Communication Aids and Strategies

A. Kinds of Communication Strategies

1. Verbal communication strategy - can either be written and oral communication
a) Written communication -comprises e-mails, chat, fax messages, and text messages
b) Oral communication - may involve phone calls, video chats, aside from face-to-face
conversation
2. Non-verbal communication strategy - is more on visual cues such as facial reactions, body
language, voice tone, and the physical distance between communicators
Examples:

✘ Shaking hands

✘ Patting the back

✘ Eye contact

✘ Etc.
3. Visual communication strategy - provides documentation in school and in workplaces.
Examples:

✘ Signages

✘ Memoranda

✘ Illustrations

✘ Webpages

✘ Graphic designs
B. Factors to Consider in Developing a Communication Strategy
1. Objectives
- communication strategy should be aligned closely to your individual or organizational plan.
- if presenting on your own, you should clarify your personal objectives; if speaking for and in
behalf of an organization, you should look at your organization’s vision, mission, and goals.
Classification of objectives or goals:

✘ General - general purpose is a broad indication of what you are trying to accomplish

✘ Specific - specific objectives describe the outcome you are seeking

Examples:

✘ Vague
I want to collect some donations in this meeting.
I want to get my manager’s support for my idea.

✘ Specific
I want to collect at least P500 from each person in this meeting.
I want my manager to give me one day per week and the help of a secretary to develop my idea.
2. Audiences - identify your target audience whom you need to communicate with to achieve
your personal or organizational goal or objectives.
Questions to ask:
a) Who are the key audience members?
b) How much do they know?
c) What do they want to know?
d) What are their personal preferences?
e) Which demographic characteristics are significant?
f) What size is the group?
g) What are the audiences’ attitude?
3. Messages - communication is all about storytelling; thus; thus, always use an interesting
narrative, human interest stories, and imagery
- Adler, et al. (2012) suggest that you develop the thesis statement. A thesis statement is the
central or key idea; it is a single sentence that summarizes your message.
Examples:

✘ Investing now in a new system will save us money in the long run.

✘ Advertising on our website will boost your sales.

✘ You don’t have to accept sexual harassment.

4. Context - influences what you say or how you say it.
Example:

✘ If others are speaking as part of your program, you need to take them into account
“I had originally planned to discuss the technical aspects of our new express delivery system, but
I think Carol has covered them pretty thoroughly.

✘ If you’re presenting a new budget proposal just after a company has suffered a major financial
loss, you should be prepared to show how your budget will cut costs (Adler, et al., 2012).
Pitfalls of computerized design programs
a) Poorly conceived messages,
b) Design over content, and
c) Overly complex presentations
Guidelines in presentation software (adler, et al, 2012)
a) Be sure you have a reason for using a visual aid.
b) Keep your slide shows brief.
c) Match the sophistication of your visuals to your audience.
d) Make sure the visual is large enough to see.
e) Keep the design of your visuals simple.
f) Use only a few words (in each slide).
g) Use only horizontal printing.
h) Label all items for clear identification.
i) Display a visual only while you are discussing it.
j) Practice using your visuals.
6. Resources and Time - ensure the availability of the resources and set an expected timescale
for your communication strategy.
- remember to check if the equipment that you will use are ready and working.
- be mindful of the time allotted for you.
7. Evaluation
Self-assessment questions (Adler, et al., 2012)
a) Was each point or claim that I made supported by at least one piece of verbal and/or visual
support?
b) Did each piece of supporting material make my claims more clear, interesting, and
persuasive?
c) Did I use a variety of verbal support (definitions, examples, stories, statistics, and
comparisons) to add impact to my presentation?
d) Did my visuals (charts, graphs, photos, videos, etc.) make my points more clear, interesting,
and persuasive>
-Did I present visuals in a way that contributed to my effectiveness?
-Did I look at my audience, not at the visuals, while speaking?
-Did I display visuals only when discussing them?
e) Did I practice using all technology (eg., computers, projectors) to make sure it operated
smoothly in the venue where I spoke?
f) Did I present information honestly and accurately to support my claims?
g) Were the complexity and sophistication of materials I cited appropriate for my audience and
topic?
h) Did I cite the sources of my supporting material when appropriate?