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 mment

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/cs 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.