MEANS OF COMMUNICATION

1. Communication

2. Overview
 What is communication?
 Internal and external communication
 Factors affecting the choice of
communication
 Methods of communication
 Oral
 Written
 Visual
 Modern methods of communication

3. Communication is
 The transfer of information(data) from one
person to another.

4. Internal Communication is
 With people inside the organisation.
 e.g. Notice Board.

5. External Communication is
 Between the organisation and people
outside.
 e.g. Letter

6. Factors to consider when
choosing a method of
communications.

7. 1. Cost
 Is the method cheap or dear?

8. 2. Speed
 How long will it take to reach its destination?

9. 3. Secrecy
 Is the method confidential?

10. 4. Record
 Will a copy of the information exist?

11. 5. Destination
 Is it internal or internal?
 How far is it going?

12. The 3 methods of
communication are
 1. Oral/Verbal
 2. Written
 3. Visual

13. Oral Communication is
 Sending a verbal message.
 Internal Eg. Intercom, face-to-face meeting.
 External Eg. Radio, telephone.

14. Oral Communication
 Advantages
 Quick
 Instant Feedback
 Disadvantages
 No Record
 May be hard to
remember

15. Types of Meetings
 AGM: Annual General Meeting.
 EGM: Extra-ordinary General Meeting.
 Ad hoc: Informal meeting on the spur of
the moment.

16. Chairperson
 Calls meeting to order.
 Ensures that meetings
run smoothly.

17. Secretary
 Sends out notices of meetings.
 Writes up the Agenda.
 Keeps minutes.

18. Treasurer
 Keeps a record of all finances.
 Prepare final accounts.
 Prepares financial reports.

19. Written Communication
 Some record is kept.
 Internal Eg. Notice Board, Memo
 External Eg. Letter, e-mail, fax

20. Written Communication
 Advantages
 Record kept
 Don’t have to
remember everything
 Disadvantages
 No instant feedback
 May not be
confidential
 e.g. fax

21. A Memo is
 A short note used within a business.
 To: Mr. Kelly
 From: CSPE Class representative.
 Date: 10/10/08
 Subject: Recycling paper.
 Message: Please place used paper in recycle bins.
 Signed: Mary Jones.

22. A Notice of a Meeting is
 Information about a meeting.
 Sent by the secretary.
 Name: 1st year PTM
 Date: 20/10/08
 Place: SHS, Tullamore
 Time: 9.00-3.00
 Signed: Aoife Malone

23. An Agenda is
 A list of topics that will be discussed at
a meeting.

24. Sample Agenda
1. Minutes Summary of last meeting.
2. Matters Arising Issues that need further discussion.
3. Correspondance Letters of apology etc.
4. Chairpersons
Report
Recap of the years events.
5. Treasurers
Report
Summary of finances.
6. Election of Officers Appointing new officers.
7. AOB Any Other Business

25. Visual Communication
 Using charts, graphs, videos and television
to give a messages internally & externally.

26. Visual Communication
Advantages
 Easy to understand
 Shows trends and
comparisons
Disadvantages
 Some people may
not understand
 Takes time to
prepare

27. Rules for preparing
charts/graphs
Give it a title.
Label the Y axis (eg. year)
Label the X axis (eg. quantity)

28. Bar Chart
 Is a series of bars.
 Used for comparing quantities.

29. Line/Trend Graph
 Is a chart that uses lines.
 Used for showing changes over time.

30. Pie Charts
 Is a circle divided into segments.
 Used to show percentages or
proportions.

31. Government Agency involved
in communication
 An Post
 Provides a national & international
postal service.

32. Other services
 Publicity post
 Delivers leaflets for a small fee.

33.  Swift post
 Letter will be delivered quicker for a
fee.

34.  Freepost
 Special envelopes where customers can
reply to business & they pay the
postage.

35. Private telecommunications
providers
 Eircom
 BT
 Perlico
 Orange
 Meteor
 Vodafone

36. Telecommunication services
 Telephones
 Freefone
 Texting
 Answering service

37. MODERN METHODS OF
COMMUNICATION

38. Internet
 E-mail
 www

39. Teleconferencing
 Up to 20 people can
talk together.

40. Video-conferencing
 TV link up of sound & pictures for
meetings without travel.

41. Recap
 What is communication?
 Internal and external communication
 Factors affecting the choice of
communication
 Methods of communication
 Oral
 Written
 Visual
 Modern methods of communication