P2 Effective communication

1. P2 Effective communication By Cale Fazackerley

2. Speech Simple wording Make sure the working in your communication is simplistic if the audience is young. Also the information needs to be worked simply so that people can understand and follow what you have to say. • Make sure you speak clearly and loud so that people can hear and understand you. • When speaking you should use proper English, don’t slang as people may not understand.

3. Email Slang When communicating it is important that you don’t use slang, and speak properly so that people from all over the country and even people who don’t have English as their first language can understand. It can be used when speaking informally but it should not be used in formal situations such as the workplace. • When sending emails the layout needs to be easy to follow and have all the information that it needs (subject). • If the email needs to be formal make sure the sign off is formal such as yours sincerely and not something informal such as bye. • The sentences need to make sense as it is written communication.

4. Capital letters Language and accents Similar to slang some accents can be hard to understand. It is best when speaking to try not to speak in a strong accent as people may not fully understand and you may have to repeat yourself. People who have learned English may not be able to understand you if you speak to them in a really strong accent. • When sending an email it is polite and correct to not send the whole message in capital letters and to use them when necessary.

5. Grammar, spelling Face to face Some conversations are better face to face because they allow you to get your point across better. Face to face communication is used in more formal situations as some important matters are better to be discussed face to face rather than over email. • When using written communication you should think about your grammar and spelling. • The sentences shouldn’t be too long and they need to make sense. • Correct punctuation should be used when communication through writing. • Apostrophes and comers need to be used in the right places because if they aren’t used correctly the sentences may not make sense or may not flow properly.

6. Confidence Video The use of video when communicating can be effective because you can show people something you are talking about and give them examples to help them understand. By communicating through a video it allows you to use sign language for deaf people as they will be able to understand. Subtitles can also be used in a video for deaf people which means video is an effective way to communicate with deaf people. • When speaking and presenting you need to have good confidence as you will then speak clearly and people will understand better. • If you are nervous you may forget words or jumble up a sentence and not make sense, this is why it is important to have confidence when communicating.

7. Pictures Podcasts Podcasts are an effective way of communicating because they are easy to get hold of so everybody can use them. They are also quicker to make and send if you have a lot of information to pass on. The user could make a podcast of them speaking rather than writing a long email or letter. They are also free as well which is another good thing. • The use of images when communicating can be effective as it can give people examples, some people understand images better than text. • This could be used when presenting to a younger audience as well as adults because it livens the presentation or document up that you are communicating to them through.

8. A letter is another form of communication which can be effective. • It is similar to an email so the same principle such as good grammar, punctuation and spelling needs to be applied to it for it to be effective. • Letters are used in formal situations as they can be important documents such as a CV for a job, bills and receipts and other important documents. • They are seen as formal because it is proof of something that happened. Letters

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10. Formality: In some cases were being formal is important a specific form of communication must be used so that the formality of the situation can be matched. When formality is key written communication is the best too use as it proves to be more formal than other forms of communication, for example birth certificates are written as they are extremely formal as they prove the birth of a person.

11. Geography: This is the distance in which people commutate, in terms of long distance communication this means that people will have to use tools such as a phone or e-mail to commutate as it is not possible to speak to somebody if they are thousands of miles away. As the distance is great the person who you are trying to communicate with may speak in a different language and/or in a heavy accent which may make communication harder.

12. Expense: Communication tools have expenses meaning that they cost amount of cash which can range depending on the form of communication used, for example the cost of a stamp to send a letter to someone across the world compared to putting somebody on a plane to go speak to the person face to face

13. Audience: The audience is the target group that is getting communicated too for example in a company you may have a meeting with only the senior members of staff with means of a video conference or you may want to send a message to everybody in the department so you send a quick e-mail to everyone within the select group.

14. Convenience: Choosing which form of communication can depend on how convenient it is for yourself but also the person you are communicating too for example it may be simple for you into send an e-mail however if the person that you are sending the e-mail to is not very computer literate then it would be move convenient for them if you were to send them a letter instead.

15. Impact: This is the impression that is to be made during communication depending on the impact a person wants to make during communication can have an effect on the type of communication tool used for example when a person is an employee of a business and they have done something wrong meaning they are to be given their first warning the manger will want to talk with the employee face to face rather over an e-mail this is because they will want to get a heavy impact on the employee so that they will feel that their mistake was bigger than it maybe so the is less chance for them to make a mistake again.

16. Occasion: This is which way that information is being communicated which can then change which communication tools are used an example would be if the occasion was to talk with a few key employees then a meeting can be organised by using e-mail than say writing and the sending of a letter or another example if you were to have a one to one meeting with a high up business colleague then you may have expect to use some physical communication tools such as the use of a handshake.

17. Time: This is the amount of time which will be needed to be taken to perform a communication this meaning that the amount of time it takes to perform an action can change which communication tool is be used for example if someone wanted to send a urgent document which held important information then they would choose to send the document over e-mail as this is a very fast way to commutate rather than sending it to them in a letter or in some cases in person.

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19. Formality- Formality can be a barrier as in certain situations you need specific communication tools in order to communicate properly. In order to communicate with the correct maners and punctuality

20. Geography- Geography can be a barrier as if you need to travel large distances, language and accents can be a barrier. A way of overcoming these situations are to learn the language of the place your are traveling too, or have a translator or subtitles where you are going to help you and the others you are trying to communicate with. In the past employees would have found it difficult to interact with people in different countries but nowadays to overcome distance in a workplace employees could use Skype and emails to communicate their ideas.

21. Expense- Expense is where you get subsidised for any of your issues. This can be a barrier as when traveling long distances by car, train or plane it can cost a lot of money

22. Audience and other people-Other people can be a barrier because they can distract you by talking to you no matter what the context is. To overcome this barrier you can either ignore the person or tell them you are trying to work and talk about it later unless the convocation is important. However your audience is also an important matter to take into account as they may have disabilities, have different age groups and the context, you will have to take these into account and accommodate for them all.

23. Context-Information overload can occur when you are watching a PowerPoint presentation and there is too much information being thrown at you too quickly you could just not take any of it in. Ways of overcoming information overload is getting the source of the information, what I mean by this if you were watching a PowerPoint you should try and get a copy of it so you can go through it at your own pace and take all the required information form it.

24. Disabilities- For those that have a sight disability than having Braille in the work place would benefit them profound; Disabilities can prevent effective communication if a person has difficulties with reading and writing. IT tools and techniques could be used to aid communication with people reading and writing problems by using software which identifies spoken word and adds the spoken words in to a document. Also the software can read the text in a document and then play the text thought the PC’s speakers.

25. Distractions- There can be a massive range of distractions these can range from going off task on the internet or something important that is happening outside of work i.e. a wedding or funeral. Lack of concentration is things like being tired or not being interested in the subject that you are working about. Ways of bypassing these distractions is to keep work and home life separate or to make sure when you are using the internet for work you stay away from websites like Twitter and Facebook that can be highly distracting. Ways of gaining concentration are to try and get as much sleep as possible, and do things that will try and make the subject interesting. This will help you complete work or a presentation to a good standard with no barriers.

26. Sound- Sound barriers such as car alarms and air conditioning can greatly affect the quality of a lesson or presentation so it is important that you can overcome sound barriers. Ways we can do this is by making sure everyone is keeping eye content and then speaking up, speaking clearly and using props to help explain what you are trying to portray. You will need to project your voice in order for everyone to hear you if there are sound that you can’t avoid, also if someone is hard of hearing you could use a microphone.