Why communication is necessary?

Employees rely on C such as job descriptions and instructions from their superiors to know what they have to do The owners and managers rely on accounts and market research reports, to know if the business is achieving its targets or what customers want Business C with suppliers to obtain materials and other supplies to produce their goods or services Customers need C such as advertisement and promotions to know what product a business supplies and purchase items, complain, help. 1. Internal Communication: people within a business: managers, colleagues, subordinates, other employees. Reports, memos, emails 2. External Communication: people outside the business: suppliers, customers; government bodies, other orgs.: letters, faxes, emails. Reflect the image of the business. Methods of C: Orally Written Oral: face to face, phone, skype. Written: letters, mails, faxes, reports. SENDER (medium) RECEIVER Message Qs: What is to be communicated? Why is to be communicated? Who needs to know? How urgent is the message?

COMUNICATION IN BUSINESS ONE-WAY COMUNICATION: the person who receives is unable to reply. Instructions, memo TWO-WAY COMUNICATION Video conferencing. Is a remote conferencing activity that enables individuals anywhere in the world to talk with one another through the use of television screen. It is a visual form of two-way communication. Benefit: being able to see the person you are talking to ans being able to watch their responses to different situations, including an awareness of their non-verbal as well as their verbal responses. Telephone conferencing. Is where a number of people using a common dial code, number and password, can discuss businesses issues together in a group on the telephone. It is a form of two-way communication. Benefit: quick and easy to organize, accessible and generally cost effective. Seminars. Is a presentation of information which leads to discussions, often used for briefing sessions. Benefit: a face to face method os communication providing an opportunity to gain information and discuss it openly, with an opportunity to ask questions and get answers. Team meetings. A gathering of a team on a regular basis in a formal way and receive feedback. This will be very important to both parts of the communication.

Benefit: an opportunity to maintain regular face to face or at least verbal contact and keep up to date with the takeover. Can also use video and telephone conferencing if the whole team are not able to meet in the same room. What is necessary to be effective business communication? Clear, the message is understood, Appropriate in method (to whom the msg is sent, content, purpose) Cost effective, importance and urgency Available and accessible to both sender and receiver Barriers to effective communication; Language: misinterpretations may occur, solution: communicate in an alternative language so both parties are fluent Atmosphere: if one (sender-- or receiver) is nervous, afraid or the relationship is strained. Physical: speech impediments, technology, noise in the working place. Timing: sufficient time FACTORS CONSIDERED TO SELECT THE MOST APPROPIATE FORM ON INTERNAL COMMUNICATION. Necessary for a business to operate successfully at all levels Need to consider individuals within the organization (directors, supervisors, administrative) and consider appropriate methods. Need to consider the immediacy and the importance of the communication Need to consider the level of feedback required (one-way or two-way com.) Need to consider methods of recording the communications (copies..)

GOOD WRITTEN COM SHOUL Be: Accurate Clear Simple Complete

WRITTEN COMMUNICATIONS BUSINESS LETTER

PARA 5th Avenue nr. 1567 New York USA 10 May 2012 Ref: Referncia del asunto Dear Mr. fulano Sir or Madam Body of the message Reason of meeting How to contact Yours Sincerely Firma movil e-mail

My Company Mayor Str. #2312 London United Kindom Phone- Fax: 023.236.325.458 www.mycomany.org

MEMO INTERNAL MEMO To: Date: From: Subject My Company Mayor Str. #2312 London United Kindom Phone- Fax: 023.236.325.458 www.mycomany.org

Firma movil e-mail

WHAT MEANS INTRANET. A privately maintained computer network that can be accessed only by an authorized person, especially employees of the organization that owns it. It is password protected. Employees are able to access company information and send and receive emails from other employees including managers and directors. BENEFITS: It stores much of the organizations open information in a common place It can be used as the company notice board It increase accessibility to company information It is a private network and not open to any users It is cost effective

COMMUNICATION IN GROUPS NEED TO CONSIDER ON VERBAL COMUNICATION Tone and voice and appropriate language used when answering questions from the audience. Not all shareholders may speak English, may need translating facilities Decide on the aim of the message Content of the message Identify key points on the message Monitor feedback constantly End on a positive note. NEED TO CONSIDER ON NON-VERBAL COMMUNICATION Body language, eye contact, hand gestures, active listening. The way we wear our clothes The silence we keep Choose the most effective methods of presenting data charts, etc. WORKING RELATIONSHIPS ON GROUPS Relationships within the group. Can relate to power and length of service. The level of trust and credibility within the organization will have an impact. The level of external interaction will also have an impact. Size of the group. Smaller groups can become more intimate and communicate well, but may not have all the skills required, however larger groups may not be able to communicate effectively. Group Culture. Culture is very important in terms of how the group operates, can be related to peoples background, lifestyle, nationality and relation, attitudes to work, education and interests. Language will also be important.

INTERVIEWS PLAN FOR A RECRUITMENT /SELECTION INTERVIEW Consider the aims and purposeof the interview Need to decide who should be present at the interview Need to consider type of questions open, leading, scenario, closed The discussion should largely go backwards and forwards from the interviewer to the interviewee so that the interview maintains the position of controlling the proceedings The interviewer will also need to set the general tone of the interview which will reflect the relationship of the parties and the nature of the discussion Need to choose and appropriate location and time and collect all necessary background data that will set the structure for the interview ie. Job description and person specification Need to listen carefully for information expressed by the interviewee. Need to consider how this is to be recorded Need to take notes on critical issues during the course of the interview and close with a summaryof the main points raised, highlighting the next stage of the process ie. Whern the decision will be made After the interview, need to spend a few minutes making additional notes that may be useful for reference later, whislist the interview is fresh in the mind TYPE OF QUESTIONS ON AN INTERVIEW Open. Used to find out attitudes and past experience What could you bring to the job? Closed. Used to find out facts about the candidate such as age, checking skills and details on the application form Did you work for the company as a Project Manager?

VISUAL AIDS TYPES OF GRAPHICAL VISUAL AIDS Tables. The use of numeric tables as valuable way of presenting complex facts VENTAS (M) CALZADO ROPA VEHICULOS OCIO AO 2010 4,235 7,23 56,21 25,12 AO 2011 3,85 7,01 34,25 24,12

Line graphs. The advantaje of line graphs against tables is that the line graph can still retain complex information, but can be easier to identify and compare at first glance.

Pie charts. Pie charts break up data into a circular diagram representing 360 degrees or 100%. The relative size of the slice of the pie indicates the proportion of it to the whole.

Bar charts. Series of bar in vertical or horizontal format representing totals or amount so items being compared using a common scale.

HOW TECHNOLOGY HELPS VISUAL COMMUNICATION Models can be produced 3D to visualize more effectively Full color can be used Integration with other IT packages for an effective presentation such as Power Point Integration with other multimedia aids such as talking heads, etc. Use of excel Sound cards and video clips.

WHY AN ORGANISATIONAL CHART IS USED IN A BUSINESS An organizational chart shows the level of authority and responsibility within an organization, the lines of formal communication, and the status and role of employee.