Communications. What Is Communication? Communication is the way information is sent and received...
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Transcript of Communications. What Is Communication? Communication is the way information is sent and received...
CommunicationsCommunications
What Is Communication?What Is Communication?
Communication is the way informationCommunication is the way information
is sent and receivedis sent and received
Business success depends upon clearBusiness success depends upon clear
and effective communications withinand effective communications within
and between organisationsand between organisations
Good CommunicationsGood Communications
This depends on the sender makingThis depends on the sender making
Sure that the message is:Sure that the message is:
Easy to understand and free of Easy to understand and free of jargonjargon
Sent by an approved methodSent by an approved method
Sent to the right personSent to the right person
What Methods Of What Methods Of Communication Are There?Communication Are There?
TelephoneTelephone
Most commonly Most commonly used method of used method of communication for communication for quick one-to-one quick one-to-one discussionsdiscussionsConnection Connection available from available from various companiesvarious companiesTelephone systems Telephone systems hold, transfer and hold, transfer and divert callsdivert calls
Telephone ServicesTelephone Services
Displays the number of Displays the number of the person callingthe person calling
Telephone number can be Telephone number can be withheld by person diallingwithheld by person dialling
Caller DisplayCaller Display
Dial 1471 to find out who Dial 1471 to find out who called youcalled you
Telephone number can be Telephone number can be withheld by person diallingwithheld by person dialling
Call ReturnCall Return
•Dial 192 directory enquiries Dial 192 directory enquiries •Dial 153 international Dial 153 international numbersnumbers•Charge for this serviceCharge for this service
Directory EnquiriesDirectory Enquiries
Telephone ServicesTelephone Services
The recipient paysThe recipient pays
Calls are arranged Calls are arranged through operatorsthrough operators
Additional charge for Additional charge for this service this service
Transfer ChargeTransfer Charge
(Call Collect)(Call Collect)
Calls can be made Calls can be made from a public call box from a public call box and charged against and charged against the owners billthe owners bill
Charge CardCharge Card
Mobile PhonesMobile Phones
FeaturesFeatures
Phone Phone BookBook
Security Security AccessAccess
Text Text MessagesMessages
Quick Quick DialDial
Internet Internet AccessAccess
Call Call DivertDivert
Messages Messages InboxInbox
VoicemailVoicemail
A specialised type of A specialised type of e-maile-mail
A computer-linked A computer-linked system for system for recording, storing recording, storing and forwarding and forwarding telephone messagestelephone messages
Messages are Messages are spoken and left in a spoken and left in a voicemail boxvoicemail box
Voicemail (cont)Voicemail (cont)
Is protected by a PIN numberIs protected by a PIN numberThe system indicates when The system indicates when messages are waiting to be readmessages are waiting to be read
ProblemsProblemsCallers can be kept waiting while Callers can be kept waiting while trying to contact someonetrying to contact someoneSystem is impersonalSystem is impersonalSome callers may not want to leave Some callers may not want to leave messagesmessages
IntranetIntranet
A Local Area A Local Area Network (LAN) Network (LAN) where an network where an network of computers are of computers are connectedconnectedAllows internal Allows internal communication to communication to take placetake placeData is exchanged Data is exchanged without the need without the need for Internet accessfor Internet access
Intranet (cont)Intranet (cont)
In-house web In-house web pages can be usedpages can be used
ProblemsProblemsCommunication is Communication is limited to internal limited to internal useuseCommunication Communication with other with other branches may not branches may not be possiblebe possible
PagersPagers
Small hand –heldSmall hand –helddevices which alertdevices which alertusers whenusers wheninformation has beeninformation has beenreceivedreceived
Inexpensive to Inexpensive to operateoperateEasily carriedEasily carriedBeep or vibrate to Beep or vibrate to alert usersalert users
Pagers (cont)Pagers (cont)
Used by people who Used by people who need to be contacted need to be contacted quicklyquickly
ProblemsProblemsMay be lost due to May be lost due to sizesizeMessages sent are Messages sent are limited in sizelimited in sizeAllow only one-way Allow only one-way communicationcommunication
Public Address SystemPublic Address System
Operates through a Operates through a loud speaker systemloud speaker systemUseful for Useful for announcements and announcements and general messagesgeneral messagesCan be hard to hearCan be hard to hearRelatively cheap to Relatively cheap to operateoperateUseful for large Useful for large gatherings of peoplegatherings of people
TeletextTeletext
Teletext broadcasts Teletext broadcasts pages of information pages of information to speciall equipped to speciall equipped TV’sTV’s
Information includes:Information includes:
Exchange Exchange RatesRates
Road Road ReportsReports
Movies Movies etcetc
HolidaysHolidays
TV ListingsTV ListingsFinanceFinance
WeatherWeatherNewsNews
Electronic DiaryElectronic Diary
Is used to:Is used to:Store information Store information relating to relating to appointments, appointments, meetings etcmeetings etcCustomers and Customers and suppliers detailssuppliers detailsInform staff of Inform staff of important dates, times important dates, times etcetcKeeps a central record Keeps a central record of meetingsof meetings
Electronic Diary (cont)Electronic Diary (cont)
ProblemsProblems
Equipment failureEquipment failure
Information must Information must be constantly be constantly updatedupdated
Wrong information Wrong information may be may be communicatedcommunicated
Paper Based Paper Based CommunicationCommunication
Business LetterBusiness LetterProvides a Provides a permanent recordpermanent recordInexpensiveInexpensiveOften use between Often use between businessesbusinessesPrepared using Prepared using house stylehouse styleSlower than Slower than electronic mailelectronic mail
MemorandumMemorandum
An internal method of An internal method of communicationcommunication
A short note from one A short note from one person to anotherperson to another
Prepared using an Prepared using an acceptable house acceptable house stylestyle
Other Business DocumentsOther Business Documents
Delivery NoteDelivery Note
OrderOrder
Letter of Letter of EnquiryEnquiry
Internal request for for goods to be Internal request for for goods to be bought or issued from stockbought or issued from stock..
Sent to a supplier requesting info Sent to a supplier requesting info about goods or servicesabout goods or services
Sent by the seller to the buyerSent by the seller to the buyer
Sent with the goods being deliveredSent with the goods being delivered
Buyer can check order with delivery noteBuyer can check order with delivery note
Copy is signed and returned as proof of Copy is signed and returned as proof of deliverydelivery
RequisitionRequisition
Other Business DocumentsOther Business Documents
OrderOrder
InvoiceInvoice
Credit NoteCredit Note
StatementStatement
Sent by the seller to the buyerSent by the seller to the buyer
Sent by the seller to the buyerSent by the seller to the buyer
Gives details of what was bought including Gives details of what was bought including priceprice
Sent by the seller to the buyerSent by the seller to the buyer
Acknowledges the receipt of returned goodsAcknowledges the receipt of returned goods
Sent by the seller (usually at the end of the Sent by the seller (usually at the end of the month)month)
Advises the buyer how much they owe and Advises the buyer how much they owe and how much they have paid that monthhow much they have paid that month
StatementStatement
Credit Credit NoteNote
InvoiceInvoice
Delivery Delivery NoteNote
OrderOrder
QuotationQuotation
Letter of Letter of EnquiryEnquiry
BuyeBuyerr
SellerSeller