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Chapter 7
Unit 3-Definitions
| Term | Definition |
|---|---|
| Communication | The transfer of information accurately. It involves sending messages through a channel to a target group then receiving some feedback from the recipient that the message has been understood and acted on. |
| Communication medium | Refers to the actual method used to communicate or send the information. They can be external (outside the business) or internal (inside the business). |
| Communication channels | Routes in a business though which information flows between. It can be upward (worker talking with a manager), Downward (manager dealing with a worker) or horizontal (manager talking with another manager). |
| A Meeting | A gathering of people to exchange ideas and make suggestions, enabling collective decision making. They are held to give and receive information about plans/ events etc, Discuss an issue, and to make a decision. |
| Formal Meeting | Highly structured meetings as they are planned and run according to an agreed procedure. They usually involve a chairperson and a secretary who takes the minutes of the meeting. EG: staff meeting, AGM. |
| AGM | Annual General Meeting. Meeting held once a year involving directors, shareholders of a firm discussing events of the previous 12 months and future plans. |
| EGM | Extraordinary General Meeting. A meeting of shareholders to discuss a matter that cannot wait until the next AGM. |
| Ad hoc meeting | A meeting which takes place at short notice to deal immediately with a problem that has arisen. |
| Chairperson | Person responsible for the running of a meeiting. They have to set the agenda, open the meeting, follow the agenda, agree on standing orders, facilitate contributions, keep order and call for votes. |
| Quorum | The minimum number of people that must be present at a meeting before it can officially proceed or start. |
| Standing Orders | The agreed rules for the running of a meeting. |
| Point of order | A question asked to the chairperson regarding how a meeting is being run, and whether the present proceedings are in order or allowed by the rules. |
| Secretary (meeting) | Person responsible for notifying participants in advance about the meeting. In the business they are responsible for all administrative work in the company. |
| Minutes | A brief and accurate written record of what was discussed and decided at a meeting. The secretary takes notes during the meeting and afterwards draws up the minutes. At the next meeting he/she reads them out for every1 to approve & the chairperson to sign |
| Notice | Document notifying people of an upcoming meeting. It contains the details of the time and location of the meeting. It also includes the agenda. |
| Agenda | A summary list of all the topics to be discussed in the upcoming meeting. It includes items like: Minutes of last AGM, Matters arising from the minutes, Chairperson's report, auditors report, elect a new board of directors, AOB etc. |
| Memos | Word short for memorandums which are short written notes about one particular issue. They are a very common method of internal communications, they are also a useful written record of the message, and they are effective when made as brief as possible. |
| Report | Written document about a specific topic or issue presenting information, evaluation/conclusion and recommendations to the group or person who requested it. They can be drawn up to investigate an incident, find a solution to a problem& monitor progress etc |
| Barriers to communication | Method,Language,Record,Listening,Accuracy,Time,Relationship. Also noise and technology breakdown. |
| I.T | Information Technology |
| I.C.T | Information and Communication Technology |
| Intranets | Internal Computer Networks - Networks of computers within a business which allows employees to send and receive files. |
| Electronic Data Interchange | An automated stock ordering system which allows stock to be ordered automatically from a computer in a business to a computer in an other business. |
| Video Conferencing | A type of virtual meeting where participants can hear and see each other through the use of video calls and monitors. It enables meetings to take place with people from all around the world. |
| Teleworking | The ability to work away from the office. |
| Data Protection Act 1988 & 2003 | Act which deals with privacy issues arising from personal information about people which is kept on a computer or manual files of a business. The act gives rights to individuals and puts responsibilities on those who keep the personal information. |
| Data (Data Protection Act) | Information kept in a form in which it can be processed and accessed. |
| Data Subject (Data Protection Act) | Is anyone who has information held about them. |
| Data Controller (Data Protection Act) | The people who keep the information and has control over the content and use of the personal data. |
| Data Processor (Data Protection Act) | Person/ Firm that processes personal data on behalf of the controller eg computer bureau. |
| Data Commissioner (Data Protection Act) | Responsible for enforcing the act. They must provide information to the public, keep a register of all data controllers that are required to register with the commissioner, develop codes and practices and investigate complaints from the public. |
| Rights of Data Subjects (Data Protection Act) | Data subjects have the right to access their information, have any errors corrected, to complain, right to compensation, the right to not be subjected to automated decision making, and the right to prevent their data from being used for direct marketing. |
| Responsibilities of Data controllers (Data Protection Act) | Information must be obtained fairly, stored securely, corrected and updated where necessary. They must also provide a copy of the information to the data subjects on request and only use the information for the purpose it was collected. |
Created by:
paulsutton97
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