Communication

Question 1

Business report

Answer 1

Title
Table of contents
Executive summary
Terms of reference
Findings
Conclusion + reccomendations
Appendices
Bibliography

Question 2

Notice

Answer 2

Invitation for people to attend the meeting , it informs them of the date time and place

Question 3

Agenda

Answer 3

A list of items to be discussed at the meeting. Topics are listed in the order in which they will be discussed.

Question 4

AOB

Answer 4

Any other business , a time to discuss anything not on the agenda

Question 5

Minutes

Answer 5

A record of the meeting and what was discussed (sent to everyone)

Question 6

Chairperson

Answer 6

In charge of the opening , closing and running of meeting. Elected by members at the meeting
Role: get through agenda

Question 7

Secretary

Answer 7

Is responsible for the meeting (administrative aspects) eg minutes , agenda and assisting chairperson

Question 8

Board meeting

Answer 8

Meeting with board of directors at regular intervals . Discuss the performance of business and future plans

Question 9

EGM (extraordinary general meeting)

Answer 9

A meeting with board of directors and shareholders to discuss a serious issue that cannot wait till next AGM

Urgent matter is the only thing discussed

Question 10

Ad Hoc meeting

Answer 10

With shareholders and board of directors to discuss an issue that has arised unexpectedly by must be solved quickly

Question 11

Statutory meeting

Answer 11

Meeting that takes place one in the life of business.
First meeting and informs shareholders and board of directors about business affairs

Question 12

General meeting

Answer 12

Happens regularly between management and employees.
Topics discussed are planning , forecasts , sales ect

Question 13

How to choose Effective methods
of communication

Answer 13

Cost- must be cost-effective eg emails instead of meetings in person

Confidently- some information may be sensitive and need to be communicated securely

Record- paper trail for business reports

Urgency- faster method for more urgent matters

Question 14

Barriers of effective communication

Answer 14

Timing
Wrong method chosen
Cost
Information overload

Question 15

Barriers of effective communication
Timing

Answer 15

The sender sends the message at an inappropriate time eg manager sends message at 1am on sat but employees don’t work until Monday.

May not read and receive information

Question 16

Barriers of effective communication
Cost

Answer 16

Must be cost effective to reduce on loss
Eg emails instead of meetings if travel is necessary

Question 17

Barriers of effective communication
Info overload

Answer 17

The senders sends too much information
Eg there’s no work tmrw but manager sends multiple paragraphs.
Recover may not read message in full and recieve information

Question 18

Barriers of effective communication
Work method chosen

Answer 18

This is when the sender chooses an inappropriate method of communication
Eg manager is reducing their wages and tells them over text

Question 19

Why communication is important

Answer 19

Effective decision making

Employee morale- two way communication can make employees feel like they’re kept in the loop and are listened to

Facilitates change- easier to implement change if everyone is up to date with policies, everyone working towards same objectives

Communication- employees are given specific instructions on what to do

Question 20

EDI communication

Answer 20

Electronic Data interchange

A system that connects the computers of 2 different companies

Sends standard document like invoices and orders

Question 21

EDI-Advantages-Communication

Answer 21

Fewer errors
Less labour
Effective
Effective stock control

Question 22

EDI-disadvantage -Communication

Answer 22

Expensive
Only effective if business trades large no of stock

Question 23

Video conferencing- advantages

Answer 23

More effective
Facilities working from home
Faster
Improved communication

Question 24

Video conferencing- disadvantages

Answer 24

Time zones
Tech issues
Lack of personal interaction

Question 25

ICT stands for?

Answer 25

Information and communication technologies

Question 26

Email advantages

Answer 26

Faster Cheaper Can be sent at any time Record

Question 27

Email disadvantages

Answer 27

Viruses Can send info to wrong person Spam emails

Question 28

Cloud computing

Answer 28

A private remote server hosted by the internet that stores , maintains and processes data

Question 29

Cloud computing advantages

Answer 29

Inexpensive- to maintain and operate Global access - business can access it any where. Software updates- system updates its self no need to employ anyone

Question 30

Cloud computing disadvantages

Answer 30

Cost- expensive to set up and for storage Access- cannot be accessed if internet is down Security- can be hacked

Question 31

Benefits of ICT

Answer 31

Cost- cheaper eg adverts on tv= large amount of audible Faster= eg edi, faster and no labour required Teamwork- business is connected eg video conference, share ideas Improved quality of operations- less human errors eg edi less likely to fail

Question 32

Challengers of ICT

Answer 32

Cost- can be expensive eg edi is ineffective if business doesn’t purchase large amount of stock Lack of personal touch- employees work remotely cause of EDI security- can be hacked eg internet and private intro leaked System breakdown- error in the system means that data cannot be acessed