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 effective communication
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 effective relationships 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 listening in 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
Knowing your 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 Authenticity techniques
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 and barriers 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 using a 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 of the 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 may not 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 is the 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
• The barriers of message conveyed are that if an
employee give the wrong information
• Could potentially slow communication down.
30. Mechanisms that can reduce 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 a Spell 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 Grammar Checkers
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 Grammar Checkers
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
