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P2, P3 + M1- James Brooks

Effective Communication

Importance of Effective Communication


Effective communication is important because it determines whether staff members can complete
tasks successfully. For example, if you tell colleagues to complete a task but don’t explain what they
need to do exactly they may not be able to understand what they have to do and it may put
unnecessary stress on colleagues because they may feel the task issued to them is urgent which can
make them feel rushed. Poor communication can also have health and safety issues because if
procedures for health and safety hazards change then communication is needed to update all
colleagues, if this is not done correctly then people’s lives and wellbeing can be in danger. Also, the
company’s business can also be affected negatively If affective communication is not used properly.
This is because for example if emails are sent out to customers and there are spelling and grammar
issues then that can make the company look unprofessional which in turn makes customers lose
confidence in the company therefore potentially can lead them to lose that customer.

Forms of Effective Communication


There are many ways to communicate effectively which can suit different people and also can suit
the occasion. For example, writing letters and emails would be more suited for people who aren’t
available for any other means of contact and who aren’t able to reply or see the form of
communication straight away. They can also be used for when sensitive or confidential information
is needed to be discussed or given. Another form of communication is video conferences like skype
calls and or phone calls. This method of communication is ideal for people who are free and able to
talk immediately and in rea time. This is a useful method as it can be arranged prior for a set time
and date. This form of communication is especially useful for when big groups aren’t able to be in
the same room but are alternatively free to discuss new ideas.

However out of all methods of effective communication the most important and useful form is face-
to-face. This is important because people take in information more visually than verbally, this is
because facial expression and body gestures show how important the conversation is and how
sensitive it is too. This form of communication can be used for all people and occasions as different
people can use it to take the information for example people with visual ailments can listen and
people who are hard of hearing can read sign language and lip read. you can also speak
confidentially to people in private and you can also engage with groups by using the method.
P2, P3 + M1- James Brooks

General Skills
Adapt your Delivery- To adapt your delivery for an effective communication you must be able to
modulate your voice to vary in strength and change the tone. This can help affective communication
as different people and scenarios require a different pitch to others. Also, you would need to
consider your terminology. For example, if you were communicating with a group elderly people
then you would have to use phrases that were suited for them. This can be applied if you were
discussing technology and the audience had a very basic understanding of the subject. Another
example would be if you were talking to a colleague and the situation was sensitive then you would
need to keep your pitch at a low and mellow tone to show you understand the sensitivity and
importance of the subject.

Keep Audience Engaged- In order to keep your audience engaged you would need to adapt the
intonation of your voice. You can also consider using technology to keep audience engaged such as
PowerPoint, video calls and demonstration. For example, if you were pitching a new product to a
large group to keep them engaged and interested you would need to use a clear and loud tone
occasionally raising your tone at important parts and details. You can do this using all the listed
technologies as all are live so delivery will be in real time.

Interpersonal Skills
Techniques and Cues- These skills are useful for affective communication because body language
and facial expressions are very important to keep someone engaged and notified on the information
you are trying to put across. For example, if you were informing a person about products your
company offers then you would have a positive facial expression such as smiling and good body
language like moving your arms while you talk to keep the person interested. However, if you
informed the person using a negative body language such as arms crossed and angry facial
expression then that person would not be interested in what you have to say.

Methods- There are different methods for affective communication some of which include verbal
exchanges, sign language and lip reading. This is important to consider as different people may have
different communication issues or requirements. For example, if someone was hard of hearing then
to be able to sign language would help a great amount, alternatively some hard of hearing people
can lip read so you must make sure you speak words clear and use your lip movement to its full
extent. If the person had a visual disability then you must make sure you speak very clear and at a
tone that can be heard clearly.
P2, P3 + M1- James Brooks

Written Skills
Spelling, Punctuation and Grammar- you must be able to use your spelling, punctuation and
grammar correctly in order to effectively communicate with others. This is because if you do not use
spelling, punctuation and grammar correctly then people could either not understand what you are
trying to say or may not be able to even make sense of it, for example if you wrote an email to a
business client and misspelled a few words and did not use the correct grammar then that client
may misinterpret the email which could affect business between them and the company.

Proof Reading- It is important to get your writing proof read my multiple people as errors in your
writing can be detected before the final form of communication is sent away. If this is not done then
errors such as the above can occur which can lead to communication issues and can affect your
company and business negatively.

Alternative Viewpoints- In order to communicate affectively you will need to consider different
viewpoints when writing a message to someone else. This is because what you may write could
mean one thing to yourself but be read completely different by the receiving party there for leading
to a potential misinterpretation. For example, if you send a friendly email to a customer and decide
to put a light-hearted joke in it, that customer could then open it and take offence as he/she could
not understand it was a joke. As are result you need to take extra care when writing any form of
letter, text or email.
P2, P3 + M1- James Brooks

Barriers to Communication

There are many barriers to communication that can make affective communication very difficult to
produce. For example barriers consist of background noise, distractions, and lack of concentration,
technology issues and general conditions.

A reason background noise is a barrier is because it can distract you and the people you are trying to
communicate with. Examples of background noise would be air conditioning units, mobile phones
ringing, and general noises such as people talking in background and passing cars.

Distractions are a barrier because they can interrupt the person who is communicating therefore
reducing the quality of communication. Example of distractions would someone arriving to meeting
late therefore interrupting the person who is speaking, Someone talking over you and mobile
phones ringing during the communication process.

Lack of concentration is a barrier because if someone is not completely engaged then they will not
take in any information given out to them. Examples of this would be if the communication you are
producing contains too much or too little information then the person who is listening will lose
interest in the conversation. Another example would be if the audience are on a video call and are in
different time zones then depending on the time of day they could be tired so therefore not
completely engaged. A final example of lack of concentration would be if members of the audience
are having personal issues in their lives then they may have those issues in their heads and won’t be
able to concentrate fully due to this.

A reason technology issues can be a barrier is because for example if you are trying to communicate
with someone using technology and they don’t know how to use it then can be a potential barrier.
Another example is if the technology you are using to communicate is faulty or unmaintained then
that can also cause a barrier.
P2, P3 + M1- James Brooks

General Communication
Barriers of general communication can be technology failure and the audience not understanding
the terminology or language.

An example of technology failure would be if you were giving a PowerPoint presentation to a group
of people and the projector you were using to give the presentation failed then this can be a barrier
because you won’t have any visual information to give to the audience alongside yourself talking to
them. The interest of the audience can be then lost due to this. A way to overcome this barrier
would be to make sure all equipment is in full working order before using. This will ensure that no
technical failures occur during the presentation therefore not causing any interruptions.

An example of the audience not understanding the terminology or language would be if you were
addressing an audience who speaks a different language to you then the barriers would be that the
audience won’t be able to understand you fully therefore not being able to take in any information
you are producing. A way to overcome this barrier would be to use a translator to interpret what
you are trying to say. This will ensure that the audience will understand all the information you are
giving them.

Interpersonal Skills
Barriers of interpersonal skills can be hearing or sight impairment and background noise.

An example of hearing and sight impairment would be if you were communicating in person with
someone who was hard of hearing then he/she may not be able understand what you are trying to
say as your lip movements are too quick for them to determine what you are trying to say. This is a
barrier because people with visual and hearing impairments struggle with standard one to one
communication. A way to overcome this barrier would be to slow the movement of your lips so that
the person can determine what you are saying easier. Another way you can overcome this barrier
would be to use sign language if the person knows how to use it. This will ensure that the person you
are communicating with can understand you fully and that the quality of communication is not lost.

An example of background noise would be if you were giving a speech to an audience and there was
a lot of background noise such as people talking in the background or equipment making a lot of
noise. This can be a barrier because it can distract the person who is communicating therefore
making their communication poor. The audience can also get distracted by these as their attention
will be focusing more on the source of the noise rather than the person who is communicating. A
way to overcome this barrier would be to make sure you give the presentation/speech in a quieter
location. This will ensure that the audience and you don’t get distracted.
P2, P3 + M1- James Brooks

Communication in writing
The barriers of communication in writing can be the font size, colour, readability and spelling.

An example of font sizes, font colours and readability would be if you sent a letter to someone and
the font was very small then the person would have some difficulty reading what it says. This is also
like the colour of the font being used on certain backgrounds. For example, if you use light colours
on a white background then that can cause difficulties reading. This can be a barrier as most people
have difficulty seeing small prints also some struggle to read certain colours. A way to overcome this
barrier would be to use a larger font and use darker colours on lighter back tones. This will ensure
that the letter can be read by all people easier.

An example of spelling would be if you wrote an email to someone and the spelling was poor then
that can be a barrier as the reader may struggle to make sense of what you have written therefore
affecting the quality of communication. A way to overcome this barrier would be to proof-read all
letters that you write and if you are unsure how to spell certain words look it up online or through a
dictionary. This will ensure that no spelling errors are made therefore improving the quality of
communication.