Methods of Communication

Charts and Graphs

Businesses can display data visually by presenting data with charts and graphs. Popular charts include:

• Pie Chart: A pie chart is a circular chart divided into sectors, each representing a proportion of the whole, to illustrate relative sizes of data parts.
• Bar Chart: A bar chart is a graphical representation of data using rectangular bars to show the frequency or value of different categories.
• Line Graph: A line graph is a chart that uses points connected by lines to show trends or changes in data over a continuous range. Displaying data in a chart makes it easier to interpret and understand.

Written Communication

Businesses can communicate in writing with formats such as:

• Business Letter**:** A formal written communication between two parties, typically used for professional correspondence.
  • A business letter should include the sender's address, date, recipient's address, subject (Re:), formal salutation, body of the letter, formal closing, and the sender's signature with their printed name and job title.
• Report**:** A structured document that presents information, analysis, and findings on a specific topic.
  • A report should include a title, the name of the person who prepared it, the name of the person it is prepared for, the date, terms of reference, main findings, conclusions/recommendations, and the author's sign-off with their name and title.
• Memorandum**:** A short, informal document used for internal communication within an organization to convey information or updates.
  • A memorandum should include the title ("MEMO"), the recipient's name, sender's name, date, subject (Re:), brief note or message, and the sender's sign-off.

Business Meetings

Businesses hold different types of meetings including:

• AGM (Annual General Meeting): A mandatory yearly gathering of a company's shareholders to discuss the company's performance, approve financial statements, elect directors, and address other official business.
• EGM (Extraordinary General Meeting): A special meeting of a company's shareholders called to discuss urgent or exceptional business matters that cannot wait until the next AGM.
• Board Meetings: Regularly scheduled meetings of a company's board of directors to discuss strategic decisions, monitor performance, and oversee company management.
• Ad Hoc Meetings: Meetings arranged as needed to address specific issues or urgent matters that arise unexpectedly and require immediate attention.
• General Meetings: Meetings open to all members or shareholders of an organization to discuss and make decisions on various business matters.

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Role of secretary at a meeting:

• Send Notice and Agenda: Distribute the meeting notice and agenda to participants in advance, ensuring everyone is informed and prepared.
• Arrange a Venue: Coordinate with the venue to ensure it has suitable facilities, including seating, audio-visual equipment, and refreshments.
• Deal with Correspondence: Handle all communications related to the meeting, including distributing documents and addressing queries.
• Take the Minutes: Record and summarize the meeting discussions, creating an official record known as the minutes.

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Role of chairperson at a meeting:

• Ensure a Quorum: Verify that enough members are present to make the meeting valid and decisions binding.
• Start the Meeting: Open the meeting by ensuring it begins on time and follows the set agenda.
• Manage the Meeting: Guide discussions to adhere to the agenda, ensuring topics are covered efficiently without unnecessary delay.
• Call for Votes: Facilitate voting on decisions and, if necessary, cast a tie-breaking vote.