Communication Flashcards
Give five advantages of specialisation.
- Workers are more efficient.
- Production will be increased.
- Costs fall as a result of efficiency.
- Fewer tools are required.
- It is easier to automate the process.
What is multi-skilling?
Training employees to perform more the one type of task.
Give three disadvantages of specialisation.
- The work could become boring for the workers.
- Workers may not be trained to switch to another task if necessary.
- Workers have more power to disrupt production.
Give three advantages of multi-skilling.
- Time would be saved.
- Less employees would be needed.
- The employee has variety.
What are staff departments?
Parts of the business with specific responsibilities.
What is authority?
The power to make decisions and tell other employees what they have to do.
What is accountability?
The person at fault if there is an issue.
What is the chain of command?
The position of power with the highest at the top and lowest at the bottom. ie. in layers.
What is the line of communication?
The passage through which an order is made at the top of the hierarchy and ends up at the bottom.
What is a line manager?
The person that a worker is responsible to.
What is a subordinate?
A worker that a person is responsible for.
What is the span of control?
The number of subordinates that a manger is responsible for.
What is delegation?
The passing of authority down the chain of command.
What is a staff manager?
An employee that supports departments across the hierarchy.
Give four advantages of an organisation chart.
- They clearly show who is responsible for particular tasks.
- They show who a worker is responsible to.
- They help communication.
- It shows how different departments are linked.
What is an informal group in an organisation?
Workers who socialise outside of their specific job.
Give an advantage of informal groups.
Workers may share ideas leading to improved productivity.
Give a disadvantage of informal groups.
Some people may pass on a negative attitude reducing production.
Give three advantages of tall organisational structures.
- The lines of communication and responsibility are clear.
- The span of control is narrower.
- There are opportunities for employees to gain promotion.
Give four advantages of a flat organisational structure.
- Communication is quicker from top to bottom.
- There would be fewer mistakes in communication.
- Employees may be encouraged to share ideas with people at the top.
- The wider span of control means workers get more responsibility.
What is de-layering?
Removing one or more layers of management.
Give two advantages of de-layering.
- It saves money since there are fewer people to pay.
- The responsibilities are delegated making the employees feel empowered.
What is communication?
The transmission of a message from a sender to a receiver.
What is two way communication?
The exchange of messages between sender and receiver.
Give two reasons why two-way communication is important.
- Feedback from the receiver makes it clear that the message has been understood.
- It is good for generating ideas and solving problems.
What is one-way communication?
Giving the receiver information without expecting feedback.
What is internal communication?
Communication that takes place between people in the same organisation.
What is downward vertical communication?
Communication between a manager and subordinate.
What is upward vertical communication?
Communication between a worker and their line manager.
What is horizontal communication?
Communication between two people at the same level.
What is external communication?
Communication between one person inside and one person outside an organisation.
Give four receivers of external communication.
- Customers
- Government
- Suppliers
- Local community
What is formal communication?
The use of the official means of communication.
Give five examples of formal communication.
- Letters
- Memos
- Faxes
- Official meetings
- Reports
Give an example of informal communication.
-Conversation at a social gathering or break.
Give five examples of verbal communication.
- Face-to-face meetings
- Tannoy announcements
- Telephone
- Presentations
- Video-call
Give two advantages of verbal communication.
- The sender can check the info. has been understood by asking for feedback.
- The sender can emphasise points by their tone or body language.
Give three disadvantages of verbal communication.
- If there are lots of people, it may not be clear that all have understood.
- If the receiver doesn’t like the message they may answer back.
- There is no permanent record.
Give four advantages of written communication.
- There is a record of the message.
- The receiver can read and re-read the message.
- The message can be sent to more than one person at a time.
- Confrontation can be avoided.
Give two disadvantages of written communication.
- It is not possible to check immediately that the message has been understood.
- The success of the message depends on how clearly it has been written.
Give two advantages of using images in communication.
- People like to look at images.
- Images can have more impact.
Give a disadvantage of using images in communication.
It may not be possible to check that the receiver has understood.
What are six possible barriers to communication?
- Timing
- Clarity
- Attitudes of the sender or receiver
- Method of communication
- Feedback
- Problem with the means of communication.
How can timing be a barrier of communication?
The message may be given at the wrong time meaning the message isn’t understood or received.
How is clarity a barrier to communication?
The sender may not make the message clear by using specific language that the receiver doesn’t understand.
How can the attitudes of the sender or receiver be a barrier to communication?
The receiver may not trust the sender so doesn’t listen or the sender may ‘talk down’ to the receiver.
How can the method be a barrier to communication?
An urgent message may not be received in time because the receiver doesn’t check their incoming messages often enough.
How can feedback be a barrier to communication?
The sender may not check the receiver has understood.
How can a problem with the method be a barrier to communication?
If the receiver’s computer is broken, they won’t receive any emails.
Give four advantages of using word processing in communication.
- Work is done more quickly
- Quality of the product is higher
- A record can be kept
- The process of sending emails is more time efficient
Give two advantages of using graphics packages in communication.
- The materials look visually attractive.
- The material still has good content.
Give two advantages of using spreadsheets in communication.
- Graphs can easily be made
- Data can be easily analysed.
Give two advantages of using databases in communication.
- Information can easily be sent
- Suitable variables can applied to find an appropriate individual.
Give two advantages of using presentation software in communication.
- Quality and impact of communication is improved.
- Graphics, animations, etc. can be used to add impact.
Give two advantages off using an Intranet system in communication.
- Files can be saved for others to access.
- Ideas can be shared easily between workers.
Give three advantages of using ICT in communication.
- Large amounts of information can be processed quickly.
- Information can be shared more easily.
- Mail-shots can be used at a reasonable cost.
Give four disadvantages of using ICT in communication.
- Workers have to be trained
- The equipment is expensive to buy and maintain.
- Technical problems can occur.
- There are safety issues that workers have to be aware of.
Give four advantages of working from home.
- There is no need to travel, saving time.
- Not travelling saves the worker money.
- The worker has more freedom over their routine.
- There may be fewer distractions.
Give five disadvantages of working from home.
- Ideas can’t be exchanged easily
- Some workers require the discipline.
- There may be less space at home.
- There may be distractions at home.
- The worker may miss the social side of work.
Give two advantages of teleworking.
- The company does not need to buy company cars.
- There is no need for an expensive sales office.
Give three advantages of Electronic Data Interchange.
- Invoices and order forms aren’t needed.
- Less employees are needed because there is less paperwork.
- The network makes ordering more efficient.
Give a disadvantage of Electronic Data Interchange.
The system is expensive to set up.
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