Leaving Certificate Business - Management and Unit 4

Communication involves the transfer of information from one person to another.
The Process: It involves the sender turning an idea into a message using words and/or pictures. This message is sent through a medium to the receiver, who must interpret the message and act upon it.

Definition: Communication between two or more people who are all inside the same business.
Methods: Meetings, Memos, Internal phones, Suggestion Boxes, Face-to-face conversations, E-mail, Intercoms, Notice Boards, Pagers, and Internal newsletters.
Directional Flows:
- Upward: From a lower to a higher level (e.g., employee suggestions to management).
- Downward: From a higher to a lower level (e.g., managers giving orders or training).
- Horizontal: Between people at the same level (e.g., two directors from different departments meeting).

Definition: Communication between the business and outside parties.
Examples of External Stakeholders:
- Banks: Applying for loans.
- Suppliers: Sending orders for materials.
- Customers: Responding to complaints.
- Government: Sending tax returns to Revenue.
- PR/Media: Organizing press conferences for major announcements.
Methods: Telephone, E-mail, Letter, Internet, Press Conferences, Video conferencing.

Media Type	Examples	Advantages	Disadvantages
Written	Memos, letters, reports, invoices	Permanent record; can be re-read; fast via tech (e-mail)	Slower feedback; risk of information overload
Oral	Meetings, f2f, phone, intercom	Instant response; allows body language/emotion; personal	No permanent record; may be unprepared; receiver may not listen
Visual	Bar/Pie charts, graphs, diagrams	Good for statistics; easier to remember; very clear	Usually insufficient on its own; requires context

Used for internal communication only.
Layout: To, Date, From, Subject, followed by the message and signed Name/Title in capitals.

Layout: Sender's details, References, Date, Receiver's details, Formal Salutation (Dear…), Subject line (Re:), Body (Introduction, Facts, Action), Formal Close (Yours faithfully/sincerely).

Definition: Sets out findings of an investigation and provides recommendations.
Objectives: Give info, investigate incidents (e.g., accident report), suggest solutions, analyze impact of decisions, or persuade the reader.
Layout Headings:
1. Title
2. Table of Contents
3. Executive Summary (major findings)
4. Terms of Reference (what/how investigated)
5. Findings (basic facts)
6. Conclusions & Recommendations
7. Appendices (detailed data/stats)
8. Bibliography (sources)

Definition: Two or more people coming together to discuss a predetermined topic and make decisions.

Annual General Meeting (AGM): Held once a year. Directors report to shareholders on financial performance (audited statements) and elect the board.
Extraordinary General Meeting (EGM): For urgent/unscheduled matters that cannot wait for the AGM.
Statutory Meeting: The first meeting of shareholders held only once in a company's life.
Board Meeting: Monthly meetings where directors make major decisions and set strategies.

Notice: Written invitation setting date, time, and venue.
Agenda: List of items to be discussed in order of importance. Always starts with previous minutes and ends with Any Other Business (AOB).
Quorum: Minimum number of people required to start the meeting.
Minutes: Summarized written record of what occurred, decisions made, and attendees.

Chairperson: Runs the meeting. Signs off on quorum, maintains order (standing orders), calls for votes, and uses a casting vote if there is a tie.
Secretary: Handles administration. Organizes the venue, sends notice/agenda, and records minutes.

Language/Jargon: Technical industry language the receiver doesn't know.
Information Overload: Too much data causing the receiver to tune out.
Prejudice: Bias against the sender leads to ignoring the message.
Timing: Messages sent too late to be useful.
Poor Listening Skills: Distraction prevents receiving info properly.
Lack of Trust: "Crying wolf" leads to the receiver not believing the message.

EDI (Electronic Data Interchange): Direct computer-to-computer link for standard documents (orders/invoices) without human intervention. Reduces paper, speed up delivery, and lowers wage costs.
Video-Conferencing: Live sound/video meetings across different locations. Saves travel time and costs.
Internet/WWW: Global advertising, brand awareness, and e-commerce (selling online).
E-mail: Direct electronic messaging. Cheap and fast, but faces security/virus risks.

Data Protection: Safeguarding privacy rights in relation to processing personal data.
Personal Data: Any info identifying an individual (ID numbers, location, mental/economic identity).

Right to be Informed: Knowing who is collecting data and why.
Right of Access: Getting a copy of data held (within 1 month, free of charge).
Right to Rectification: Correcting inaccurate/incomplete data.
Right to Erasure: "Right to be forgotten" when data is no longer needed.
Right to Object: Stopping data use for direct marketing.
Right regarding Automated Decisions: Not being subject to purely machine-led decisions with legal effects.

Obtain and process data fairly with valid legal basis (e.g., contract or explicit consent).
Keep data safe (encryption, Data Protection Officer).
Report data breaches to the Commission within $72$ hours.
Delete info once no longer necessary.

Investigates complaints.
Informs the public of rights.
Conducts inquiries of its own volition.
Fines breakers of the law up to $€20$ million or $4\%$ of worldwide annual turnover.