Lead Workplace Communication

LO 1: Methods of communication

1. Methods of communication

1.1 Non-verbal gesture

Nonverbal communication is critical to the success of any workplace. It starts from the
moment an employee applies for a job and continues through the employment of that
particular employee. Realizing the importance of nonverbal
Communication can promote teamwork, respect and efficiency in any workplace.

To deliver the full impact of a message, use nonverbal behaviors to raise the channel
of interpersonal communication:
Eye contact: This helps to regulate the flow of communication.
Facial Expressions
Gestures:
Posture and body orientation
Vocal:

1.2 Verbal
Business professionals demonstrating effective verbal communication skills use spoken
words to convey a message clearly and concisely. To get a message across, the sender needs
to ensure the receiver correctly interprets the words. If not, confusion and conflict typically
results.
i. Meetings
Verbal communication occurs in meetings when participants share their ideas.
ii. Presentations and Lectures
Using effective verbal communication, business professionals give presentations and
lectures to convey their expertise on a particular topic.
iii. Workshops
Workshop organizers use verbal communication to direct the activities of participants. By
providing clear instructions for group, the facilitator ensures a positive development
experience. For example, a leader describes the rules for participating role-playing exercises,
talks about the scenario and determines how
iv. Conversations
Conversations typically involve two people discussing a topic.
1.3 Face to face

Face to Face Communication

Face to face communication is more effective than other types of communication such as
telephone or email.
Because telephone or email communication lacks important nonverbal cues to help us
understand the message.
1.4 Two-way

Two-way communication
Two-way communication is a form of transmission in which both parties
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Involved transmit information

Two-way communication - uses communication to negotiate with the public,
resolve conflict, and promote mutual understanding and respect between the
organization and its public(s)..
.
Group Communication Methods

Communication can be defined as a method by which people share information, ideas and opinions.
Communication can be done on a person-to-person level or in a group. An ability to understand
what others are saying and bring your message across in a group of people constitutes effective
group communication. There are several methods you can use to communicate better in a group

1.5 speaking to group

Dialogue

Dialogue is an exchange of information between people. Dialogue allows each person of the
group to easily express his ideas and get immediate feedback from others. To make dialogue
effective, allow other people to finish their thoughts and respect other people's opinions.
Listen carefully to what other people say in a supportive way, encouraging all group
members to tell what they think about a particular comment.
1.6 Using telephone

Telephone communication lacks nonverbal cues. When we are having a phone

conversation, we don't have facial expressions or body language to help us
Decode messages, so we must focus on every word being said, and the tone of voice
that is being used.

1.7 Written
Written materials often bear the greatest burden for the communication of new ideas and
procedures

Use Written Communication When:

 The sender wants a record for future references.
 The receiver will be referring to it later.
 The message is complex and requires study by the receiver.
 The message includes a step by step procedure.
 Oral communication is not possible because people are not in the same place at the
same time
 A copy of the message should go to another person.
 The receiver prefers written.

1.8 Using Internet

Types of Internet Communication

The Internet provides users with multiple means of communicating. Users may

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communicate with friends, colleagues, news reporter..

Today there are more ways to reach out to people who were traditionally difficult to
contact. As technology advances, the means of Internet communications becomes
increasingly convenient and varied.
Social Networking
Online Phone Call
Emails

LO 2: Communication constraints
2. Communication constraints

2.1Identify constraints
 Anything that prevents understanding of the message is a barrier to
communication.
Many physical and psychological barriers exist:
1) Culture 4) Noise
2) Background 5) Perception
3) bias 6) Stress
7) Our selves — Focusing on ourselves, rather than the other person can lead to
confusion and conflict.
8) Environmental

LO 3: Effective communication principles

3. Effective communication principles

PRINCIPLES OF COMMUNICATION

Communication is a two-way process of giving and receiving information through any

number of channels. Whether one is speaking informally to a colleague, addressing a
conference or meeting, writing a newsletter article or formal report, the following basic
principles apply:
Know your audience. Anticipate objections.
Know your purpose. Present a rounded picture.
Know your topic.
Achieve credibility with your Communicate a little at a time.
audience. Present information in several
Follow through on what you say. ways.
Develop a practical, useful way to get feedback.
Use multiple communication techniques.

3.1Maximizing opportunity for staff

How to Maximize Employee Communication

Staff should always know where they can find the latest employee communications. An
uninformed employee is often an unhappy employee. An unhappy employee is often
unproductive and won't benefit the company.

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 Maximizing employee communication through

 Frequent staff meetings
 direct leadership communication
 written and online communications and
 Social media will make employees feel knowledgeable and that they have a
voice.
 Use all tools to maximize employee communication, as it is better to provide too
much information than not enough.

3.3 Documentation

• Communication and documentation is key for a successful project

• Communication assures coordination of effort across stakeholders
– Agreement on how to proceed
– Tracking of progress
– Assure functioning interface between units
• Written documentation provides the “link” that stabilizes components and unifies
the project
– Helps assure “end-to-end” thinking
– Show agreement on roles, tasks, and schedule
– Provides proof of performance

LO 4: Lead workplace
4. Lead workplace
4.1 Listening for facts and feeling issues
Listening is the absorption of the meanings of words and sentences by the brain.
Listening leads to the understanding of facts and ideas.
It requires concentration, which is the focusing of your thoughts upon one particular problem.
Active listening is a method of responding to another that encourages
communication.

.4.2 Short talk and presentation

How to Give an Effective and Powerful Short Presentation

o Show your passion and connect with your audience
o Focus on your audience need
o Keep it simple: Concentrate on your core message
o Smile and make eye contact with your audience
o Start strongly
o Tell stories

4.3 CONDUCTING A MEETING

 Start on time!!
 Delegate the task of taking minutes if you haven’t a subcommittee secretary
 Review the agenda/obtain agreement on the meetings objectives and goals
 Revise agenda if necessary

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