Communication

Question 1

Communication

Answer 1

Process through which sender passes a message to a receiver (audience) who then answers with feedback.

Question 2

Types of communication

Answer 2

• Formal written and verbal: no slang and little jargon, polite and respectful
• Non-verbal communication: Can confuse message or reinforce it through body language, appearance, voice intonation, volume and clarity, touch, proximity and environment appearance.
• Informal communication: Between co-workers in non-official conversations.

Question 3

Reasons for meetings, presentations and reports

Answer 3

• Managing a project or people
• Working with a customer
• Other methods of communication are becoming complex
• Arising problems
• Training people
• Conferences

Question 4

Organising a meeting

Answer 4

• Notify it (purpose, date, time, how to accept or decline invitation)
• Agenda is sent: contains general information, attendee list, minutes of last meeting, matters to be discussed, AOB, data on next meeting.

Question 5

Key roles in a meeting

Answer 5

Chairperson: Keeps meeting on track, sets rules.

Minute-taker: Records summary which will be sent to attendees.

Question 6

Evaluating a meeting

Answer 6

Successful:
+ No one dominated conversation
+ All agenda items were discussed
+ Not run-over allocated time

Unsuccessful:
Identify problem, understand why it happened and find solutions to prevent it.

Possible problems:
- One person dominated the conversation
- Agenda items were skipped
- Decisions weren’t made
- People didn’t do the tasks appointed in the previous meeting: minutes not sent or unclear