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📈Business > Chp 7 > Flashcards

Chp 7 Flashcards

1
Q

Communication is

A

Cpmmunication involves transferring information from one person to another

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2
Q

Two types of communication

A

Internal communications
External communications

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3
Q

Internal Communication

A

Communication between two or more people who are all inside the same business

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4
Q

External Communication

A

Communication between the business and other people outside the business

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5
Q

Internal Upward Communication

A

lower->higher level in the organisation
employee asks questions gives info makes suggestions to manager

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6
Q

Internal Downward Communication

A

higher->lower level in the organisation
Manager gives orders advice and training to employee

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7
Q

Internal Horizontal Communication

A

Moves between people at same level
Marketing director and finance director discuss advertising

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8
Q

Written Communication Eg

A

Memo
Letter
-Reports
-Email
-Fax
-Business documents(invoices,quotations)

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9
Q

Oral Communication Eg

A

Meeting
Face to face
Intercom
Telephone
Conference
Video-conferencing

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10
Q

Visual Communication Eg

A

Bar chart
Pie chart
Pictogram
Line graph
break eveb chart
Map

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11
Q

Written communicatipn Advantages

A

1.provides written record-proof
2.Can be read and read again
3.Can be very fast e.g Email

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12
Q

Written Communication Disadvantages

A

1.Feedback is slower than oral communications
2.Risk of information overload-hard for reader to understand

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13
Q

Oral communication advantages

A

1.Quick as instant response
2.Can be easily explained in person
3.Personal-good for reaching agreement
4.Emotion+body language-communicated

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14
Q

Oral Communication Disadvantages

A

1.No record-no proof
2.Might bot be prepared in advance and might come out wrong
3.Receiver may not listen and miss the message

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15
Q

Visual communication Advantages

A

1.Usedul for analysing stats
2.Makes communication clearer as pics are easier to understand and remember

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16
Q

Visual Communication Disadvantages

A

1.Not sufficient on its own. To be fully understoof it needs to be accompanied by one of the other 2 methods

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17
Q

What is a memo

A

A memo (memorandum) is a written document used for internal communication. Brief note from one person to another in the business

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18
Q

What is a report

A

Its a written document where one sets out the findings of her investigation to a certain issue.
Also makes recommendations on how to solve the issue

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19
Q

Layout of a report (8)

A

1.Title-objective
2.Table of contents-List of each section
3.Executive summary-major findings
4.Terms of reference-issues
5.Findings
6.Conclusions and reccommendations
7.Appendices
8.Bibliography

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20
Q

Objectives of a report

A

1.To give ppl info abt a certain topic
2.To investigate an incident
3.To come up with solutions 4 a prob
4.To investigate impact of decisions
5.Convince the reader to tske a particular course of action

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21
Q

What is a meeting

A

Oral communication
When teo or more people come together for the purpose of discussing a predetermined topic and making decisions

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22
Q

Types of meeting

A

AGM Annual General Meeting
EGM Extraordinary General Meeting
Statutory meeting
Board Meeting

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23
Q

AGM meeting

A

By law all companies must have one each year
Purpose:Directors give all shareholders info on how company is doing
Copy of financial statements to shareholders
Make important decisions and elect board of directors for next year
Dhareholders can question future plans

24
Q

EGM meeting

A

Deals with matters outside the normal business conducted at an AGM
short notice deals with urgency
Urgent matters only

25
Q

Staturory meeting

A

Can be called by directors of company only
First meeting of the shareholders
Purpose:Shareholders receive info and discuss matters abt setting up company

26
Q

Board Meeting

A

Meeting of board of directors
Usually held monthly
Directors make all major decisoons affecting company and set goals for it to acheive

27
Q

Purpose/Advantages of meetings

A

1.Meetings save time
2.To solve problems
3.To make better decisions

28
Q

Essential Elements of Meetings

A

Well planned in advance by secretary
Notice+ Agenda sent out prior
Chairperson+Secretary needed
Chairperson must ensure quorum is present
Minutes of meeting must be kept

29
Q

What is the notice

A

Secretary
Invitation to ppl to come to the meeting. Written document setting out date,time,venue of meeting.

30
Q

What is agenda

A

Written list of all the topics to be discussed at the meeting in order of importance.
Starts with the minutes of the last meeting
Ends with AOB

31
Q

what is AOB

A

Any other business

32
Q

Whys an agenda important

A

Lets ppl know what meetings about so those interested attend
Allows people to prepare in advance what theyll say at meeting
Ensures all important work is covered first

33
Q

What is a Quorum

A

Minimum numver of people that must be present at the meeting before it can start

34
Q

Whys a quorum important

A

To stop decisions being taken by a few ppl who show up but are only a minority of those who could attend
Ensure topics are fully discussed by a range of people

35
Q

What is a chairperson

A

Chariperson must start run control and end a meeting

36
Q

Functions of a chairperson

A

1.Make sure the quorum is present
2.Open the meeting
3.Maintain proper order at the meeting
4.Call for a vote on motion
5.Use casting vote in event vote is tied
6.Close the meeting

37
Q

Characteristics of a good chairerson

A

Impartial (unbiased)
Tactful (pleasent but firm)
Speaks Clearly
Knows the rules

38
Q

Whats a secretary responsible for

A

Responsible for all organisation administration and paperwork associated with the meeting

39
Q

Functions of secretary

A

1.Organise the venue and all facilities
2.Send out notice and agenda in time
3.Record minutes of meeting
4.Deal with all correspondence
5.Advise and assist chairperson

40
Q

Characteristics of a good secretary

A

Good organiser
Good writer
Good summarised

41
Q

What are minutes of a meeting

A

Summarised written record of what happened at the meeting. Who was there who spoke what they said what decisions wrre made and so on

42
Q

Factors u should consider when Choosing a method of communication

A

Cost
Urgency of message
Need for confidentiality
Nature of message
Legal requirements

43
Q

Barriers to effective communication

A

Language
Prejudice
Information Overload
Poor Listening skills
Timing
Lack of trust

44
Q

ICT means

A

Information and communications technology

45
Q

EDI MEANS

A

electronic data interchange

46
Q

WWW means

A

World wide web

47
Q

What is EDI (Electronic data interchange)

A

system that electronically links the computers of two diff companies

48
Q

What is Videoconferencing

A

Meeting held betwren people of different locations.

49
Q

What is WWW/Internet

A

The WWW is a vast collection of information on millions of topics that u can access on ur computer

50
Q

What is email

A

Allows u to send a typed message and other info directly from ur computer to another via the internet

51
Q

Data Protevtion Act 1988/2018

A

when u gove ur personal details to an organisatipn or individual they have a duty to keep ur details safe

52
Q

Rughts of data subjects

A

To be informed about data collectio
To access-copy of data
to rectification-change incorrect data
To erasure-delete data
To object
To not be subjected to automated decision making

53
Q

Responsibilities of Data Controllers

A

Obtain personal information
Keep info safe and secure
Report data breeches
Delete info once no longer needed
Give a copy of data when asked

54
Q

What does data protevtion comissioned do

A
  1. Investigate complaints
    2.force data controllers to give him any info by issuing an “info notice”
    3.Force data controllers to correct or delete data on ‘enforcement notice’
    4.Keep a register of data controllers
55
Q

GDPR MEANING

A

General data protection regularion

56
Q

Evaluation of Data protection comissioner

A

I think this law does a good job of protectiong data subjects because
1. Theyre entitled to see all info thats held and get any errors deleted
2They will fight for ur rights
3Data kept safe and secure

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