Communications

							•   Communication is the way information is sent and received
•   Business success depends on clear and effective
    communications within and between organisations
These depend 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
•   Most commonly used method of communication for quick
    one-to-one discussions
•   Connection available from various companies
•   Telephone systems hold, transfer and divert calls
Directory Enquiries   •   Dial directory enquiries
                      •   Dial 153 international numbers
                      •   Charge for this service


Call Return           •   Dial 1471 to find out who called you
                      •   Telephone number can be with held by
                          person dialling

Caller Display        •   Displays the number of the person calling
                      •   Telephone number can be withheld by
                          person dialling
Charge Card       •   Calls can be made from a public call box
                      and charged against the owner’s bill


Transfer Charge   •   The recipient pays
(Call Collect)    •   Calls are arranged through operators
                  •   Additional charge for this service
Features:

•   Messages Inbox    •   Call Divert

•   Internet Access   •   Quick Dial

•   Text Messages     •   Security Access

•   Phone Book
•   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
•   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
•   A Local Area Network (LAN) where
    computers are connected
•   Allows internal communication to
    take place
•   Data is exchanged without the need
    for Internet access
•   In-house web pages can be used
Problems:
•   Communication is limited to
    internal use
•   Communication with other
    branches may not be possible
Small hand-held devices which alert users when
information has been received
•   Inexpensive to operate

•   Easily carried

•   Beep or vibrate to alert users

•   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
•   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
Information includes:

•   News            •   Weather

•   Finance         •   TV Listings

•   Holidays        •   Movies etc

•   Road Reports    •   Exchange Rates
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
Problems:
•   Equipment failure
•   Information must be constantly updated
•   Wrong information may be communicated
•   Provides a permanent record
•   Inexpensive
•   Often used between businesses
•   Prepared using house style
•   Slower than electronic mail
•   An internal method of
    communication
•   A short note from one person
    to another
•   Prepared using an acceptable
    house style
Requisition         •   Internal request for goods to be bought or issued
                        from stock


Letter of Enquiry   •   Sent by the seller to the buyer


Order               •   Sent to a supplier requesting information about
                        goods or services


Delivery Note       • Buyer can check order with delivery note
                    • Sent with the goods being delivered
                    • Copy is signed and returned as proof of delivery
Order         •   Sent by the seller to the buyer


Invoice       •   Sent buy the seller to the buyer
              •   Gives details of what was bought including price


Credit Note   •   Sent by the seller to the buyer
              •   Acknowledges the receipt of returned goods


Statement     •   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
Letter of Enquiry
   Quotation
     Order
 Delivery Note
     Invoice
  Credit Note

   Statement