General Communication
General Communication
General communication is the transmission of information or message from one person to another. This could be done through the use of technology e.g. mobile messaging, social networking sites such as Facebook, Twitter or instant messaging programs such as Skype, MSN... The General Communication is usually informal in style and approach, has no set pattern, not always for a specific audience and is mostly oral.
In order to communicate, there must be an audience in the first place that is being communicated to. The type of audience will determine the type of language you use, the way you put your words together and how you deliver the message. Communications skills exist in two forms:
- Receptive (the ability to listen, understand and then apply that to your own experience)
- Expressive (the ability to explain what you want to say and to so, clearly through audible speech, or through writing so that the other person can understand)
- Engaging with your audience: This is a skills which is really valued by presenter because it provides them with control and total attention of their audience. The most positive things about engaging with your audience is that it easies the pressure on the presenter, which makes the audience become interested in what the presenter is trying to communicate. In Rainbow Light charity when one of the staff that is currently presenting makes a mistake, he will not be laughed at but supported by his/her colleagues which in actual fact builds up a friendly relationship which aids the work.
- How to keep your audience engaged: It is important to be confident by showing positive body language which will indicate that you have the best interest of capturing the listeners attention. Asking questions after the speech is over can help the listener to understand how he/she can improve the way the speaker is communicating to the listener. In Rainbow Light organisation by asking the audience questions, the feedback received will be of help by exchanging between the staff new ideas.
- Question and Answer session: This is something that a presenter or a speaker can really benefit from because it paints a picture for the presenter of what the audience thought of the presentation. When an audience member asks a question it gives the presenter a chance to explain the point which the audience member didn't understand in more detail.
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Not all the people you are communicating to are of a same culture and beliefes as you so they need to be addressed accordingly. Some words or sighs accepted in one culture may be misunderstood or even considered offensive in another. In Rainbow organisation it is also important to use the general communication appropriately both between clients and staff. Considering the fact that Rainbow Light hires people around the UK who might as well be of a different ethnicity than British, it is important to behave appropriately according to their beliefs and culture e.g. Chinese people may find it very offensive when you reach to shake their hand, it is important to respect their personal space.
Interpersonal Communication
Interpersonal Communication is the process by which people exchange information, feelings, and meaning through verbal and non-verbal messages: it is face-to-face communication. Interpersonal communication is not just about what is actually said (the language used), but how it is said and the non-verbal messages sent through tone of voice, facial expressions, gestures and body language.
Methods of interpersonal communication:
Verbal: This is one of the most basic and effective skills to have in your arsenal when communication because it gives a really good impression. Face to face verbal communication is not only about the other person being able to understand you, it is about how you put yourself out to the other person. With this method of communication you exchange arguments and oppinions with the other person.
Signing: There are multiple types of communication but sign language is unique. A sign language is a language which instead of sound patterns, it used manual communication and body language to convey meaning. This can involve hand shapes, orientation and movement of the hands, arms or body and facial expressions to express a speakers thoughts and emotions.
Lip Reading: This is a technique of understanding speech by visually interpreting the movements of the lips, face and tongue when normal sound is not avaiable, relying also on information provided by the context, knowledge of the language, and any residual hearing.
Techniques and Cues:
Body language: Body language is very useful because it augments our verbal communicatin and is particularly useful when communicating in face-to-face situations. It serves to enhance our spoken communication (verbal communication) by sygnaling such things as our attention, whether we are bored, whether we intend to interrupt etc. When communication body language is also a sigh of our confidence, it shows the listener(s) our engagement and interest in the subject.
Intonation: When communicating it is also important to control the intonation. The intonation (tone) and change of pitch may indicate the speakers emotions when communicating e.g. higher voice tone when being aggressive, lower voice tone when trying to retreat etc.
Positive and Negative language:
Positive language: In a communication it is important to express positive emotions and a common response that is of a positive nature is the word 'Yes'. Certain facial expressions e.g. a smile, may also convey a positive reaction. In addition, leaning towards the speaker or nodding your head may convey your agreement or wilingness to listen to what is being communicated to you. In a Rainbow Light the use of positive language between staff and clients is also very important becuase it clearly shows your good intentions and that you wan't to be successful whether to help a client or a colleague. An image below presents examples of a positive language.
Negative language:
Negative language leads to confusion and poor image. Negative phrases in a communication may cause confusion and misunderstanding. In Rainbow Light the use of negative language between staff and the clients would be a bad idea because it would create an impression that people who are being communicated to are not welcome.
Written Communication
This type of communication only applies when you use words in order to communicate to others e.g. in a form of a letter, e-mail, blog, text message. In order to use the written communication the person must be able to construct the message using letters or symbols. It requires a good knowledge of grammar and the vocabulary of the language.
Written communication is used a lot in Ranbow Light in a form of e-mails, letters, memos and writing agendas. This type of communication is vital in Rainbow Light and without it the organisation wouldn't function properly.
When communicating in writing it is important to consider the following:
Spelling & Grammar
Spelling is one of the most essential skills to have at any work placement because if you misspell a word or make a gramatical error on an important document you do not look professional, this could leave a bad impression. When sending out letters, e-mails on behalf of Rainbow Light by making a mistake it not only leaves a bad impression on you as a person who made the mistake, but it also makes the organisation look bad and unprofessional.
Note taking
This is a very good way to practice your handwriting, spelling & grammar. In Rainbow Light taking notes is really useful when you have a busy schedule because if you forget something important you can easily review your notes. Note taking is also really useful for someone who finds in really difficult to remember things, so this would aid a staff member whenever taking care of the client. In Rainbow Light when a staff member wouldn't take any notes he/she could make a mistake and not consider every aspect which could have a negative impact on the situation whether this would involve a client or one of the volounteers.
Proofreading
Proofreading an e-mail, instant message or a text message is a good way to make sure that what you're sending to someone e.g. Rainbow Light client is accurate and the other person knows what you're taking about, proof reading is when you finish the document and review what you've written to make sure you've not made any spelling, grammar or structure mistakes; instant messaging is hard to always proofread and check before you send, as your typing and sending a message as quick as possible, usually to proofread and rectify a mistake, the message is usually sent too quick to stop and read what you written and correct it. A sentence that contains a mistake is e.g. "hello how waz ur day".
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