1 / 38

Communication in Administration

Communication in Administration. Higher Administration 2015-2016. 1. Unit Outline. Methods of Communication Barriers to Communication Security of Information Communicating Information: Produce presentations Email; ediaries; emerging technologies

Download Presentation

Communication in Administration

An Image/Link below is provided (as is) to download presentation Download Policy: Content on the Website is provided to you AS IS for your information and personal use and may not be sold / licensed / shared on other websites without getting consent from its author. Content is provided to you AS IS for your information and personal use only. Download presentation by click this link. While downloading, if for some reason you are not able to download a presentation, the publisher may have deleted the file from their server. During download, if you can't get a presentation, the file might be deleted by the publisher.

E N D

Presentation Transcript


  1. Communication in Administration Higher Administration 2015-2016 1

  2. Unit Outline • Methods of Communication • Barriers to Communication • Security of Information • Communicating Information: • Produce presentations • Email; ediaries; emerging technologies • Research and download info from the Internet

  3. Methods of Communication Higher Administration 2015-2016 3

  4. Internal Communication • What are the purposes of Internal Communications? • Giving information. • Gathering information. • Giving reassurance. • Clarification of issues. • Starting actions. • Influencing actions.

  5. Internal Communication What forms of Internal Communication exist within the school?

  6. External Communication • What are the purposes of External Communication? • Providing information. • Giving instructions. • Confirming arrangements. • Improving customer service. • Public relations.

  7. External Communication How does the school communicate externally?

  8. Choice of Method • Think about the relationship between sender and receiver… and how quickly the message needs communicated. • Face-to-Face • Oral • Written • Electronic

  9. Face-to-Face • Meeting / interview / conversation • Immediate feedback • Uncertainties clarified • Body language and facial expressions Oral • Most popular – telephone • Quick response • Useful for general and brief enquiries

  10. Written • Letters / memos / reports / forms • Permanent record • Allows time to read and understand content Electronic • Intranet / internet / email / blogs / podcasts / social networking • 24/7 • Increased speed of communication

  11. Examples: Intranet • Staff may use the intranet within the organisation to access relevant policies – always up-to-date

  12. Examples: Email & Read Receipt • A manager may send an urgent email (could have attachments) to all staff requesting a read receipt to confirm that the email has been received.

  13. Examples: Staff Meeting • Human Resources may arrange a meeting to inform all staff about a change in organisational structure – questions can be asked and answers clarified

  14. Value of Information CccOAaaT Accurate Complete Objective Appropriate Concise Timely Available Cost-effective

  15. Barriers to Communication Higher Administration 2015-2016

  16. Skills of People Involved • The Sender must be able to explain the message properly. • The Receiver must be able to understand the message. • e.g. asking for an order to be sent asap, rather than specifying a particular date.

  17. Jargon • A word or phrase which has technical or specialistmeaning is known as jargon. • Meaningless to those that don’t have the required knowledge. • e.g. Technical information not understood by the Marketing Department - misleading advertising and possibly poor sales.

  18. Communication Method • Being able to communicate to the right number of people using the right method. • e.g. a notice when it is impossible to speak to everyone at once.

  19. Perceptions and Attitudes • Employees are likely to have confidence in people that they trust, because of past experiences of reliability. • What would you do if someone that you don’t trust gives you some information?

  20. Information Overload? • The message needs to be clear and in the right language. • It must not contain too much information. Presentation slides should be concise. • It must not be presented too quickly.

  21. Chain of Command (Length) • If information is passed down by word of mouth it is possible for the message to become distorted. • Might end up with the wrong information or the wrong emphasis placed on the information.

  22. Emotional Barriers • Some people find it difficult to talk about certain issues which may affect the individual or the organisation. • Can you think of some examples?

  23. Wrong Target • Businesses sometimes send the wrong information to the wrong person. • This can create a poor image of the business in the eyes of the public.

  24. Breakdown of the Channel • Channels of communication can sometimes break down. • Perhaps because of technical problems with computers (e.g. banks can’t tell you your balance) • Another reason for a breakdown in the channel of communication could be too much background noise.

  25. Audience Loses Interest • PowerPoint presentations should be eye-catching with appropriate use of images, animation and slide transitions. • A speaker should be provided with a microphone so those at the back can hear

  26. Security of Information(including Data Management) Higher Administration 2015-2016 26

  27. This is a separate presentation…

  28. Data Security Research • Research recent examples when data security has been breached and prepare a short report. • This report should contain a minimum of three examples with the background to each explained.

  29. OakHosting (Sale to Squidix)

  30. Electronic Communication Higher Administration 2015-2016 30

  31. Presentations • Addition of slides and content: • Promote and demote slides and text within • Import data from the internet • Insert data from spreadsheet or database • Create notes

  32. Presentations • Complex Features: • Advance slides automatically timed • Create a hyperlink to URL or document • Customise animations and transitions • Create a loop presentation • Embed multimedia • Use of master slides (slide and handout)

  33. E-diary • Enter and edit appointments • Recurring Appointments • Task manager • Selected printouts eg daily, weekly, monthly, task list

  34. Email • Send, receive and print email • Mailing Lists • Create and manage folders • Automatically manage messages • Create automated responses • Be aware of email etiquette

  35. Publications • Create and edit publications eg newsletters and notices

  36. Communication and Research • Receive, process and transmit information using: • Intranet • Internet • Emails • Blogs • Presentations • Documents • Podcasts • Social networking sites • Other emerging technologies

  37. Communication Tasks • Take a lengthy report and summarise suitable for delivery to an audience eg Italy Presentation (part of task) • Creating a school newsletter based on the calendar, HT Updates and news articles, access to pictures provided.

  38. Communication in Administration Higher Administration 2015-2016 38

More Related