management skills: communicating Flashcards
what is communication
transfer of information from the sender to the receiver through a medium
factors of effective communication
- right duration
- language
- confidentiality
- timing
- improves
- accurate
- visual aids
- feedback
- record
right duration
no overload
language
appropriate terms
confidentiality
sensitive details secure
timing
instant interaction for urgency
improves
employee morale: staff turnover: decision making: speed of decisions: accuracy
accurate
clear messages/ desired outcome
visual aids
charts, graphs and summaries
feedback
allow/encourage responses
record
written allows a copy (email)
barriers to effective communication
1.noise
2.accuracy
3.timing
4.information
5.clarity
6.language
7.wrong medium
8.technology
noise
quiet setting
accuracy
upskill staff
timing
use face to face for urgency
information overload
use written form
clarity
review messages/ use professionals
language
adapt language use for recipient
wrong medium
meeting is confidential
technology
invest to upgrade systems/apps
forms of written communication
- important elements of a business letter
- important elements of a report
- memorandum
important elements of a busines letter
letterhead :
reference :
date :
subject;
salutation:
introduction:
main body :
conclusion:
close:
signature:
letterhead
company name and address
reference
customer number / order number
date
use todays date if asked to
subject
re: (subject)
important elements of a report
title:
prepared for:
prepared by:
date:
terms of reference:
main findings:
conclusions:
recommendations, sign off
memorandum
a brief note sent internally.
include title,
to from,
date,
subject,
brief note,
sign off
different types of businesses meetings
annual general meeting (AGM)
extraordinary general meeting (EGM)
board meetings
Ad hoc meetings
general meetings
Annual general meeting (AGM)
mandatory yearly gathering of shareholders, elect new directors/ vote
Extraordinary general meetings (EGM)
urgent gatherings of shareholders to vote if item cannot wait for AGM
Board meetings
monthly meeting of board of directors
ad hoc meetings
unplanned meetings for recent issues
general meetings
regular meetings é.g staff meetings
secretary duties
send notice/agenda
arrange venues
deal with correspondence
take minutes
aid chairperson
chairperson duties
set agenda
check for quorum
read minutes
manage meeting
call for votes / has casting votes
