Appropriate Methods of Communication and Research

Understanding Communication and Research

Communication is the process of sharing information; in an administrative context, this needs to be efficient and effective.
Research is the process of gathering and analysing information that can help an organisation make informed decisions.

Methods of Communication

Face-to-face: This is the most personal form of communication. It provides an opportunity for immediate feedback and clarification. Non-verbal cues can also assist in understanding the message.
Email: This is one of the most common methods of communication in organisations. It allows for written records of conversations, important for accountability and transparency.
Phone Calls: Useful for immediate conversation and feedback, phone calls are more personal than email but less so than face-to-face conversations.
Online Platforms (e.g. Skype, Zoom): These offer a combination of face-to-face and phone interaction. They’re useful for meetings or collaborations with remote participants.
Written Reports and Documents: These provide detailed information and serve as a permanent, retrievable record.

Factors Affecting Method of Communication

Purpose: E.g., for quick updates email might be sufficient but for detailed explanation face-to-face might be better.
Audience: Consider the preferences, technological abilities and accessibility of the recipients.
Urgency: Face-to-face, phone call or online platform methods are useful for instant responses.
Resource availability: Depend on the resources e.g., computers for emails or suitable rooms for face-to-face meetings.

Methods of Research

Internet Research: Quick, cost-effective and offers a vast amount of data.
Questionnaires and Surveys: They collect primary data that is specific and relevant to the organisation.
Interviews: These provide in-depth, qualitative information.
Observations: Offer direct, detailed information about behaviours or processes. Often used in combination with other methods.

Factors Affecting Method of Research

Purpose: E.g., for gathering statistical data, a survey would be useful. Observations or interviews are needed for qualitative insights.
Time: If time is a constraint, quick methods like internet research may be preferred.
Resource availability: Different methods may require different resources. E.g., observations may require travel, questionnaires may require printing and postage costs.
Reliability: Certain methods have limitations, such as biases in interviews, or inaccurate or outdated internet resources.

By understanding these methods of communication and research, as well as the factors affecting their choice, an administrator can ensure effective information management in an organisation.