Principles of Effective Communication

General Communication

General communication is how we communicate with each other generally. This involves how we communicate to others with a cultural difference, how accurately we communicate and get our 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 communicating 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 vital when communicating with customers and employees in Rainbow Light because if their is a communication breakdown then the business will not operate efficiently.
Employees 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.

Written Communication

Written communication skills have a big impact on the business world today. Effective written communication skills are essential for any form of writing in business development. This includes written materials such as letters, memos, emails, advertising, promotions, blogs, social networking and any other form written material.

Writing is a more effective and formal way, compared with speech, to get the meaning behind your words across. This comes down to writing involving carefully chosen words, well thought out words, good sentence formation and grammar that allow the user to understand the piece of writing and proof read material that has no mistakes that will confuse the reader. Although writing is a more reliable and efficient way of communication it can take awhile to receive a response from the person you are commuting with.

Rules Of Written Communication

There are some rules that are involved when writing which make it different to normal everyday speech.

Spelling and grammar needs to be adequate when writing so the user can understand it. The spelling of words helps the reader know what word the writer is referring to and helps them understand what is happening in the text. Grammar allows the user to understand how the writing is written and it also shows them how to read the writing such as when to take pauses or when to shout or whisper.

The layout of a piece of writing is important because it represents how we want the piece of text to come across to the reader. If the text is a formal letter then the writing needs to be represented in a formal letter layout, if the text is just a note for personal use it can be plain and simple with no certain layout.

The style of the text, such as the font that is used, represents how we want the document to be seen by the reader. For example if the piece of text is for a job application we would want the text to be in a plain, simple, easy to read font such as Arial or Times New Roman. If the piece of text is for a children’s story book the font used could be something different to represent the story such as Gothic font.

The language used in a piece of text is also important as it can show how important or formal the document is. For example in a formal letter the language must be formal and contain no errors or slang. While on a blog the language can be however you want and can contain common slang or shortened down words.

Email

In the organisation Rainbow, volunteers can communicate with clients and other volunteers by email. Emails sent by a volunteer in Rainbow would contain information about upcoming events or any important dates that clients and volunteers would need to be informed of or expected to attend. In order to keep the email in a formal, business and professional setting the right actions must be carried out. Spelling and grammar must be correct so the client or volunteer can understand the email. If the spelling of words is wrong or incorrect grammar is used in the email it will give off a bad impression about the business. The right language must also be used in the email and cannot include any slang words or text speak, this means the email can keep it’s professionalism and keeps to a business setting which delivers a good impression.

Social Networking

In the organisation Rainbow, volunteers can communicate with clients and other volunteers by using social networking websites such as Facebook, Twitter or Google Blogger. Posts would be the main form of written communication on these websites. The volunteer would share information in these posts about upcoming events or information about past events. In order to keep the posts in a formal, business and professional setting the right actions must be carried out. Spelling and grammar must be correct so the clients or volunteers can understand the posts. If the spelling of words is wrong or incorrect grammar is used in the post it will give off a bad impression about the business. The right language must be used in any posts and cannot include any slang words or text speak, this means the posts will keep a professionalism and business style about them which in turn delivers a good impression.

Interpersonal Skills

Interpersonal skills are the skills we use to communicate with others around us. It includes our confidence and our ability to listen and understand one another. People with strong interpersonal skills are usually more successful than others when it comes to their professional and personal lives and they are perceived by other people to have more calm, confident and charismatic qualities. Anyone can develop and improve their interpersonal skills by being more aware of the interpersonal skills they already have.

Body Language

Everyone uses some sort of body language in a face-to-face discussion. Body language can help the person convey what they are thinking to the person they are talking to. We can improve our body language skills by understanding it and looking at the body language skills we already have.

If a person nods their head, or leans toward the speaker this can convey that they are in agreement and are interested in what is being said. When a person sits with good posture and puts there hand on their chin while looking up at someone it means they are concentrating on what the person is saying.  

When a person uses negative body language and has a negative attitude it can act as a barrier to communication because if a person uses a negative, aggressive body language or stance the person they are communicating with is less likely to respond or want to have a discussion.

This could be the case such as when a person slams their fist onto the table. This would produce a negative effect compared to someone with their hands by their side. Also when a person slouches in their chair and puts their hands over their mouth, it would be received that they are not interested or concentrating on what the speaker is saying.

A volunteer working in Rainbow Light would need to have positive body language while communicating with clients. For example they need to show an interest into what the client is saying. They would do this by nodding and also having a good positive posture facing towards the client.

A volunteer working at Rainbow Light would need to have positive body language towards other volunteers. For example when the volunteers are working as a team to make sure activities are completed with the clients they would need to be friendly and get along with each other by showing friendly and positive body language such as patting another volunteer on the back or shaking hands with other volunteers.

Verbal Communication

Verbal communication or spoken communication is the way we interact with other people and how other people receive our message.

When we verbally communicate we do so by using clarity of speech. While we are calm, focused and polite a better response is received from people we talk to. If we are negative and in a bad mood we will receive a bad response from the people we speak to and it will also create a barrier of communication. This is why it is important to be warm, welcoming and open when speaking to a person.

A volunteer working in Rainbow Light would need to have positive verbal communication so they can converse with the clients. If they are negative and unfriendly it will create a negative atmosphere for the client and a bad working environment for everyone else.

Also a volunteer working in Rainbow Light would need to have positive verbal communication so they can communicate with other members of staff. For example when a volunteer is getting interviewed for a place in Rainbow Light they cannot use a negative tone of voice when communicating with the interviewer. They need to speak in a clear, friendly manner with confidence if they wish to get a place in Rainbow Light.