"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. (B) Distinguish between the duties of a chairperson and a secretary in the organising and running of an Annual General Meeting.

Leaving Cert Business Communication & I.T in Business: "How you communicate is as impor

"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 4 - 2012

Question 4

"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 4 - 2012

Step 1

Illustrate the factors that a business needs to consider when communicating with its various stakeholders.

96%

114 rated

Answer

When communicating with various stakeholders, a business should consider several key factors:

Appropriate Language/Clarity: It is vital to use language that is easily understood by the audience. If the message is too technical or difficult, it may lead to misunderstandings.
Confidentiality/Safety: The business must ensure that communication respects confidentiality and safety protocols. For instance, sensitive information might be better communicated in a face-to-face meeting rather than via email.
Cost: The expenses incurred during the communication process can significantly affect the choice of methods. For example, a CEO might prefer an online meeting to save on travel and subsistence costs.
Urgency/Speed/Destination: Timeliness is crucial, especially in scenarios requiring immediate action. Proper planning regarding the method of communication can influence how quickly stakeholders receive important information.
Feedback/Accuracy/Record: The necessity for feedback can shape communication strategies. Obtaining accurate records, such as meeting minutes or formal correspondence, is essential for clarity and finality.
Other Relevant Factors: Legal requirements and the availability of technology also play important roles in determining how communication is executed.

Step 2

Distinguish between the duties of a chairperson and a secretary in the organising and running of an Annual General Meeting.

99%

104 rated

Answer

The Chairperson and Secretary have distinct roles in organizing and conducting an Annual General Meeting:

The Chairperson

The chairperson is responsible for convening the meeting and ensuring that the agenda is adhered to.
They open the meeting, introduce participants, and ensure that everyone understands the meeting's purpose.
The chairperson is tasked with steering discussions, keeping track of time, and making sure all voices are heard during deliberations.
They organize the voting process, ensuring it is fair and transparent.
Finally, the chairperson has the authority to adjourn the meeting if necessary.

The Secretary

The secretary's role includes preparing and sending out the meeting notices to all participants in advance.
They are responsible for drafting the agenda and distributing it to ensure everyone is prepared.
The secretary must take accurate minutes during the meeting and circulate them afterward, ensuring proper records are maintained.
They assist in organizing necessary materials and resources, such as equipment for presentations.
Additionally, the secretary may provide support to the chairperson ensuring all requests and formalities are handled efficiently.