Transcript Chapter 6
Communication Define Communication (2000 Q. 4 (a)) • Communication is the exchange of information between people. • There is a sender and receiver involved and it is important that the correct medium (method) and channel (person) is used to send the message. (elements) • For communication to be effective the message must be clear and understood and the recipient must be able to respond. Types of Communication • Internal communication may be downward: boss giving instructions, upward: complaints or suggestions by customers or employees, lateral (horizontal): managers of different departments talking, and feedback: management looking for the opinions of staff or customers. • External communication is needed to deal with all other stakeholders. Why is communication important? (2007 Q. 4(b), 2000 Q. 4 (a)) • Management spend about 75% of their time communicating. • Poor communication is a major source of conflict. • Good communicators make good managers. Types of Communication Downward communication is important in order to give clear instructions to employees so that the objectives of the business are met with the highest quality and minimum cost. Upward communication is important so that employees feel that there is a two way system and that their concerns and suggestions are listened to. As a result worker morale and industrial relations will be good. Types of Communication Lateral/horizontal communication is important to maintain between people of the same level of authority (eg. managers, supervisors) in the organisation to ensure coordiantion of plans. Types of Communication Feedback is when manager actually asks subordinates or customers for their opinion It is important in order ensure that all people in the organisation have the opportunity to influence the decision making process, which in turn will improve morale and reduce conflict. It brings people closer together and is consistent with a democratic style leadership. External communication is needed to order from suppliers, satisfy customers, deal with enquiries or complaints, obtain governments advice and grant aid……… Visual Communication Using charts, graphs, videos and television to give a messages internally & externally. Rules for preparing charts/graphs Give it a title. Label the Y axis (eg. year) Label the X axis (eg. quantity) Bar Chart 2005 SQ 10, 2003 SQ 10 Is a series of bars. Used for comparing quantities. Line/Trend Graph Is a chart that uses lines. Used for showing changes over time. Pie Charts Is a circle divided into segments. Used to show percentages or proportions. Visual Communication Advantages Disadvantages Easy to understand Some people may not understand Shows trends and comparisons Takes time to prepare Evaluate the role of ICT in communication 2000 Q 4 (b) 1. Speed All sorts of information is transmitted and available world wide in a very short space of time. Eg. www, e-mail 2. Decision Making More informed decisions can be made with a variety up-to-date information. “What if” scenarios can be considered. Examples: spreadsheets, www 3. Management Structure Organisations have become flatter. There are fewer layers of management. It is easier to keep control with ICT. Management & subordinates are in constant communication via mobiles, laptops… 4. Geographical Location Face-to-face communication is no longer necessary. Reducing time & costs of travel. Eg. tele-conferencing, videoconferenceing Benefits of improving Information & Communication Technology (ICT) 2001 Q 4 1. ICT reduces costs Less workers needed, less wages eg robotics. Less travel eg. videoconferencing. Less retail expenses, eg. internet sales. Less postage eg. e-mail. Less bank charges with e-banking. 2. ICT improves performance Management can make quick informed decisions eg. www, spreadsheets. Repetitive task can be done by computer freeing staff to do other things eg. stock control (EFTPOS) Quick & constant comm makes the firm efficient eg. mobiles, internet…. 3. ICT provide new business opportunities New technology helps develop new products more effeciently eg CAD, CAM Advertising & selling can by done globally via the internet. Drawbacks of ICT Please try and answer this yourselves. Leave enough space to fill in if you need help! Costs: Hardware, software, training. Redundancies: Workers & middle m’ment Health issues: RSI, eyesight………….. Electronic Data Interchange (EDI) 2009 Q 6, 2002 SQ 5 Allows firms to send standardised documents to each other. Example: when stock reaches a certain level the computer will automatically order new stock from the supplier. The supplier will automatically send an invoice. It is quick and cheap (reduces paper & post). Spreadsheet 2000 SQ 5 Spreadsheet Is a computer programme that allows records to be stored and presented quickly and easily eg. Excel. It can perform “what if” analysis. Predictions can be made which helps decision making. Used for payroll, final a/c’s budgets….. Internet & www 2009 Q6 Is a world wide connection of computers. It is a library of electronic magazines that contain vasts amounts of information. It is also a method of advertising & selleing products. Dell sell its’ computers exclusively via the internet. ISDN Integrated Services Digital Network. Transmits data through telephone lines. Computers are connected to phone lines through modems. Modem Computers need a modem to communicate with other computers through the telephone lines. It converts digital signals to analog signals. e-mail 2005 SQ 5 Electronic mail. Is sending & receiving messages over the internet. It is quick, cheap & easy. But There may be viruses attached, it may not be private, it may go to the wrong address. Video-conferencing 2009 Q 6, 1999 SQ 3 TV and computer link up via satellite of sound & pictures for meetings without travel. Video-conferencing 2009 Q 6, 1999 SQ 3 It is quicker and cheaper than travelling. It allows people from all over the world to share their ideas. Used by companies such as Intel to communicate with HQ in California. Teleconferencing Up to 20 people can talk together on the phone. It is quick & cheap. It allows people to work from home. This reduces office expenses. Data Protection Acts 1988 and 2003 (2009 Q 4) A Data Subject is An individual about whom information is kept. Rights of Data Subjects (CAR) 1. Right of Correction A person has the right to have inaccurate information corrected. 2. Right to complain and compensation A person has the right to complain to the Data Protection Commissioner & receive compensation for losses resulting from innacurate information. Rights of Data Subjects (CAR) 3. Right of Access A person has the right to receive a copy of data held electronically to him/her within 40 of lodging a written request. 4. Right of Removal A person has the right to have their name removed from mailing lists. A data controller is The person who controls the use of personal information held about individuals on computer. Obligations of Data Controllers (SCOUR) 1. Provide security Keep data protected against unauthorised accress. 2. Provide a copy Of e-data within 40 days of a written request. Obligations of Data Controllers (SCOUR) 3. Obtain information Fairly and openly. 4. Use data Only for specific purpose provided. 5. Register Keep a register of all data kept. Functions of the Data Protection Commissioner Keep a register of all data controllers. Report annually to the Oireachtas. Use prohibition notices to stop the transfer of data outside of the country. Use information notices to force data controllers to provide data when requested. Use enforcement notices to deal with organisations that breach the act. Evaluation of the Data Protection Acts 1988 and 2003 In my opinion the Data Protection Acts 1988 and 2003……………………………………….