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"How you communicate is as important as what you communicate." (A) Illustrate the factors that a business needs to consider when communicating with its various stakeholders - Leaving Cert Business - Question A - 2012
Question A
"How you communicate is as important as what you communicate." (A) Illustrate the factors that a business needs to consider when communicating with its various stak... show full transcript
Worked Solution & Example Answer:"How you communicate is as important as what you communicate." (A) Illustrate the factors that a business needs to consider when communicating with its various stakeholders - Leaving Cert Business - Question A - 2012
Step 1
Illustrate the factors that a business needs to consider when communicating with its various stakeholders.
Answer
When communicating with stakeholders, a business must consider the following factors:
1. Appropriate Language and Clarity
Choosing language that is clear and appropriate to the audience is crucial. If the language is too technical or difficult, stakeholders may misinterpret the message. For instance, short sentences and simple words should be utilized when addressing consumers to enhance understanding.
2. Confidentiality and Safety
Some communications may involve sensitive information. For example, if a message pertains to terminating an employee, the medium must ensure confidentiality. Direct conversations or secure emails would be more suitable than public forums.
3. Cost
The financial implications of communication methods should be assessed. For example, a business may opt for virtual meetings instead of in-person gatherings to reduce travel costs, ensuring effective communication without extra expenses.
4. Urgency, Speed, and Destination
In urgent situations, how swiftly a message is communicated can impact outcomes. Utilizing faster communication methods like texts or calls may be more effective than emails when timing is crucial.
5. Feedback, Accuracy, and Record Keeping
Feedback from stakeholders is vital, meaning businesses should keep accurate records of all communications. Utilizing formal records, such as letters or documented emails, can help prevent misunderstandings.
6. Other Relevant Factors
Additional considerations include legal requirements and the availability of technology, ensuring that the chosen communication methods comply with regulations and are accessible for all stakeholders.
Step 2
Distinguish between the duties of a chairperson and a secretary in the organising and running of an Annual General Meeting.
Answer
The Chairperson
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Convene the Meeting: The chairperson is responsible for convening the meeting by drawing up the notice and agenda.
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Lead the Meeting: They open the meeting and ensure that everyone is present, facilitating the discussion and managing contributions.
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Order and Compliance: The chairperson ensures that the agenda is followed and that the meeting adheres to the agreed-upon terms and compliance requirements.
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Point of Order: They address discussions and manage points of order, ensuring that the meeting stays on track.
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Vote Management: The chairperson organizes the vote taking and has the casting vote in the event of a tie.
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Adjournment: The chairperson has the authority to adjourn the meeting.
The Secretary
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Send Notices: The secretary is responsible for sending out notices to members and those entitled to attend the meeting, ensuring that all participants have adequate time to prepare.
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Arrange Logistics: They organize the logistical aspects of the meeting, including refreshments, equipment, and seating arrangements.
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Record Minutes: The secretary records the minutes of the meeting, capturing key points and decisions made, which can later be communicated to attendees.
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Assist the Chairperson: The secretary assists in advising the chairperson on points of order and provides information as needed during the meeting.