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P2 Explain the principles of effective communication

Unit 1 communication and Employability
by

fatima aref

on 18 March 2015

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Transcript of P2 Explain the principles of effective communication

General communication skills
General communication skill means being able to communicate effectively is the most important of all life skills.
General communication skill which is really important to engage your audience, and for communication a you really need to have audience for her/his message. You must have a good communication skill because it is important as you need to keep your audience interested. For example if you are giving a presentation and you just read out what you have on slides of the presentation then the audience will get bored so the whole idea is to keep your audience entertained.
To have "general communication skill" you need to be able
to adapt and alter the content, tone, and style of your communication. General Communication Skills also allows a person to communicate with an audience on a basic level through, voice modulation, use of technical terminology, changing intonation etc.
Question and Answer
Engaging with the audience is good because it keeps them them focused on the presentation or if the presenter is asking questions then this keeps them more focused and keeps them listening in case they are asked a question. When using questions and answers in session will be really useful to get feedback to improve your presentation for the next time around.
You never know how much of your audience understood what you have said. It also gives the idea that the audience can throw any question to the speaker so that the speaker can then answer it. For example if you asked a question at a presenting time your audience will answer to it and they will expand on it to clear their respond and this can tell a lot about the question you have asked. asking questions are very important because the person speaking might not speak about all the thing that audience need to know, so it is to ask a question and find out all the information that you want to know.
Adapting
Adapting to your audience is where you change how you deliver a presentation. you might include more graphics, talk louder etc. the age and composition of your audience can impact on the way you communicate with them. sometime you might raise your voice or use a microphone to be heard to modulate it, to maintain the interest of your audience. A change in frequency in speaking tone provides the listener with a signal that something is happening. For example a TV presenter introducing a program or reading the news, you can Notice how their voice goes up and down they do this mean that they know very well what they are doing. Even you will be able to notice how they move their head.
Accuracy
Accuracy in communication includes how well communicators create verbal and nonverbal messages that are understood by others and how well those messages are recognized. When giving a presentation or talking to your audience you need to make sure that you are accurate which mean that you are truthful and not making stuff up and also you must focus on your message which allow you to win the hearts and mind of the audience. It is best to tell the truth and to include some fact when you delivering the message.
You must always provide accurate information and backed up with evidence. It is usually best to stick to the truth and to include only facts in your message, otherwise your risk being shown to be liar. if this happens, you will lose credibility and no one will listen to you. when aiming to provide accurate information, you must understand between facts and opinion. Day to day decision making is often based on opinions, so you must make sure that you are fully informed before making any decision, especially one that may affect other people as well as yourself.
Engaging Audience
You need to engage the audience so that they listen to you what are you saying or trying to show them. you can engage with your audience in many different ways for example you can use your hands or just gesturing your hands while you talking so these are the most useful techniques to grab your audience's attention, to make your presentation or much more interesting. For example if you delivering your message whether it is written or verbal, make sure that you differ your tone. When you are thinking to do a verbal presentation, then you really need to make your audience interested in your presentation by breaking the presentation form time to time so that your audience are able to get the information in to their head.
Same as for written communication through by making your sentences length smaller that would make your audience interested to read your message and also small sentences are making point straight especially use of heading, bullet points and make sure the information is not too much, because using longer sentences to carry and train of thought.
Cultural Differences
As we all know that in the new generation the work places becoming huge really quickly as business get bigger to different location and cross to many cultures, and the thing is that it would be difficult to understand how to communicate effectively with person who speaks another language. The person has to learn cultural difference between him and his audience which will allow him/her to speak more effectively.
A person need to make sure that he/her choose the right sign or words from the one you would usually use otherwise some cultures find it insulting so it is very important use some words or signs that are acceptable in one language because from different cultures and beliefs, this can also cause misunderstandings as the same word or phrase can mean different things in different cultures. we need to be aware of culture differences so when we are talking to our audience we don't say or do something that could be offend to some audiences.
Explain the principles of effective communication
Interpersonal Skill

Interpersonal communication is the development by which people swap over their information, feelings and emotions which mean through verbal and nonverbal messages and it is face to face communication. when communication take place there must be two or more people involved where one person can express the message. interpersonal communication is very important because the clients can feel free to ask question if they needed any. They have to feel that they can approach someone to share their problems.
everyone needs to have interpersonal communication skill so that they can understand what the person is talking about. Interpersonal skills include everything from communication and listening skills to attitude and manner. Good interpersonal skills are a requirement for many positions in business and people learn interpersonal skills by interacting with family members, going to school, and socializing with their peers and most importantly Interpersonal skills reduce stress, resolve argument, improve communication, increase understanding.
Positive Language
Methods
Verbal exchanges work for most people, but those who cannot speak may sign a message, while someone who is deaf might rely on lip reading. The recognized signing system also acts as an aid for communication with the deaf.
Verbal Exchange
: You need to be confident in sharing information with others and you should be more clear when talking and most importantly need to listen clearly when someone is talking so that everyone is clear about the discussion.
Sign
: This is a skill which is another method of communication you need to have. It can be used when you communicate with people who has hearing difficulty. Some people take courses in sing language to be able to communicate more effectively.
Lip Reading
: As speaker you should be aware of this when you speak with deaf person or someone who has hearing difficulty and you mast slow down your speech to make that the person follow and understand you.
Using positive language is very important skill and saying something in a positive language is an effective way to encourage people to do something. Language is very powerful tool, whether you communicate verbally, or in written form, the way you express yourself will affect whether your message is received positively or negatively, even when you are passing on unpleasant news, the impact can be softened by the use of what we call positive language.
Looking at ways you can communicate in a more positive way is more likely to bring out support rather than argument or disagreement. Whether you are communicating with clients/customers, colleagues, or family/friends, you can use positive language to project a helpful, positive image rather than a unhelpful negative one. Positive language can be shown with your interpersonal skills for example smiling, nodding and leaning forward is a positive reaction. The word 'yes' is positive language that is used. By leaning forward it shows that you want to listen to what is being said and it shows your willingness.

Negative Language

There is many ways that you can show negative language for example cutting in when people are talking can show that you’re not interested in what other people are saying, it shows that your attention seeking and do not want to listen to other people speak. Another way to show a negative language is when you are finishing people’s sentences can cause other people to feel irritated and can make it feel as if you are rushing other people.
Not reacting at all can make it seem like you don’t care about what the person is saying and it shows to them that you are board.
Body language can also show negative language, it can be like a barrier to stop people communicating with you. It can also make you seem as if you are angry about something.

Techniques and Cues
There are many types of techniques and cues and they all fall under interpersonal skills.
These include
- Use of body language
- Use of intonation
- Use of 'smileys'
When communicating it is very important to change the tone of your voice when you are talking to a group of people, and you also need to use a body language. using body language make audience comfortable and interested in your conversation to listen to you. Someone that speaks in a very boring way will not engage the audience for as long as someone who speaks dramatically and show a difference the pitch of their voice.
Intonation is when there has been a change in someone’s voice, the pitch has changed. The word rising is when the pitch increases and the word falling is when the pitch decreases. if you don't change a pitch of your voice no one will listen to you and will get bored.
Smileys are kind of symbols which show an emotion without actually stating it. people use them widely in texts, social networking sites, blogs, chat rooms and on the internet.

Active Engagement
Active engagement shows the person talking that you are listening to them. It can show confusion, understanding etc. It is one of the main skill needed to have an effective communication and keep a conversation going. This active engagement means that people may be more likely to take part in sharing ideas and such because it produces good atmosphere where people will feel safe to share their ideas.
Simple example of this would be nodding. nodding shows the talker that you understand what they are talking about. This is because if in collage teacher explain to you how to reboot your computer and you nodded your head but didn't understand, This could west their time and yours and also you would still don't understand what to do.

Smileys or emotions
Communicate in writing
Written communication skills is important for types of communication when you are presenting a piece of work.
Written communication is one of the different forms from the other communication which require a very special skill in the construction of message, that mean handwriting, typing and it also require a good vocabulary and grammar of English, which is very important skill to have. It is required to deal with written techniques. Written communication is also required a good knowledge of the vocabulary and grammar of the language. When writing something, it looks very easy but effective written communication is a matter because you will need to know how to communicate with people in writing and also you will have to identify what tool you can use at your disposable to communicate a message to your audience so that there can be less risk of misunderstanding.
Grammar and spelling
Proof Reading
Note Taking
Smileys or emotions can be express your mind and feelings. They usually are use text messages or internet forums and social networks for example Facebook, MSN, etc but they can not be use for serious communication because they should be only used for informal messages between friends and family and it is not be acceptable during your working hours or sharing with your consumers. Some companies automatically not allowing workers to use smileys or emotions in professional communications.
If you want to become a professional, it is very important to have a good grammar skill throughout all the form of written communication, because doing this shows that you are suitable for the position you are going to work. If someone has a bad grammar skill it could lead miscommunication or could be west of time and no one will offer a position they apply for.
Beside this it is also important to have a good spelling level. It is important to double check your spelling mistake.The body of your report, letter, or emailI mean whatever the content of the communication, it is important that it it written using the correct grammar and spelling. Mistake convey an unprofessional image to the reader and they can also create confusion if the mistakes result in the message being difficult to understand. Word processing software offers grammar and spell checker options so use them.
Proofreading is a reading over your work to correct any mistake made after you are finished but you are actually not finished if it has not proofread. This will help you to correct the mistake you made in a piece of work for example if a student like me has finished a piece of work of my coursework then I should proofread my work for any mistake because this will improve the work I have done and make it more readable and technically correct so before you send your written communication it is essential to review and check your work for accuracy. When you first create a written communication the document is called draft so every time you redraft your document, you should proofread the text check that you didn't introduce any errors.
Note taking is reading or listening to someone and copy key points which are relevant to what a person is trying to learn for example if a student is reading through a book that relevant to other students subject they should take notes what they are reading and then just explain it in their own words. It is a great skill being able to take effective notes, particularly as you progress through education, taking notes is time consuming. A key points about taking notes is that you should always write up notes in full as soon as possible after taking them, because then you might not remember what you meant, especially if you made a lot of errors.
During the lecture, write all the meaningful information legibly. After the lecture, write a summary of the ideas and facts using key words as cue words. Recite all the information in your own words without looking at our notes. Think about your own opinion and ideas, raise questions and record the original ideas. Before reading new materials take some minutes to review your older notes and skim over the main ideas and details.
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