Introduction
General communication is how we communicate in general. It involves how we communicate to others with a cultural difference, how accuarately we communicate and get out point across to others, the ways in which we can adapt our communication to suit a particular audience such as modulating our voices, using the correct terminology and using a suitable format. General communication also involves how we engage with an audience through the use of technology, the tone of our voices and by asking the audience questions and answers to keep them interested as they are listening to us.
General communication is used within organisations such as Rainbow Light for many reasons. Some reasons on how general communication skills are used are to communicate with customers through various communication methods such as email, telephone or face to face. General communication is necessary for organisations such as Rainbow Light is vital when communicating with customers and employees because if their is a communication breakdown then the business will not operate efficiently.
Clients can use general communication skills when interacting with clients when they are dealing with customer questions. This may be through email or telephone. They will have to communicate important information to their customers.
General communication skills could be used between staff of Rainbow Light when communicating with each other if they are working on a project together.
Adapting
In order to communicate effectively with your audience it is vital that you adapt to your audience. To adapt to your audience effectively you need to ensure that you use the correct terminology, that you modulate your voice appropriately and that you use a good format.
To modulate your voice it is important that you move your pitch up and down appropriately to keep the audience's attention. Pitch is a measure of different frequency. We have to change the frequency of are pitch because it will keep the audience alert.
Terminology is another important factor in relation to adaption that needs to be taken into consideration. It is important that you are selective in your terminology. This is to ensure that everyone in the audience has an understanding about what you are communicating to them.
If terminology is too advanced for the members of your audience then they will not understand the points that you are trying to make to them. This may make them feel unintelligent which will lower their self esteem. If the level of terminology is too advanced it could also encourage the audience to ask more questions.
If the level of terminology is too basic then they may have the 'I don't have to listen' attitude which will mean that they wont listen or react well to the communicator. If it is too basic the audience may also feel that they are being spoken down upon. This may irritate the audience.
It is vital that you use a suitable format for communicating with your audience. If you use a good format then the audience will be more likely to understand you better. A good format may be changing information into something like a rhyme, This would be suitable for children with learning difficulties or young children that have not intellectually developed yet. Other formats may include using a PowerPoint presentation to communicate.
Engaging the audience
It is important that you engage your audience. This is so you will keep them more interested which will therefore mean that you will communicate better with them. Their are an infinite number of ways in which you can engage your audience. It is important that you use various techniques to engage your audience.
Tone is very important for engaging your audience. The communicator needs to vary the tone in their voice as they speak, if they didn't change their tone then they will bore the audience as they will be very dull and boring.
To engage the audience you should remember to pause before you say something every so often if you are presenting orally. This will create and sustain interest in what you are saying. This will also give the audience time to take in any information about what you may have previously sayed.
When doing this it is extremely important that you pause for the correct level of time. Make sure you don't pause for too long because you don't want them to forget what you are talking about. But at the same time you can't pause for a period of time which is too short. This is because they will not be able to take in information in which you may have previously sayed.
If you are communicating through a written presentation such as a PowerPoint presentation then you can engage the audience by varying the length of sentences. You can use longer sentences to get the audience thinking and short punchy sentences to make a point clearly.
You can also keep the audience engaged by sectioning text off through the use of bullet points, headings and by breaking up text into paragraphs.
An example of keeping the audience engaged when you are communicating face to face may be including multi media as you are communicating to sustain and create more interest.
Another way that you can engage your audience is by letting the audience know that they can ask questions. This will encourage them to listen and think of questions to ask.
In a written communication you should keep your audience engaged by including diagrams and pictures. This will make it look like their is not as much writing and diagrams and pictures will most likely help the audience undrrstand what you are saying.
Interpersonal Communication Skills
Introduction to interpersonal communication
Interpersonal communication is a form of in direct communication. It is how we communicate inverbally. It includes how we communicate through body language, actively engaginng through ways such as nodding. It can include what type of questions we ask such as open questions, closed questions and probing questions. Interpersonal communication is what way we communicate for example positive language or negitive language.
Interpersonal communication is used for giving out information and taking in and understanding information that has been given. It influences the attitudes and behavior of other people. Interpersonal communication is good for forming and maintaining relationships.
It is a type of communication that is used to make friends and form relationships and bonds with other people. Interpersonal communication helps us make sense of the world and our experiences. It allows us to express out personal needs and allows us to understand the needs of others.
Interpersonal communication is also a skill that allows us to give and receive emotional support, make decisions and solve problems and to anticipate and predict someones behavior.
Positive Language
Their are many ways to communicate positively. Using verbal words such as answering "yes" to a question is a form of positive language. Other ways of comunicating positively is through facial expressions.
You can communicate positively through ways such as using phrases such as "that is quite interesting" rather than "thats okay".
Other examples of phrases that can be used to communicate positively include "Lets look at some alternatives", or "lets try another approach" rather that "No you are useless, your idea is terrible".
Positive language tells the listener what the goal is and how to achieve it. It tells the listener what can be done, it suggests alternatives and choices available, it sounds helpful and encouraging and does not sound unapproachable.
Negative Language
Negative language is the complete opposite of positive language. It includes somebody cutting in and talking when another person is talking. This depends on how you do it. If you interupt correctly it can be positive but it is done correctly it can display enthusiasm. Negitive language is also finishing off somebodys sentence. This can be extremely annoying and shows that the person is insensitive. If the person decides not to react to what the person is saying and just ignores them then this can be seen as negitive language.
Negitive language includes using body language that indicates a negitive attitude towards them.
It can be a massive barrier to communicatioin because you will be a lot less likely to persuad sombody to open up which will then lead to the conversation running dry and you will get no information of the person that you are communicating with.
Some negitive language phrases include "This is boring", "I will never get this done" and "It can't be fixed".
Negitive language tells the listener what can not be acheived instead of telling them what can be acheived. It includes using a tone of voice that indicates you are putting the blame on them, It includes negitive words such as can't and wont. It does not show positive actions or positive outcomes.
Written Communication Skills
Written communication skills is a skill that shows how well we communicate through writing such as a letter.
It is a specialist skill that we have to learn. It has an indication of how well we also communicate verbally.
Structure
Structure is how well writing is presented. It includes the information following in a logical order. Structure the use of headings and subheadings when it is appropriate.
Structure includes the use of bullet points and numbering to get points across instead of long paragraphs that are cluttered.
It is making words and paragraphs stand out by using bold, italic and underline or by highlighting words.
Tables may also be a good form of structure that could be used for putting information such as customer details (Names, addresses, contact numbers).
Proof Reading
Proof reading is reading over documents such as letters and emails for errors such as spelling mistakes, paragraphs that are not structured correctly and miscalculations in numbers (If you are proof reading spreadsheets).
Proof reading is necessary in Rainbow Light because they are an organization and will want to come across as professional so proof reading for spelling errors, etc would make the organization apperar professional.
It is also important for proof reading spreadsheets because if they type an error into the spreadsheet then they may miscalculate the whole spread sheet which will cause a lot of error.
Proof reading can spot a lot of errors in things such as words mis spelt.
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