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Effective communication
Effective communication relies on several key principles: being truthful; actively listening; not making assumptions; knowing your audience, purpose, and topic; and valuing different perspectives. Potential barriers to communication include technology, language differences, cultural barriers, disabilities, and more. These barriers can be reduced through tools like spell checkers, grammar checkers, interpreters, and ensuring the right medium, language, and content is used depending on the audience.
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Effective communication
- 1. Effective communication - P2, P3, M1 More Employment Training resource Pack for young people Kirsty Kalyan
- 2. Principles of effective Mechanisms that can communication reduce the impact of communication barriers Potential barriers to effective communication Bibliography References
- 3. Principles of effectivecommunication Not making Knowing the Being truthful assumptions Know your topic language Active Listening Communicate a Authenticity little at a time Being non- Know your Use multiple judgemental audience techniques Valuing Difference Know your purpose Body language
- 4. Being truthful Having effectiverelationships between people you need trust as it is a foundation of a relationship. This trust is built by having the same principles between the two people. Without trust the conversation could not have any meaningful purpose. And if asking a question, you need to have trust in the person to get an honest answer and if you are talking that you are actually being listened to. Being allowed to have your opinions and trusting the other person that your opinion is valued.
- 5. Active Listening Actively listeningin a conversation is another principle for effective communication as it is key to communication. It involves focusing entirely on the person speaking and using body language such as; nodding your head occasionally, taking notes, or giving the person eye contact. You need to actively listen as you may miss the message and assume what the message is. Thinking about what your reply is before they finish speaking is not a good idea as you are not actively listening any more.
- 6. Non- judgmental Being non-judgemental You should not judge people when starting or maintaining a good relationship. It may be easy to say but it is not an easy principle to live by. It is human nature to judge people however you need to know when it is acceptable to judge or not. For example a competition it is ok to judge as it part of the nature of the event. However being judgemental on a person’s actions is not a good principle therefore you should avoid judging.
- 7. Valuing difference Valuing difference You have to value the different ideas that people bring to your relationships with them. There opinions are not any better or worse off that anybody else’s and so having trust within the relationships means people will know their ideas are valued, that they won’t be judged and people are actively listening this creates a better, more effective communication and environment.
- 8. NotNo Assumptions making assumptions Sometimes you interpret words in a different way to what they are meant to mean. So when communicating with someone you need to clarify things if you misunderstand. And when speaking to people make sure that they understand the context of your points being made. Or even making assumptions of a person and thinking something about them because of their appearance, accent or where they are from.
- 9. Authenticity Authenticity When communicating make sure you are speaking the truth so when speaking make sure that you are telling the truth; as well as body language and the manner we speak in, all contribute to the authenticity of our communication with others. Research has shown that the actual words you speak are actually noticed the least in communication and that our manner and body language are noticed more. You need to be authentic in both verbal and noon verbal ways as it can cause misunderstanding or lead to people not believing you.
- 10. Know your audience Knowingyour audience is really important in when wanting effective communication as it determines; the formality of the language used, the context, and the way in which you present what you are saying so if you use examples they are relevant to the person or people you are speaking to. Knowing your audience also means you can tailor what you are saying to support what you are saying and what impact it will have on them.
- 11. Authenticity Know your purpose Knowing your purpose is part of effective communication as you can focus on specific content which is used within communicating with another person or people. This means you will not go onto a tangent and go off task.
- 12. Know your topic Authenticity Knowing your topic through and through is good as it means you can effectively give this information to anther person. It also means that you can answer any questions and lets you communicate the topic completely with knowledge and not telling any lies about it.
- 13. Authenticity Communicate a little at a time Communicating all of what you have to say straight away will not get your message across effectively. In order to do this you have to communicate your message into several main points. This helps you as it lets the person you are speaking to process the information when broken down into bite chunks.
- 14. Use multiple Authenticitytechniques communication Using different communication techniques helps get your message across. You can use different ways to echo or support your message. For example you can use ; • Visual – such as power point presentations, videos, diagrams or pictures • Audio – listening to music or a video • Verbal – discussing the topic • Practical – working on something and actually productively producing something
- 15. Body language Authenticity Body language is very important as it conveys messages that verbal communication can’t. So be careful how you stand and the way your body is speaking to a person by. This video just shows how body language effects our communication.
- 16. Knowing the language Authenticity Knowing the difference between formal and informal language and knowing when and where to use them. Formal Language – so you use formal language when communicating at school or work and with adults or people you do not know as it shows respect and professionalism towards the person or people who are speaking to. Informal language – Using informal language and colloquial language can be positive or negative. Using colloquial language like ‘innit’ and ‘butters’ could be misinterpreted. However sometimes using informal language can be a positive as it may make people feel more comfortable.
- 17. Potential aids andbarriers to effective communication Technology Language Body Language - Informal Medium Cultural Content Disability Speed Jargon Language Message Conveyed Accent - Formal
- 18. Technology • Stops people from seeing body language and facial expression so they cannot reinforce what you are saying so this means that there is no non verbal conversation. • Having a ‘digital divide’ so the ability of people’s knowledge within the technology may cause a barrier for them, and being able to communicate efficiently.
- 19. Medium • If usinga technological medium this could cause problems if a person cannot gain access to it. • Using a medium that a person cannot understand can cause miscommunication or a misunderstanding.
- 20. Speed • Failure ofthe right speed of speech can cause miscommunication • If the speed is wrong they may be unable to understand the message being conveyed
- 21. Language – Formal •Its quite inflexible. • It can sometimes cause miscommunication as the message may not be fully understood. • It can sometimes fail to motivate people • May make people feel uncomfortable
- 22. Language – Informal •Terms that can have several meaning so could offend someone • Can be misunderstood and therefore could let wrong information be presented as factual. • You don’t know when sociably used as it can exclude those who do not know the terms
- 23. Cultural Barriers • Everybody has different ways of doing things which can cause conflict • There could be discrimination to a culture someone else does not know • People may not understand another persons culture and cause problems
- 24. Disability • You may not talk about your disability with a stranger • You may not be able to work on the top floors if there is no lifts • If there is a fire they will have to adapt to it • Some places may be inaccessible for them • May not be the right resources for you to communicate effectively
- 25. Accent • They maynot understand what you are saying • You may talk too fast for them because of your accent • Could be hard for you to understand them • May pronounce words different to them • You may have a different way of saying things like trainers and sneakers
- 26. Body language Aids Barriers • Good body language shows you are interested in the • You may not look interested topic • If they have bad body • Arm movements show you language then you could are confident and not afraid seem to be bored and this to show you know what you can cause bad body are talking about language • Body language helps people • If nervous they may fidget see what you are saying as and this will be perceived as it is very important to have body language bad body language
- 27. Aids Content Barriers • If content isn’t understood this could cause misunderstanding • Having the wrong content or misjudging the content could completely miss the main points of the topic
- 28. Jargon • Jargon isthe technical language that is used to speed up communication. • When people don’t know how to use jargon, this can cause communication problems • Can slow down communication.
- 29. Message conveyed • Thebarriers of message conveyed are that if an employee give the wrong information • Could potentially slow communication down.
- 30. Mechanisms that canreduce the impact of communication barriers Technology Language Body Language Spell Checker - Informal Medium Cultural Content Grammar Checkers Disability Speed Jargon Language Message Conveyed Accent - Formal
- 31. Technology Aids • Being able to communicate quickly and efficiently • Having technological devices to help people who may have impairments - examples of this are: devices to help those who cannot read e.g. software that can read chunks of text out loud for the user off the computer • There are aids that meets the users needs like having keyboards that can be adapted to the persons needs • Makes sharing information with a large group of people easier. • Being able to connect to people across the world. • People who may be socially awkward may find it easier to communicate
- 32. Medium Aids • Having different mediums to reinforce the main topic • It going to gets across to different people as everyone has individual ways of learning things. • Being able to show different things through different ways such as social media, email, spoken word, telephone calls, text messaging etc.
- 33. Speed Aids • Being able to be dynamic dependant on the situation and engage the listener/ listeners • The speed can influence the effect on the listener so if you know the right speed to use then it may help get the message across better.
- 34. Language – Formal Aids • It is more likely to be listened to and understood clearly • It is less likely to be misunderstood • Formal language saves time and effort within a discussion • This could avoid embarrassment of face to face contact between people if the subject is sensitive or painful • May let people feel better with a formality with people.
- 35. Language – Informal Aids • It is less official and makes can make the person or people at ease • Could make listeners more engaged • It could unite workers through the use of shared words and terms.
- 36. Cultural Barriers Aids • Bring different ideas from their culture • Have different ways of doing things since this is the way they do it in their country or place
- 37. Disability Aids • Can talk to and inspire people that are looking for jobs and they can explain and say how it is • People may have a specific area where they are brilliant and have great knowledge in it • If you get a job and have a disability you may inspire others to do so
- 38. Accent Aids • Interpreter – so if you are dong jobs over seas then this person can be the communicator and can make it easier and less stressful when doing the job • Having an accent can be part of you identity so people listening more carefully to your accent will understand you • Having resources such as dictionary or translators for people to use
- 39. Body language Aids • Good body language shows you are interested in the topic • Arm movements show you are confident and not afraid to show you know what you are talking about • Body language helps people see what you are saying as it is very important to have body language
- 40. Aids Content Barriers • The aids of content is that in a company, the text from any media is readable and is understandable to those who read it. • Making sure the content is appropriate for the audience • Having the correct content is key • Making sure you don’t go off on a tangent
- 41. Jargon Aids • Co-workers and their managers are able to identify what is going on in the work place quicker than normal. • speeds up the communication between employees and managers. • Using specific words means that you have a understanding of what you are working on
- 42. Message conveyed Aids • The aids of message conveyed are that a manager or employee are able to transfer information from one to another, • Everyone knows what’s going on at times within a business. • Making the message clear through different mediums
- 43. Spell Checkers Authenticity Spell checkers are software on a computer which underline words that a user has misspelt and suggest corrections for these words. Spell checkers work by searching for the word you have typed in a dictionary of known words. If the word is not found in the dictionary then the computer assumes that the word is misspelt. However the spelling in the dictionary could be limited dependant on how up to date the software is. They correct this spelling by again, assuming it’s a misspelling of one or more words they have found similar to it in the dictionary. They then use the words that are similar to them and list them dependant on the ‘likelihood and similarity score.’ The nearest word which matches your misspelling is then made the suggested correction. Benefits of the spell Negatives of the spell checker checker
- 44. Grammar Checkers Authenticity Grammar checkers are software that checks the grammar of the text the user writes making sure it has no grammatical errors. Also they can automatically change words that are common slightly misspelt such as words with ‘ie’ in them and swapping them around to be correctly spelt. They also change lower case letters to upper case if correct. Grammar checkers refer to a database where there are rules of sentence structure and thus refer to this when checking through a persons work. Benefits of the Negatives of the grammar checker grammar checker
- 45. Authenticity Benefits of the Spell Checker The benefits of this software can include; • Not having to worry about errors in your work straight away • You can concentrate on the content rather then the spelling • You can spot simple type errors in your work that you may not always notice • Gives you the correct spellings • May show you your mistake and you could learn your mistakes • Can spell check automatically as you type • Shows you the proper English spellings of words
- 46. Negatives of aSpell Checker Authenticity • The negatives of this software are; • It will not pick up words that are words but not the right word for example if you wanted to write for example their instead of there • Will not recognise colloquial language or jargon • They sometimes don’t recognise British words like colour or flavour • They don’t recognise Shakespearian words • It automatically corrects words that are already correct but not recognised by the software. • People may rely on the spell check and may become lazy in their spelling
- 47. Benefits of GrammarCheckers Authenticity • The benefits of grammar checkers; • Show you simple grammatical errors • Automatically capitalize words which are nouns, so names and also the beginning of sentences after full stops.
- 48. Negatives of GrammarCheckers Authenticity The negatives of grammar checkers are • Doesn’t recognise misspelling only the grammatical mistakes • Won’t help on over complicated sentences but may recognise it as wrong when it isn’t • Allowing the grammatical checker to edit quotes from sentences, poems or plays will then won’t be actually correct. • Won’t recognise all proper nouns which need capitals • Try’s to capitalise automatically the start of each new line of text
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