. Espessially the decissions that are made, if any tasks were allocated to do after the meeting, and whom was allocated to do it. When the meeting is done, the minute taker will type all of this up and send these out to all the people who attended.

Question 16

What are you responsible for as a meeting atendee?

Answer 16

A an atendee, it is your reponsibility to turn up on time, discuss

Question 17

What is a presentation used for?

Answer 17

To introduce a new idea or piece of work to an audience. It is often supported by slides.

Question 18

Guidence for using slides in a presentation

Answer 18

• Write yourself notes about what you are going to say and practice before hand.
• Only short, key points on slides to support your point.
• Refer to key points on slides but don’t read from it completely.

Question 19

Guidance for using handouts in a presentation

Answer 19

• Decide if handout should be read during or after presentation.
• If it should be read before, hand them out at the begining and refer to it when you want people to read it. Keep it short and simple to keep flow of the presentation.
• If it should be read after, the presentation it may be handed out at the end and can be more detailed.
• Make sure language and images used in handouts is the same as those in slides.
• Leave space for audience to jot down notes and questions.

Question 20

Guidance for using vuisual aid in presentations

Answer 20

• Decide if visual aid should be viewed/handled during or after presentation.
• If it should be before, be aware the you may lose connection of your audience whilst they are viewing/andeling item.
• If it should be after, it may take time for this and potential questions may be raised.

Question 21

What verbal skills should be used in a presentation?

Answer 21

• Clear, simple language
• Moderate pace of speech
• Eye contatct with people

Question 22

What non-verbal communication skills should you use in a presentation?

Answer 22

• Use body language to express confidence
• Stand tall
• Gesture naturally
• Smile

Question 23

What are handouts in a presentation used?

Answer 23

To summerize the main points and includes key facts and details

Question 24

What are visual aids used for in presentations?

Answer 24

Help keep audience interested. This could be a chart, a picture, ot a short video clip.

Question 25

What are formal reports?

Answer 25

a structured document that provides:
* detailed info
* analysis
* recommendations

on a specific toic or issue within a business context. It typically follow a standerdized format that is used to communicate findings and proposals.

Question 26

what are examples of a formal report?

Answer 26

• Business plans
• Action plans (included in business plan)
• Minutes

Question 27

The sections of a formal report

Answer 27

• Title
• Abstract or Executive Summary (introduction)
• Findings
• Analysis of findings
• Recommendations
• Conclusion
• Referances
• Appenices

Question 28

What is the title?

(In a formal report)

Answer 28

It includes the title of the report, the name of the author, and the date of submission.

Question 29

What is the introduction?

Answer 29

Gives reader an idea of why the report was written and what they can expect to find in the report. Thre should be an ezplanation of why the report is being undertaken, a brief discussion of how research might take place, and some identification o the desired outcome.

Question 30

What are the findings?

In a formal report

Answer 30

Explains all the relevent data that has been found out from your primary and secondary research. Often writers create links from this section of the report to a document in the in the appendices to support the explanation.

Question 31

What are the conclusions?

In a fromal report

Answer 31

Makes decisions and recomendations. Often writers create links from thi section of the report to a documnet in the appendices that support the decision or recommendation being made.

Question 32

Why should a meeting be evaluated?

Answer 32

Because meetings take up valuable time and if they they dont accomplish desired outcomes it is a waste of time. It is important to ensure that you are using others times efficietly. There are some key features to identify a successful meeting.

Question 33

What are the key indicators of a successful meeting?

Answer 33

• Equal participation: No one dominated the conversation; everyone contributed and valued each other’s opinions.
• Agenda Completion and Decision-Making:
  All agenda items were discussed, and decisions were made.
• Clear Expectations Post - Meeting: Everyone knows their expectations after the meeting.
• Meeting Ran Within Allocated Time: The meeting did not over-run its allocated time.
• Identify the Problem: What were the problems and why did they occure?
• Possible Solutions: Assign a neutral facilitator, create a clear agenda, and allocate time wisely.

Question 34

What problems can occure during a meeting?

Answer 34

• One person dominates discussion
• Some agenda items were not discussed
• Decisions were not made
• People have not done the task they wre allocated in the last meeting

Question 35

What are the reasons that one peson dominates the discussion in a meeting?

Answer 35

• They are the only one prepared for the meeting
• The chairperson is not managing the discussion to make sure everyone can have their say.

Question 36

What are the reasons that some agenda items were not discussed?

Answer 36

There were too many things to discuss