management skills: communicating

Question 1

what is communication

Answer 1

transfer of information from the sender to the receiver through a medium

Question 2

factors of effective communication

Answer 2

1. right duration
2. language
3. confidentiality
4. timing
5. improves
6. accurate
7. visual aids
8. feedback
9. record

Question 3

right duration

Answer 3

no overload

Question 4

language

Answer 4

appropriate terms

Question 5

confidentiality

Answer 5

sensitive details secure

Question 6

timing

Answer 6

instant interaction for urgency

Question 7

improves

Answer 7

employee morale: staff turnover: decision making: speed of decisions: accuracy

Question 8

accurate

Answer 8

clear messages/ desired outcome

Question 9

visual aids

Answer 9

charts, graphs and summaries

Question 10

feedback

Answer 10

allow/encourage responses

Question 11

record

Answer 11

written allows a copy (email)

Question 12

barriers to effective communication

Answer 12

1.noise
2.accuracy
3.timing
4.information
5.clarity
6.language
7.wrong medium
8.technology

Question 13

noise

Answer 13

quiet setting

Question 14

accuracy

Answer 14

upskill staff

Question 15

timing

Answer 15

use face to face for urgency

Question 16

information overload

Answer 16

use written form

Question 17

clarity

Answer 17

review messages/ use professionals

Question 18

language

Answer 18

adapt language use for recipient

Question 19

wrong medium

Answer 19

meeting is confidential

Question 20

technology

Answer 20

invest to upgrade systems/apps

Question 21

forms of written communication

Answer 21

1. important elements of a business letter
2. important elements of a report
3. memorandum

Question 22

important elements of a busines letter

Answer 22

letterhead :
reference :
date :
subject;
salutation:
introduction:
main body :
conclusion:
close:
signature:

Question 23

letterhead

Answer 23

company name and address

Question 24

reference

Answer 24

customer number / order number

Question 25

date

Answer 25

use todays date if asked to

Question 26

subject

Answer 26

re: (subject)

Question 27

important elements of a report

Answer 27

title:
prepared for:
prepared by:
date:
terms of reference:
main findings:
conclusions:
recommendations, sign off

Question 28

memorandum

Answer 28

a brief note sent internally.
include title,
to from,
date,
subject,
brief note,
sign off

Question 29

different types of businesses meetings

Answer 29

annual general meeting (AGM)
extraordinary general meeting (EGM)
board meetings
Ad hoc meetings
general meetings

Question 30

Annual general meeting (AGM)

Answer 30

mandatory yearly gathering of shareholders, elect new directors/ vote

Question 31

Extraordinary general meetings (EGM)

Answer 31

urgent gatherings of shareholders to vote if item cannot wait for AGM

Question 32

Board meetings

Answer 32

monthly meeting of board of directors

Question 33

ad hoc meetings

Answer 33

unplanned meetings for recent issues

Question 34

general meetings

Answer 34

regular meetings é.g staff meetings

Question 35

secretary duties

Answer 35

send notice/agenda
arrange venues
deal with correspondence
take minutes
aid chairperson

Question 36

chairperson duties

Answer 36

set agenda
check for quorum
read minutes
manage meeting
call for votes / has casting votes