Methods of Communication Flashcards
METHODS OF COMMUNICATION
Types of Verbal Comminucation:
Verbal, or face-to-face, communication can be in the form of a:
* meeting
* interview
* conference
* telephone call
* training session
METHODS OF COMMUNICATION
Advantages and Disadvantages of Verbal Communication:
Advantages
* instant feedback
* quick, up-to-date, direct transmitted
* body language, facial expressions, and tone can be observed
Disadvantages
* distactions/interruptions
* no record of what was discussed
* can forget what was discussed/agreed
METHODS OF COMMUNICATION
Types of Written Communication:
Can be presented as a document, in paper form or digital. Forms of wirtten communication include:
* forms
* letters
* reports
* leaflets/posters
* PowerPoint presentations
METHODS OF COMMUNICATION
Advantages and Disadvantages of Written Communication:
Advantages
* good for large amounts of people
* permanent record of what was discussed
* can be read, and reread, whenever is convenient
Disadvantages
* less felxible - no discussion/interaction
* inacessible for some people - e.g. dyselxia
* takes longer to prepare and, in some cases, send
TECHNOLOGY USED TO COMMUNICATE
Email:
Quick, efficient way of communicating online.
TECHNOLOGY USED TO COMMUNICATE
Advantages and Disadvantages of Email:
Advantages
* attachments and links can be enclosed, e.g. spreadsheet, pdf, and presentation files
* can be sent to multiple users at once
* can be accessed on mobile devices, so even when out and about recipients still can read and respond
Disadvantages
* internet is required to access
* viruses/malware can be enclosed - infects computer system when opened
* some messages can be automatically moved to a ‘junk’ folder and only be found when a person goes through that folder
TECHNOLOGY USED TO COMMUNICATE
Social Media:
Includes apps such as:
* Twitter
* YouTube
* Facebook
* Instagram
Organisatations use platforms to post short pieces of media for people to view.
TECHNOLOGY USED TO COMMUNICATE
Advantages and Disadvantages of Social Media:
Advantages
* can tell customers about new products, offers, problems/issues
* can easily gain feedback and ask/answer questions
* more informal, up-to-date way for the organisation to communicate
Disadvantages
* no guarantee that everyone will see posts
* no preventing negative comments about organisation
* information is open to the public, care will need to be taken about what informtion is transmitted
TECHNOLOGY USED TO COMMUNICATE
Presentations:
A planned, researched, engaging message, delivered confidently usually passed on to a large group of people.
TECHNOLOGY USED TO COMMUNICATE
Advantages and Disadvantages of Presentations:
Advantages
* presentations slides can be printed as handouts for the audience with space for notes
* allows for 2-way communication as audience can ask questions
* provides a visual element to the verbal information
Disadvantages
* some people may be unable to hear/see presentation
* if presentation is not engaging people will not pay attention or retain information
* the audio visual equipment can be expensive when presenting to large audiences, such as AGMs (annual general meeting)
BARRIERS TO COMMUNICATION
Types of Barriers to Communication:
Use of Jargon
* specialists could use technical jargon suitable to people only in that field, making others unable to understand and retain information.
Lack of Intrest
* if the message isn’t in an appropriate, appealing format, recipients will not be intrested or listen.
Lack of Feedback
* without feedback, like answering questions, it is difficult to know if the message is being recieved or understood.
Language Barriers
* misinformation between people who are unable to speak a common language, this can be through communicating overseas or dealing with colleagues/customers with different tongues.
Information Overload
* giving out and including too much information can be difficult for recipients to process
BARRIERS TO COMMUNICATION
Ways of Minimising Barriers to Communication:
Use of Jargon
* ensure that the language used is not too technical and easy for everyone to understand
Lack of Interest
* use graphics, animations, videos, pictures to make the presentation more interesting
Lack of Feedback
* provide sheets to fill out, such as traffic lights or happy - serious faces
Language Barriers
* provide translated notes
* translator
Information Overload
* paragraphs of text should be kept in the notes
* keep information on slides to a minimum - slides should underline and reinforce what is being said
RESEARCHING INFORMATION
Ways to tell if a Website is Reliable:
- beware of bias
- avoid anonymous authors
- check the link (padlock = secure site)
- check the date to see if its up-to-date
- observe URL - make sure site uses encryption and doesn’t end in ‘‘.net’’
RESEARCHING INFORMATION
Features of Reliable Websites:
Timely
* must be up-to-date - check to see when the website was least updated
Relevant
* information is suited to the audience and to the point - useful for the person to know
Complete
* all the facts are included, no data is missing - will be misunderstood if some information missing
Accurate
* all information is correct and true - no errors or mistakes in documents, e.g. spelling and grammar
RESEARCHING INFORMATION
Concequences of Using Reliable Websites:
Higher Costs
* wrong decisions take time to correct, time = money
* waste time re-gathering the correct information/redoing the work again
Wrong Decisions
* information used to make decisions may be inaccurate, leading to poor decisions being made
Damaged Reputation
* wrong/late decisions can have an impact on the reputation on the business, leading to bad publicity
Missed Opportunities
* wrong decisions can lead to missed oppourtunities, e.g. wrong flight, wrong train, wrong info, meaning meetings, appointments are missed
