1. AIM
    1. Understand the scope of the various forms of communication and their uses in business.
    2. Choose the right media and channels for use in different communication situations.
    3. Write business documents that are able to pass and be effective in the business environment.
    4. Understand the impact of communication in the strategy of a business.

The aim of this module is to:-

1.1        address the need for the Chartered Secretary to be knowledgeable and competent in dealing with the communication challenges faced by today’s organization.

At the conclusion of this module the candidate should be able to:-


Evidence of assessed pre-requisite knowledge and understanding at ‘A’ Level, or those of equivalent qualifications which have been approved as meeting the Institute’s qualifications must be demonstrated.


4.1        Communication Theory

Basic concepts of the communication process and barriers.  How to structure communication for the particular audience and the situation and how to analyse and evaluate its success. Selection of the most suitable media from the alternatives available; use of non-verbal communication.

Verbal and Non-verbal communication.

4.2        Communication in an Organization

Introduction to organization structures including line, staff and matrix.  Appropriate techniques for communications within the formal and informal structures – to the hierarchy along lateral lines and the “grapevine”.  Importance of written policy and procedures.  Culture and its influence on communication.

4.3        Written Communication

The ability to use correct and concise English in business communications and to demonstrate the skills of description, persuasion and evaluation.  The preparation of any communication types including memoranda, letters, circulars, reports, instructions, advertisement, questionnaires, press releases, articles and proposals.  The theory and practice of speech writing.

4.4        Messages

The use of E-Mail, and the internet, effect of these on communication in organizations.  An understanding of the e-mail and its management in today’s communication process.  Impact of Personal computers on communication.

4.5        Oral Communication

Interpersonal and intrapersonal communications.  The techniques of effective interviewing.

Speaking to individuals and formal and non-formal groups.  The advantages and disadvantages of oral communications.  Principles of good listening and barriers to effective listening.  Negotiating techniques.

4.6        Meetings

Notices and agendas – Drafting a Notice and Agenda – important points to note.

Minutes – The writing of minutes.

Valid Meetings – What constitutes valid meetings

Role of Chairman and Secretary – The activities that must be carried out by the Chairman and Secretary before and after the meeting.

Types of Meetings

     a)          Annual General Meeting

     b)          Extraordinary General Meeting

     c)          Ad Hoc Meetings

Motions – The drafting of motions for the meetings

Resolutions – The proper recording and phrasing of resolutions

4.7         Graphic Communication

The various types of Graphic communication.  Purposes of graphic devices.

An introduction to measures of location – means, medians and modes – and sampling.  The presentation of numerical data, trends and moving averages by means of graphs, charts and diagrams suitable for reports.  (Correct drawing instruments must be used).  Suitability of graphic communication.

    4.8          Audio Visual Aids

Various audio and visual aids in use and appropriate security.  Design of systems including classification for retrieval and updating information.  The use of Audio and Visual Aids and important considerations to remember when using these devices.

5                     ASSESSMENT SCHEME

Three hour examination paper


Candidates intending to attempt the graphic communication question must equip themselves with a compass, ruler, eraser, protractor, coloured pencils and a lead pencil.

6                     RECOMMENDED READING

Fielding  M (1997) Effective Communication in Organizations (2nd Edition) Juta & Co Ltd Kenwyn
Adey A D, Andrew M C (1996) Getting it right

(revised 1st Edition)

Juta & Co Ltd Kenwyn

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