Communication Flashcards
What does effective communication involve
1.The transmitter/sender sending a message to pass on information
2.A medium of communication – the method for sending a message (i.e. e-mail, phone, etc)
3.The message being sent to the receiver
4.The receiver confirms that the message has been received and responds to it (feedback)
Define the verbal method
The sender speaks to the receiver (i.e., through meetings, telephone, or video conference)
Advantages of Verbal Method
Information is given out quickly & an efficient way to communicate with many people
Opportunity for immediate feedback
The speaker’s body language reinforces the message.
Disadvantages of Verbal Method
If talking to many people, it’s hard to tell whether everyone got the message.
It is unsuitable for accurate messages, and a permanent message record is needed.
Define the written methods
the sender creates e-mails, memos or letters, including the use of Information Technology
Advantages of Written Methods
Message can be referred to in the future as “hard evidence.”
Easy to explain complicated messages
It can be copied and re-sent to many people
Disadvantages of Written Methods
It might lead to too many e-mails and ‘information overload.’
Two-way communication is difficult
It is hard to check if the message has been received
Define Visual Method
The sender uses diagrams, charts, videos, PowerPoints
Advantages of Visual Method
If information is presented more appealingly, people will be more interested in it.
It can be used to make written messages clearer, to illustrate the point
Disadvantages of Visual Method
No feedback and needs other methods of communication to go with it
Graphs and charts may be difficult for people to understand, and the message may be misunderstood
Problems with the sender
Poor attitude and body language
Unclear message
Message too long
Sent to the wrong person
Overcome by:
The sender should ensure that the message uses language which can be understood.
The sender should make the message as straightforward as possible.
The sender should ensure the message is delivered to the right person.
The message should be brief, with the main points to be understood.
Problems with the medium
Too many people pass on the message.
The message may be lost.
Wrong channel used
Technical break down
Overcome by:
Insist on feedback; if none is given, the sender can assume the message is lost.
The sender must select an appropriate channel to avoid problems.
Shortest possible channel to avoid problems
Other forms of communication should be available.
Problems with the reciever
Lack of trust
Poor attitude
Poor listener
Overcome by:
The message should be emphasised, and receivers should be asked for feedback to ensure understanding.
If trust is not between sender and receiver, then the sender should try to build that trust, or perhaps another sender who is respected by the receiver could be used.
Problems with feeback
Not sent
Unclear
Not asked for
Overcome by:
Perhaps no feedback was asked, or the method of communication required no feedback, so another technique that may allow feedback should be used.
Direct lines of communication should be available.
