Communications

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Communications
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What Is Communication?

• Communication is the way information
• is sent and received
• Business success depends upon clear
• and effective communications within
• and between organisations

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Good Communications

• This depends on the sender making
• Sure that the message is
• Easy to understand and free of jargon
• Sent by an approved method
• Sent to the right person

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What Methods Of Communication Are There?
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Telephone

• Most commonly used method of communication for
  quick one-to-one discussions
• Connection available from various companies
• Telephone systems hold, transfer and divert calls

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Telephone Services

• Dial 192 directory enquiries
• Dial 153 international numbers
• Charge for this service

Directory Enquiries

• Dial 1471 to find out who called you
• Telephone number can be withheld by person
  dialling

Call Return

• Displays the number of the person calling
• Telephone number can be withheld by person
  dialling

Caller Display
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Telephone Services
Calls can be made from a public call box and
charged against the owners bill
Charge Card
The recipient pays Calls are arranged through
operators Additional charge for this service
Transfer Charge (Call Collect)
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Mobile Phones

• Features

Call Divert
Messages Inbox
Quick Dial
Internet Access
Security Access
Text Messages
Phone Book
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Voicemail

• A specialised type of e-mail
• A computer-linked system for recording, storing
  and forwarding telephone messages
• Messages are spoken and left in a voicemail box

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Voicemail (cont)

• Is protected by a PIN number
• The system indicates when messages are waiting to
  be read
• Problems
• Callers can be kept waiting while trying to
  contact someone
• System is impersonal
• Some callers may not want to leave messages

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Intranet

• A Local Area Network (LAN) where an network of
  computers are connected
• Allows internal communication to take place
• Data is exchanged without the need for Internet
  access

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Intranet (cont)

• In-house web pages can be used
• Problems
• Communication is limited to internal use
• Communication with other branches may not be
  possible

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Pagers

• Small hand held
• devices which alert
• users when
• information has been
• received
• Inexpensive to operate
• Easily carried
• Beep or vibrate to alert users

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Pagers (cont)

• Used by people who need to be contacted quickly
• Problems
• May be lost due to size
• Messages sent are limited in size
• Allow only one-way communication

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Public Address System

• Operates through a loud speaker system
• Useful for announcements and general messages
• Can be hard to hear
• Relatively cheap to operate
• Useful for large gatherings of people

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Teletext

• Teletext broadcasts pages of information to
  speciall equipped TVs
• Information includes

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Electronic Diary

• Is used to
• Store information relating to appointments,
  meetings etc
• Customers and suppliers details
• Inform staff of important dates, times etc
• Keeps a central record of meetings

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Electronic Diary (cont)

• Problems
• Equipment failure
• Information must be constantly updated
• Wrong information may be communicated

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Paper Based Communication

• Business Letter
• Provides a permanent record
• Inexpensive
• Often use between businesses
• Prepared using house style
• Slower than electronic mail

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Memorandum

• An internal method of communication
• A short note from one person to another
• Prepared using an acceptable house style

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Other Business Documents

• Internal request for for goods to be bought or
  issued from stock.
• Sent to a supplier requesting info about goods or
  services
• Sent by the seller to the buyer
• Sent with the goods being delivered
• Buyer can check order with delivery note
• Copy is signed and returned as proof of delivery

Requisition
Letter of Enquiry
Order
Delivery Note
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Other Business Documents

• Order
• Invoice
• Credit Note
• Statement

• Sent by the seller to the buyer
• Sent by the seller to the buyer
• Gives details of what was bought including price
• Sent by the seller to the buyer
• Acknowledges the receipt of returned goods
• Sent by the seller (usually at the end of the
  month)
• Advises the buyer how much they owe and how much
  they have paid that month

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Letter of Enquiry
Buyer
Seller
Quotation
Order
Delivery Note
Invoice
Credit Note
Statement