Transcript Communciation in Administration

Communication in
Administration
Higher Administration
2015-2016
1
Unit Outline
Methods of Communication
 Barriers to Communication
 Security of Information
 Communicating Information:

–
–
–
Produce presentations
Email; ediaries; emerging technologies
Research and download info from the Internet
2
Methods of Communication
Higher Administration
2015-2016
3
Internal Communication

What are the purposes of Internal
Communications?
–
–
–
–
–
–
Giving information.
Gathering information.
Giving reassurance.
Clarification of issues.
Starting actions.
Influencing actions.
Internal Communication
What forms of Internal
Communication exist
within the school?
External Communication

What are the purposes of External
Communication?
–
–
–
–
–
Providing information.
Giving instructions.
Confirming arrangements.
Improving customer service.
Public relations.
External Communication
How does the school
communicate
externally?
Choice of Method

Think about the relationship between
sender and receiver… and how quickly
the message needs communicated.
–
–
–
–
Face-to-Face
Oral
Written
Electronic
8
Face-to-Face




Meeting / interview /
conversation
Immediate feedback
Uncertainties clarified
Body language and facial
expressions
Oral



Most popular – telephone
Quick response
Useful for general and
brief enquiries
9
Electronic


Written



Letters / memos / reports
/ forms
Permanent record
Allows time to read and
understand content

Intranet / internet / email
/ blogs / podcasts / social
networking
24/7
Increased speed of
communication
10
Examples:
Intranet

Staff may use the intranet within the
organisation to access relevant
policies – always up-to-date
11
Examples:
Email & Read Receipt

A manager may send an urgent email
(could have attachments) to all staff
requesting a read receipt to confirm
that the email has been received.
12
Examples:
Staff Meeting

Human Resources may arrange a
meeting to inform all staff about a
change in organisational structure –
questions can be asked and answers
clarified
13
Value of Information
CccOAaaT
Accurate
Complete
Objective
Appropriate
Concise
Timely
Available
Cost-effective
14
Barriers to Communication
Higher Administration
2015-2016
15
Skills of People Involved

The Sender must be able to explain the
message properly.

The Receiver must be able to understand
the message.

e.g. asking for an order to be sent asap,
rather than specifying a particular date.
16
Jargon

A word or phrase which has technical or
specialist meaning is known as jargon.

Meaningless to those that don’t have the
required knowledge.

e.g. Technical information not understood
by the Marketing Department - misleading
advertising and possibly poor sales.
17
Communication Method

Being able to communicate to the
right number of people using the
right method.

e.g. a notice when it is impossible to
speak to everyone at once.
18
Perceptions and Attitudes

Employees are likely to
have confidence in people
that they trust, because
of past experiences of
reliability.

What would you do if
someone that you don’t
trust gives you some
information?
19
Information Overload?

The message needs to be
clear and in the right
language.

It must not contain too
much information.
Presentation slides should
be concise.

It must not be presented
too quickly.
20
Chain of Command (Length)

If information is passed
down by word of mouth
it is possible for the
message to become
distorted.

Might end up with the
wrong information or
the wrong emphasis
placed on the
information.
21
Emotional Barriers

Some people find it difficult to talk
about certain issues which may affect
the individual or the organisation.

Can you think of some examples?
22
Wrong Target

Businesses sometimes send the wrong
information to the wrong person.

This can create a poor image of the
business in the eyes of the public.
23
Breakdown of the Channel

Channels of communication can sometimes
break down.

Perhaps because of technical problems
with computers (e.g. banks can’t tell you
your balance)

Another reason for a breakdown in the
channel of communication could be too
much background noise.
24
Audience Loses Interest

PowerPoint presentations
should be eye-catching with
appropriate use of images,
animation and slide
transitions.

A speaker should be provided
with a microphone so those
at the back can hear
25
Security of Information
(including Data Management)
Higher Administration
2015-2016
26
This is a separate presentation…
27
Data Security Research

Research recent examples when data
security has been breached and
prepare a short report.

This report should contain a minimum
of three examples with the
background to each explained.
28
OakHosting (Sale to Squidix)
29
Electronic Communication
Higher Administration
2015-2016
30
Presentations

Addition of slides and content:
– Promote and demote slides and text
within
– Import data from the internet
– Insert data from spreadsheet or
database
– Create notes
31
Presentations

Complex Features:
–
–
–
–
–
–
Advance slides automatically timed
Create a hyperlink to URL or document
Customise animations and transitions
Create a loop presentation
Embed multimedia
Use of master slides (slide and handout)
32
E-diary
Enter and edit appointments
 Recurring Appointments
 Task manager
 Selected printouts eg daily, weekly,
monthly, task list

33
Email
Send, receive and print email
 Mailing Lists
 Create and manage folders
 Automatically manage messages
 Create automated responses
 Be aware of email etiquette

34
Publications

Create and edit publications eg
newsletters and notices
35
Communication and
Research

Receive, process and transmit
information using:
–
–
–
–
–
–
–
–
–
Intranet
Internet
Emails
Blogs
Presentations
Documents
Podcasts
Social networking sites
Other emerging technologies
36
Communication Tasks

Take a lengthy report and summarise
suitable for delivery to an audience
eg Italy Presentation (part of task)

Creating a school newsletter based on
the calendar, HT Updates and news
articles, access to pictures provided.
37
Communication in
Administration
Higher Administration
2015-2016
38