Communication Sytem

INTRODUCTION

Communication is a simple process of transferring information from one individual to another. Depending on the context information can be a lot of different things using different tools in order to transfer information or communicate with the other party.

Communication in an organization does a number of functions such as publicizing the needs and requirements

THE PROCESS OF COMMUNICATION

It’s a process where a message has been sent by the communicator and is received by the other party and a feedback is sent from the receiver to show that the message that was sent has been received and understood.

At the very beginning the message is encoded in a particular channel then it is sent and as soon as it is sent the message gets decoded by the receiver and then a feedback is sent back to let the sender know that message was received and understood.

FUNCTIONS OF COMMUNICATION

The functions are very simple and easy, communication is used for exchanging information, instructions, opinions and reinforce the establishment of all the relationships and even discuss problems. Through this, organizations meritoriously communicate with their employee’s by giving instructions and informing them about any changes in the organization. They also use it to motivate or even argue with some employees and it also helps to ask for approval or even show proposals in particular.

The functions of communication are very simple that is required to forward clear-cut information only to the proposed precipitant in a suitable way. It should help identifying the users needs and wants.

DIFFERENT TYPES OF COMMUNICATION TOOLS USED BY APPLE.INC

Telephonic devices:- Its is a primary source of communication, that can be used between two or even more individuals.
Video and web conferencing:- A form of visual communication used by the organization to connect with their outer source and their shareholders
Social networking sites:- Each organization has page in the social networking sites in order to keep their customers, fans updated with their all new and their upcoming products.
Online chat tools:- This tool is used mainly between the customers and organization. For example:- An Apple’s customer has a problem with of the Apple products and it is late at night or even the customer is far from any Apple repair shop so this chat tool is to connect them.
Fax:- Fax machines are an old sources of communication, which still exists. It provides the exact copies of documents, which is made through telecommunication. People who use this tool are suppliers, managers, Employees, etc.
Emails:- They are electronical letters that are sent electronically to a number of accounts. It is one of the most preferred tools. Managers, suppliers, employees, government, and customers use it.
Letters:- It is a written form of communication.
Reports:- written reports of an earlier investigations and observations.
Posters:- it is large printed posters that is a mixture of drawings, pictures and written information that is mainly used advertising, publication etc. It used used by government, supervisors to customers, suppliers and the general public.
Flyers:- It is given out to large amount of people, it’s a form of advertising. Organizations, suppliers and government to the customers and the general public use it.
Billboards:- Large boards that is placed outside used for advertisements or even announcements.
MEMO:- It provides the organization with permanent records for internal messages which also adds formality to internal communication.
Meetings:- It helps with knowing everyone’s ideas and opinions and discuses the ideas and also discuses wide range of problems and resolve them.
Training:-it provides the employees a better knowledge about the up coming products with the upcoming software’s. Advertisements:- It is an important tool in Apple.Inc, to communicate with their customers. They use different types of advertisement tools such as news paper adds, magazines, webpages, social media, news letters, television ads, YouTube ads etc.
IDENTIFY COMMUNICATION TOOLS USED TO COMMUNICATE WITH VARIOUS STAKEHOLDERS
(i) Customers:- * Advertisements * Leaflets * Billboards * Posters * social networking
(ii) Employees:- * Memos * Emails * Fax * Meetings * Trainings
(iii) Suppliers:- * Fax * Invoice * Fax (iv) Shareholders:- * Meetings * Emails * Video conferencing WHAT IS COMMUNICATION CHANNELS?

Communication channels are the ways were people in an organization communicate, in which most of the channels are used to complete different tasks.

3.2 Design ways to improve appropriateness

Apple needs to consider the following points to improve appropriate choice and use of communication channel.

Time: - The time that is needed in order to prepare a message and the time time that is needed to forward the message by any form of tool, when there is a solution within the urgency of the message then only Apple can choose a form of communication.
Distance:- The distance the message travels in by any form of tool. Apple needs to consider how much time will a massage need to be transmitted.
Written records:- Written records can be used as proof, conformation, legal purposes or even stored which also can be copied and sent to the other party.
Feed back:- For an effective communication instant feedback is needed.
Confidentiality:- Due to the tools that are chosen the confidentiality might be lost. Such as telephone calls can be over heard, emails can be hacked, faxes can be read by any standing by the machine and letters can be read.
Recipient:- Apple needs to consider the type of recipient in order for it send the message to be sent.
Cost:- The cost of the message must not exceed the cost, in which Apple needs to find the least conceivable expense.

Telephone:- Telephonic conversation needs time, confidentiality and the distance needs to looked after. The telephonic conversations are one of the esiastest ways to communicate to any one, but according to research, Apple uses this to communicate with their shareholders. And it also depends on the urgency of the information that needs quick actions upon it. This tool could be taken as a confidential tool to exchange or pass out information. Even though, this tool is an easy way of communicating with all their shareholders but there are cases were there will be a problem with networking system or no response from the other person. So if the information is very important and can’t wait. And incase of international calls, Apple has to check the time zone. Even if it is the fastest and easiest but the risk beaning. Over-heard is heard.

Emails:- It is one o the tools that communication in an easy to the customers, stakeholders this is where are able to communicate faster. They can send their feed backs directly, it is an easy tool emails can be sent back and fort. With this tool distance is a no problem, emails can be sent to were ever the stakeholder is delivered easily. Some times, stakeholders don’t replay back to emails sent due to some reasons.

3.3 – Implement improvements to ensure greater integration of systems of communication in Apple Inc.

Apple is all about simple marketing and effective communication, but there is always room for simplicity. According to Apple it should be smarter, functional, better and easier to use, they have this thing as that the business is all about problems and solving them for some one else, so the simplify all the process for all the clients.

Apple’s communication are:-

Apple’s images
Apple’s connections

Apple associates weak communication with weak product or the opposite.
To Apple,Inc. visual matters are very important, Apple’s ads has lots of white space in it, they are designed that show the sense of openness. So it makes it easy on the customers to understand the key message. There commercials aren’t even the length of a song but within the few that short minute the message is understood and it makes customers want the new lunching product. Its like you understand what they want you to understand.

“Corporate communications teams need to join the dots between strategy, behaviors and technology, to improve the flow and quality of communication and collaboration.”

3.4 – Create personal plan to improve own personal communication skills.

Skills Area
I Can Do This Well
Ok, But I Need More Practice
I Can’t Do This
Priority Development Of This Skill
1 = Very Important,
2 = Quite Important,
3 = Not Important
WRITING SKILLS

I can analyse assignment (essay, report etc) questions to determine what is expected

1
I understand the difference between an essay and report

1
I can produce a written plan to answer an assignment question

2
I can punctuate, use grammar and spelling correctly

1
I am confident I can express my ideas clearly in written form

1
I am able to adapt my writing styles to suit the appropriate media/audience

I understand the need to reference my work to avoid plagiarism

1

SPOKEN COMMUNICATION

I am able to express my views verbally

1
I am confident speaking in front of a group of people

1
I can prepare, plan and deliver a presentation

1
I can use visual aids to support a presentation

2
I work well as a member of a group or team

2
I am able to listen to and appreciate the views of others

2

INFORMATION TECHNOLOGY

I am able to use a word processing software package to produce my assignments

2
I can use a variety of different computer software (e.g. Word, PowerPoint, Excel, Access)

1

SWOT ANALYSIS
STRENGTHS
WEAKNESSES
Good customer services skills
- Patient
- Friendly
- Professional
- Punctual
- Adapting to changes
- Fast Learner
- Good communication skills
*speaking
*listening
- Bad communication skills
*written
- Low confidence
- Suffer from nervousness
- Shy
- Can’t express my self
- Get bored fast

OPPORTUNITIES
THREATS
- To improve my existing skills in the organization
- To have a better and deeper understanding
- To gain better knowledge
- To learn more
- To develop a wide and better network or make contacts at work place

Lack of confidence
Not being able to understand the given task at times
Distractions
Fear of not finishing the given tasks at the time given
Fear of making mistakes

Personal plan to improve your own communication skills

I need to work on how analyze the assignment questions to determine what is expected and the way I will be doing that is by reading on the topic.
I know how make plans but making plans on how I am going to answer the assignment questions I need more practice and making action plans
I pretty good if I have good time doing my assignments, but if I am in a hurry it gets bad so I need to plan my work and start early
Not really good in making my teachers understand what I mean to say in my assignments, so keep asking my friends for a bit of help and see how there format of work is.
I need more practise in speaking in the public or in front of my classmates I get nervous and I forget what I am about say, to improve this need to practise doing it more

CONCLUTION

Apple,Inc. has different and wide range of communication tools used to communicate with their stakeholders and shareholders. Through these tools the information that needs to be sent and is able to get the response, so company can keep running. With out communication no organization no matter what size it is, it will not run properly no matter what. No communication will result to conflict, misunderstanding, confusion and low productivity which will lead the company to a shut down.