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))

Managementspendabout75%oftheirtime
communicating.
Poorcommunicationisamajorsourceofconflict.
Goodcommunicatorsmakegoodmanagers.

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 Q 6

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.

Videoconferencing
2009 Q 6, 1999 SQ 3

TV and computer link up via satellite of

sound & pictures for meetings without
travel.

Videoconferencing
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.