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(a) (i) Need for clarification/eliminate ambiguity
There is need to verbal communication in order to provide clarification to the staff on the various issues he is addressing.
(ii) Need for future reference
In case he needs evidence or reference in future, he needs to use written documents like the memo.
(iii) Time
The urgency of the issue being communicated determines which method to use. If the notice is short, then verbal communication is preferred.
(iv) Need to demonstrate
In case a process is to be explained to the staff, for example, the process of having a requisition paid, Samson it is better using non verbal style such as flow charts.
(v) To eliminate different assessments
People have different assessment about various issues and therefore to clarify the main object, it is better is Samson uses verbal communication that allows room for answers.
(vi) Need to cultivate trust and relationship with the staff
This requires him to engage more in verbal communication where he gets to be in direct contact with the persons themselves.
b) Guidelines of auditing effecting meetings
(i) Agenda
The agenda of the meeting needs to be clearly communicated to the staff in the department.
(ii) Subject matter understanding
To enhance his confidence, he needs to have a thorough grasp of the subject matter for discussion. Therefore, he needs to do thorough research before.
(iii) Well versed with the organization structure and policies
He needs to be well acquainted with the running of the organization so as to be at par with the experienced and older employees.
(iv) Give everyone a chance
It is paramount that each employee be given a chance to speak and their views taken to account
(v) Punctuality
All persons attending meetings should observe punctuality.
Kavungya answered the question on April 29, 2021 at 09:48
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