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Communication in Administration

Higher Administration2015-2016

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

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Methods of Communication

Higher Administration2015-2016

Internal Communication What are the purposes of Internal

Communications?

– Giving information.– Gathering information.– Giving reassurance.– Clarification of issues.– Starting actions.– Influencing actions.

Internal Communication

What forms of Internal Communication exist within the school?

External Communication What are the purposes of External

Communication?

– Providing information.– Giving instructions.– Confirming arrangements.– Improving customer service.– Public relations.

External Communication

How does the school

communicate externally?

Choice of Method

Think about the relationship between sender and receiver… and how quickly the message needs communicated.

– Face-to-Face– Oral– Written– Electronic

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Face-to-FaceMeeting / interview / conversationImmediate feedbackUncertainties clarifiedBody language and facial expressions

OralMost popular – telephoneQuick responseUseful for general and brief enquiries

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WrittenLetters / memos / reports / formsPermanent recordAllows time to read and understand content

ElectronicIntranet / internet / email / blogs / podcasts / social networking24/7Increased speed of communication

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Examples:

Intranet

Staff may use the intranet within the organisation to access relevant policies – always up-to-date

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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.

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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

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Value of Information

Timely

Accurate

Appropriate

Available

Complete

Concise

Cost-effective

Objective

CccOAaaT

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Barriers to Communication

Higher Administration 2015-2016

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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.

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Jargon A word or phrase which has technical or

specialist meaning 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.

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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.

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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?

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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.

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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.

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?

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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.

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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.

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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

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Security of Information(including Data Management)

Higher Administration2015-2016

This is a separate presentation…

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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.

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OakHosting (Sale to Squidix)

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Electronic Communication

Higher Administration2015-2016

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

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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)

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E-diary

Enter and edit appointments Recurring Appointments Task manager Selected printouts eg daily,

weekly, monthly, task list

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Email

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

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Publications

Create and edit publications eg newsletters and notices

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Communication and Research Receive, process and transmit

information using: – Intranet– Internet– Emails– Blogs– Presentations– Documents– Podcasts– Social networking sites– Other emerging technologies

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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.

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Communication in Administration

Higher Administration2015-2016