Communication- Management skill Flashcards
What is communication?
Communication involves transferring information from one person to another
Name two types of communication
Internal and external communication
Explain internal communications
This is communication between two or more people within the same business
Internal communication can be:
Upward e.g employees giving information to management
Downward e.g management giving instructions to employees
Horizontal e.g employees at the same level discussing issues in a meeting
Explain external communications
This is communication between the business and other people outside the business
External parties include:
Banks, Suppliers, Customers, Government
Give five methods of internal communication
Internal newsletter Notice board Meetings E-mail Intercom system
Give four methods of external communication
Telephone
Internet (Website)
E-Mail
Press Conference
What are the advantages of written communication?
Provides a permanent record of the communication- proof
Can be re-read and reviewed afterwards
Email is a quick and cheap method of communication
What are the disadvantages of written communication?
Feedback is slower than oral communication
Risk of information overload if there is too much information written
Information could fall into the wrong hands
What are the advantages of oral communication?
Quick and easy to get a response
Easy to explain any problems or issues
Able to read body language and show emotion
What are the disadvantages of oral communication?
No record of conversation so no proof it took place
Receiver of the message may not be listening and therefore the message may not get through
What are the disadvantages of visual communication?
Visual communication is not sufficient on its own - it is only an aide for oral or written communication
What are the advantages of visual communication?
Useful for analysing statistics
Makes oral or written communication clearer and easier to understand
What is a memo?
A memo (memorandum) is a short written document used for internal communication
What is a business letter?
A business letter is a detailed written document sent between businesses
They are formal in nature and must be laid out in the correct way
What is a report?
A report is a written document in which one person sets out the findings of their investigation into a certain issue
Give four objectives of a report
To give information on a specific topic
To investigate an incident
To come up with solutions to a particular problem
To convince the reader to take a particular course of action
What is the layout of a report?
Title of report Table of contents Executive summary - summarises the main findings and conclusion of the report Terms of Reference - sets out the issues that were investigated Findings Conclusions and recommendations Appendices Bibliography
What is a meeting?
A meeting is when two or more people come together for the purpose of discussing a predetermined topic and making decisions
What does AGM stand for
Annual General Meeting
What does EGM stand for
Extraordinary General Meeting
What is an AGM?
Held once a year. Used by the board of directors to give shareholders an update on how the company is doing. Present a copy of the financial statements to shareholder. Gives opportunity for questions.
What is an EGM?
This meeting is used to discussing an urgent matter and is called at short notice to deal with the issue.Nothing else is discussed. Directors can call meeting when they see fit.
What is a statutory meeting?
This is the very first meeting of a company that is held when the business is first set up. Shareholders are given information about the setting up of the company. Called by directors of a company only - within a time limit.
Explain a board meeting
Held on a regular basis. Board members meet to discuss and make decisions on the running of the business- set goals and devise strategies