unit 3 management skills- communication Flashcards
what is communication, consultation, feedback, importance of upward/downward/horizontal , methods of communication
-communication involves people exchanging information in order to better understand each other
- consultation implies good two way communication
- feedback is required to ensure the message has been and acted upon
- upward/downward/horizontal channels of communication ae necessary so that everyone understands what tasks they have to preform
- there are a variety of methods of communication used in business depending on the message- written, oral, visual, electronic
importance of effective communication- productivity increases
instructions are understood by all employees and deadlines are clearly communicated to employees resulting in increased productivity
importance of effective communication- better industrial relations
clear communication and openess to listening to others means that any dispute between stakeholders in a business can be resolved before it becomes a critical issue
importance of effective communication- intrapreneurship encouraged
new ideas flow easier and can be developed quickly in a business with effective communication
importance of effective communication- team approach
in a modern business a matrix structure is applied where employees work on projects in teams. for teams to be effective, members must be able to communicate clearly and objectively
importance of effective communication- clear goals established
it is easier to plan with employees and agree individual targets for them which motivates employees
barriers to effective communication - language
use of jargon / over complicated , unfamiliar or technical terms. speaker needs to choose language appropriate to the audience
barriers to effective communication - medium chosen must be appropriate to the message
medium should match the formality of the message ensure the medium is correct considering the need for feedback and proof the recipient has received the message
barriers to effective communication - timing
messages must be delivered at the correct time, emails outside of work hours may not be read
barriers to effective communication - information overload
too much information being transferred at once will result in confusion. too much detail may overwhelm the audience, the message should be clear and concise
communicating effectively - audience knowledge
knowing your audience will influence tone, voice, quality of the message , your message must reflect education level , aims and objectives of your audience
communicating effectively- accuracy
have a thorough knowledge of the topic to be discussed/ all factual information must be accurate . have an intro , plan of action and expected outcomes
communicating effectively - clarity/ appropriate language/ conciseness
if the language used is too technical / difficult for the receiver to understand then the message may be misinterpreted
communicating effectively - visuals
“a picture is worth a thousand words” and visuals supports such as bar charts and line graphs communicate data very effectively
what is an anual general meeting (AGM) and what are its main functions ?
an AGM is a meeting held once a year and attended by the directors and shareholder of the company
main functions
- shareholders elect a board of directors
- shareholders appoint auditors
- chairperson gives a report on company performance
- auditors present reports on the accounts
- declare on dividends
- shareholders have an opportunity to question the director
what is an extraordinary general meeting (EGM)
a meeting of shareholders and company directors held to discuss a matter of urgency that cannot wait until the next meeting . no other matters are discussed at this meeting
what is a board meeting ?
a meeting with the board of directors and are usually held on a monthly basis. progress and performance is discussed . tactical and strategic plans are formulated. problem solving is a key function
what is a statutory meeting ?
first meeting of company shareholders. its objective is to inform shareholders about the affairs of the company. held once in the whole life of a company. held by every limited company. should be held within the prescribed period mentioned in the company ordinance
what is an AD HOC meeting ?
a meeting that takes place at short notice to discuss a matter that requires attention and that has arisen unexpectedly
what are the roles of a chairperson ? (7)
- the chairperson in conjunction with the secretary is responsible for convening the meeting by drawing up the notice and agenda
- chairperson opens the meeting only after ensuring the quorum is present s/he calls the meeting to order and welcomes everybody seating in the correct tone
- s/he ensures that minutes of previous AGM are read, adopted and signed
- chairperson ensure that the agenda is followed in the agreed order ensuring compliance with standing orders
- chairperson guides the discussion with points of order and allowing discussion only on matters in the agenda
- chairperson organises vote taking and in the event of a tie s/he has the casting vote
- has the power to adjourn the meeting
what are the roles of a secretary ?
- the secretary sends out the notice and agenda to all those entitled to attend. this should be sent out in plenty of time giving members/ shareholders time to prepare
- secretary arranges a suitable venue ensuring that essential resources are present such as refreshments, audio and visual equipment and seating plans are in order
- secretary informs the meeting of important correspondence and documents are received by the organisation
- secretary assumes the minutes secretary role. this involves reading the minutes of the previous meeting and having them approved and signed by the chairperson, taking notes of the meeting so that minutes of present meeting can be written up accurately later
- secretary advises the chairperson on points of order, information, etc during the meeting
duties of the data protection commissioner
1.enforces GDPR- order data controllers to provide information to the data subject when requested. it can also force a data controller to delete incorrect information held on the data subject.
- promotes public awareness of GDPR- informs the public about their rights under the GDPR through its website and publishes materials such as guidelines and infographics.
- imposes fines - can impose fines up to €20 million or 4% of annual turnover, whichever is larger, for very serious breaches of the GDPR.
- data audits - it can enter a businesses premises, speak to relevant staff and inspect and copy information and about data processes.
benefits of meetings as a form of communication
- allows for confidentiality- a meeting could be used to inform staff of redundancies or for dealing with other sensitive information securely
- allows for feedback - feedback can be given and received, allowing discussion which improves decision making/ co-ordination between parties.
3.records are kept - minutes can be taken by a secretary and stored for future reference of agreements and decisions made between parties.
- act as a creative forum - meetings allows for brainstorming and idea generation, leading to innovation and improved/ new ideas for goods…
what are the responsibilities of the data controller
- collect no more data than is necessary from an individual for the purpose for which it will be used
2.obtain personal data fairly from the individual by giving them notice of the collection and its specific purpose.
- retain the data for no longer than is necessary for that specified purpose.
4.to keep data safe and secure
what are the data subject rights ?
- customers have the right to request a copy of personal data held within 30 days.
2.data must be erased if requested by the customer- information must be portable.
- customers have the right to question the use of their personal data.
