Communication & I.T. in Business Flashcards
Describe the functions of different meeting held by limited companies (4 types)
- Board meeting
- Ad hoc meeting
- AGM
- EGM
A meeting
When a group of people come together to exchange information
Board meeting
The regular meeting of the board of directors to review progress and plan ahead
Ad hoc meeting
A one-off meeting, which is usually called at short notice to deal with a problem that has arisen.
AGM
- A meeting of the directors and shareholders of a limited company.
- It provides an opportunity for the shareholders to receive copies of the company’s accounts, review fiscal information and ask any questions regarding the direction of the company in the future.
EGM
- This is a meeting of the directors and shareholders that is called to discuss any important matter that cannot wait until the next AGM,
- e.g. to discuss a takeover bid for the company.
Outline how developments in technology have benefitted business communication (4 type)
- EDI
- Internet
- Video conferencing
- Intranet
EDI
An automated stock ordering system that allows orders to be placed automatically from a computer in one business to a computer in another business using the internet
2 Benefits of EDI
- It reduces the time taken to complete transactions and reduces paper and other costs.
- It is a more reliable means of exchanging information than traditional paper-based exchanges.
Internet
- An international network of computers connected through the telephone network
- Many businesses have set up their own websites on which they market their goods and services, and through which they can sell their products to a world-wide market.
2 Benefits of Internet
- Communication is faster. e.g, it takes only minutes to send an email message or to log on to a website. Potential customers are just a ‘click’ away.
- Communication is cost-efficient. Customers can interact with a business directly and businesses can respond accordingly.
Video conferencing
- Allows a meeting to be held between people who are in different places by using a video connection to their respective computers
- e.g. Intel employees in California communicating with Intel employees in Ireland.
1 Benefit of video conferencing
Helps businesses reduce travelling expenses and increase the efficiency of employees
Intranet
Network of computers within a business
2 benefits of intranet
- Files sent quickly, paperwork kept to minimum
- Communication within business more efficient
2 implications for management when a company develops its own website
- Workload increases, e.g. the production manager would have to keep all product information up-to-date and current if it is to be included on the company’s website.
- Adaption to changes brought about by a new website & constantly negotiate and communicate with employees when introducing these changes. New procedures and/or departments would have to be introduced to deal with these changes.
Data Protection (3)
- Data protection is the means by which the privacy rights of individuals are safeguarded in relation to the processing of their personal data.
- It includes both automated data and manual data.
- The information held must be accurate, up-to-date, appropriate security measures must be in place to safeguard it and it should only be held as long as is necessary
2 Functions of the Data Protection Commissioner
- Use enforcement orders including the serving of
legal notices compelling data controllers to provide information needed and to correct
personal data. - Investigate complaints made by members of the public and can authorise officers to enter premises and to inspect the type of personal information kept, how it is processed and the security measures in place.
4 developments in tech that have facilitated the growth in globalisation
- CAM
- CIM
- Communication advancements
- Internet
CAD (Computer Aided Design) (advantage) (2)
- Revolutionised the design process, making it much easier and faster
- Allows companies to react quickly to changing global market conditions
CIM (Computer Integrated Manufacturing) (advantage)
Allows a global firm to locate anywhere in the world and produce standardised products, irrespective of local industrial skills.
Communication advancements (videoconferencing) (advantage) (2)
- Videoconferencing allow managers in different places to hold meetings as if they were in the same room, without the need for costly travel.
- This allows top management to make decisions based on up-to-the-minute information.
Internet (advantage) (2)
- Services such as e-mail and the world wide web provide companies with up-to-date information on the size of markets or cultural differences.
- This helps in making decisions regarding individual markets.
4 factors a business needs to consider when communicating with its various stakeholders.
- The communicator needs the necessary skills
- Recipient given opportunity to give feedback
- Channels of communication
- Nature of message
Examples of communication skills (3)
- Speak clearly
- Use communication technologies properly
- Choose the most appropriate medium
Example of medium to give feedback
E-mail is better than regular mail if a series of exchanges is needed.
Channels of communication + example
- Clear procedures set up to ensure the smooth running of a business
- Sales representative presenting a weekly sales report to the marketing manager.
Example of choosing how to communicate given the nature of message
If the communication is confidential, a private meeting may be a more appropriate method to deliver the information
3 duties of a chairperson at a meeting
- Planning the meeting in consultation with the secretary
- Drawing up the agenda, i.e. topics to be discussed, in consultation with the secretary
- Making sure that all items on the agenda are discussed and everyone has an opportunity to participate.
3 duties of a secretary at a meeting
- Drawing up the agenda in consultation with the chairperson.
- Sending a notice of the AGM and a copy of the agenda to all individuals entitled to attend.
- Taking notes of decisions taken at the meeting and writing up the minutes of the meeting.
Distinguish between 2 types of meetings (AGM & Ad hoc)
AGM - meeting of shareholders and directors of a company or members of an organisation, and is held once a year.
Ad hoc - meeting that takes place at short notice to address an important issue that has arisen.
Benefits of a meeting (2)
- Quick way to disseminate information to a large number of people.
- Difficulties can be explained and solutions suggested
Illustrate how developments in
EDI have impacted on business (explain + 2 impacts)
- An automated stock ordering system that allows orders to be placed automatically from a computer in one business to a computer in another business using the internet
- Faster method of processing transactions
- Reduces costs by eliminating much paperwork and stock management
Illustrate how developments in
the internet have impacted on business (explain + 2 impacts)
- An international network of computers connected through the telephone network
- Faster, more cost effective method of communication – consumers can communicate directly with business and vice versa
- A website may be an effective marketing tool – internet provides access to a worldwide market
Illustrate how developments in
video conferencing have impacted on business (explain + 2 impacts)
- Allows a meeting to be held between people who are in different places by using a video connection to their respective computers
- Fast, easy to set up video conference call
- Cost effective – avoids necessity to travel, saving both travel time and cost
