Term Definition
Communication a two way process which involves the exchange of information between people. It involves sending messages to a target person or group and then receiving feedback that the message has been understood and acted on.
Medium The means used to transmit the message from sender to receiver, e.g. oral, written
Meeting a gathering of people to exchange ideas and make suggestions, enabling collective decision – making.
Annual General Meeting This is a meeting of the shareholders of a company held once a year. Shareholders can ask the directors questions, the chairperson gives an address, directors are elected, auditors are appointed and accounts are presented.
Extraordinary General Meeting This occurs when a matter of such importance arises that the business cannot wait until the next AGM to discuss the issue. The only topic on the agenda is the matter up for discussion
Board Meeting These are regular meetings held by the board of directors of the company. Tactical planning, strategic planning and review of company performance are often on the agenda of a board meeting.
Ad hoc meeting Meeting held by various managers in the business to deal with operational issues/immediate problems. These are once off.
Agenda This document is sent by the secretary to all members/shareholders stating the topics to be discussed & the order in which they will come up.
Notice of meeting Document sent by the secretary to all members/shareholders outlining the date, time and venue of the meeting.
Quorum The minimum number of people that must be present at the meeting.
Minutes Written up by the secretary. They are a written record of what was discussed at the meeting and who was present there.
Standing Orders The agreed rules for running a meeting.
Chairperson Ensure that the meeting is convened in accordance with the rules of the organisation.
Secretary Is responsible for all the organisation, administration and paperwork associated with the meeting.
Electronic Data Interchange the structured transmission of data between organisations by electronic means. It is used to transfer electronic documents or business data from one computer system to another computer system without human intervention.
Video Conferencing allows virtual meetings to be held between people in different locations. The participants sit in front of a camera. Live pictures and sound of each person are sent via the telephone line to screens in all the other locations.
Internet An international network of computers connected through the telephone network. It can be used to transmit and receive data and information globally at a low cost.
Email Allows messages and computer files to be sent from one computer to another over the Internet. Messages are held in a mail box and can only be accessed through a password.
Intranet Is a computer network that interconnects computers in a limited area such as a home, school, computer laboratory, or office building using network media. They allow employees' to send files to each other over the computer network.