Understand the importance of effective communication.
Communication in the workplace is a process used to transfer information or instruction from one individual to a group or another individual. When we need to convey information or instruction to our teams or indeed to senior management communication is essentially a means to an end. To achieve a clear communication path the receiver must understand the instruction or information being given. By providing them with the reasoning behind the information we are trying to get them to engage in a positive way with the message or instruction. If the receiver understands the purpose of the message being communicated they are more likely to buy into it and make a commitment to the purpose behind it. The message passed must be clear to them so they understand what we require from them. We must ensure the communication contains all the information they will require to achieve the desired result. Also the receiver will need the chance to clarify any questions they may have in order to fulfil their requirement. There are five key stages of communication in the workplace to achieve an effective information flow from the message sender to the message receiver. These are as follows in logical sequence. -------------------------------------------------
SENDER ----- ENCODING ----- TRANSMISSION ----- DECODING ----- RECEIVER 1) The sender. Must provide clear, understandable instruction or information on the subject so the receiver has no doubt of what is required of them. 2) Encoding. This usually is in the form of a language (either written or verbal) that the receiver will be able to understand. 3) Transmission. This can be done by various methods. In certain cases it may be more effective to use written communication such as email or fax. At other times verbal transmission may be used, either in groups or individually. The sender must decide on the most effective way to get the message transmitted. 4) Decoding. The receiver must be able to translate the message so they understand its contents or instruction. 5) The Receiver. Must indicate they have received the message and understand their input. On receipt they need to clarify any problems they may have with the message or instruction. There are many potential barriers to effective communication. In verbal communications a message may not be properly received for the following reasons. 1) Poor use of language or inappropriate language. This will cause the receiver to switch off. The sender must present in a clear understandable format without resorting to swearing. 2) The sender’s accent may be a barrier to the message getting through. If the sender’s accent is not easily understood by the receiver then a written message may be more effective.
3) The use of jargon or acronyms can confuse or baffle the receiver. As not everyone will understand jargon such as “best practice” or acronyms such as “NEBOSH” these are best avoided. 4) The sender must have a full appreciation of the message subject before delivery. It will soon become apparent to the receiver that the subject being discussed is not fully understood by the sender. The sender must do their research. 5) Voice tone and body language can send a signal to the receiver causing concern. The senders tone must be consistent and appropriate for the meeting giving a confidant aura. Likewise body language, such as fidgeting or foot tapping, will send a poor signal to the receiver. 6) The message length cannot be so long to induce boredom or loss of interest. The sender must get the message across in a reasonable time period. 7) There must be little outside or background noise to distract the receiver. The meeting should be arranged in a suitable environment such as a closed office rather than the canteen or...