Management Skills: Communication Flashcards
Communication
Communication is the transfer of information and ideas from one person to another with the aim that the receiver will understand, give feedback where necessary and act upon what they have been told.
Internal
communication between people in the same business (a) upward (b) downward (c) horizontal (d) functional. (Methods include noticeboards, memos, email, minutes of meetings, telephone, informal chats
External
communication between the business and the rest of the world. E.g. banks, government, suppliers, customers, accountants.
Formal
official channels of communication within a company e.g. routine meetings
Informal
communication occurs in all organisations and can be more casual. E.g. Gossip, social events outside work
Importance of good communications:
Downward (instructions) Upward (Feedback) Suppliers Customers Shareholders Better industrial relations
Upward (Feedback)
what is and isn’t working is identified quickly and avoids costly mistakes
Downward (instructions)
gets work done
Suppliers
having enough stock to meet demand/ avoids costly ordering errors
Customers
will help them return
Shareholders
confidence
Better industrial relations
issues dealt with quickly
Factors of Effective Communication
Clarity Accuracy Suitability Speed Record Cost
Clarity
Messages should be kept short and to the point as expressed as clear as possible so that the information is understood
Accuracy
This is important as key decisions are often made on the information communicated and so it must be communicated accurately
Suitability
The most appropriate method of communication should be used
Speed
People will need feedback quickly, so there would be no point in sending a letter that may take days to return
Record
Keep a copy of all information as information may be needed to be duplicated or viewed again
Cost
Try and chose the most cost-effective
Barriers to Effective Communication
language, suitable medium, Feedback, timing, • Speed and impatience, Organisational Structure
Benefits of Effective Communication
Productivity increases, Better industrial relations, Intrapreneurship encouraged, Team Approach, Clear goals can be established
Board Meetings
These are meetings of the board of directors and are usually held on a monthly basis. Progress and performance is discussed and tactical and strategic plans are formulated. Problem solving is a key function of board meetings
Annual General Meeting (AGM)
This is a meeting held once a year required by law and attended by the directors and shareholders of the company. The main functions of the AGM are to elect a board of directors, let the chairperson gives a report on company performance, and so they can declare a dividend for the year
Extraordinary General Meeting (EGM)
This is a meeting of the shareholders and company directors held to discuss a matter of urgency that cannot wait until the next AGM. There is no other matter discussed at this meeting. There could be an EGM if there was a takeover bid for the company or a major fire at the production plant
Ad Hoc meeting
A meeting that takes place at short notice to discuss a matter that requires attention and that has arisen unexpectedly. They aren’t organized in advance, only as the need dictates e.g. a sales meeting to address falling sales targets
Quorum
This is the minimum number of people who have to be present for a meeting to take place. If the quorum is not met, the meeting is postponed
Standing Orders
These are the rules for running a meeting, e.g. the time for each speaker
Point Order
When a person brings to attention that the standing order has been broken
Proxy
A person who represents a member of the meeting who cannot attend, they may vote in accordance with what the shareholder wishes
The Notice
Date, time, and place of the meeting
The Agenda
Topics to be discussed
The Role of the Chairperson in a Meeting
- The chairperson draws up the notice and agenda with the secretary before the meeting
- The chairperson calls the meeting to order and opens the meeting only after ensuring the quorum is present
- The chairperson guides the discussion and manages time and contributions without any personal bias, allowing discussion only of matters on the agenda
- The chairperson organises vote taking and in the event of a tie they have the casting vote
- The chairperson closes the meeting at the end of discussions
The Role of the Secretary in a Meeting
- The secretary sends out the notice and agenda to all those who are entitled to attend. This should be sent out in plenty of time giving members or shareholders time to prepare for the meeting
- The secretary arranges a suitable venue ensuring that essential resources such as refreshments, audio-visual equipment and seating plans are in order
- The secretary assumes the role of minute’s secretary (a written account of what is discussed and decided). This involves reading the minutes of the previous meeting and having them approved and then signed by the chairperson. It also involves taking notes so that the minutes of the present meeting can be written up accurately later
- If the chairperson needs any help, for example counting votes, the secretary will assist
Benefits of ICT in a Business
Speed, Lower Staff Costs, Increase Sales, Access to larger markets
Challenges of ICT in Business
Breakdowns, Viruses, Security (Phishing), up to date technology, expensive
Developments of ICT in Businesses
The Cloud, Electronic Data Interchange, The Internet, Computer Aided Design, Microsoft Office, Social Media
Data Protection
You are a Data Subject when you are the person to whom the personal data relates. Data Controllers and Data Processors are organisations that collect or use your personal data.
Rights as a data subject
Right to access data, Your right to have your data rectified, restricted or erased, Your right to move or transfer your data, Your right to object to the use of your data
Obligations of Data Controllers and Processors
The obligation to design appropriate processing systems,The obligation to use processors that meet the requirements of the legislation, The obligation to keep records, The obligation to report data breaches
