My Interpersonal & Written Communication Skills

Assignment 3 Task 2 (D1)

Introduction

In this last task for assignment 3 I am going to evaluate the interpersonal and written communication techniques which I used when presenting my PowerPoint. One of things which I am going to evaluate is the tone of voice which I used.

Main Body

From the group PowerPoint presentation which was delivered to the class you can see that I have all of the content which I had to include with relevant images for each one. My slides also have bullet points of the main points which I had to add for Web Based Communication Channels, Podcasts and WebPages with my other notes being at the bottom in the speaker notes.

I also used an alternate slide delivery for the presentation which kept the audience engaged and it made people enjoy the presentation more.

The presentation was also visually appealing for the audience because I had a good selection of images different Web Based Communications, different BBC podcasts and I had an example of a Webpage which people use. The PowerPoint was also aimed at the right audience because I have wrote an explanation of what each of the Web Based Communication Channels are and I have talked about the uses of each of them.

The tone of voice which I used for the PowerPoint presentation was fine for some of it but I need to slow down for my next presentation by having more confidence. I also tried to engage with the audience by having some eye contact which will make them feel more involved but I could have more eye contact throughout the presentation. The voice projection which I used was good but it could be improved by taking my time when I am delivering the PowerPoint presentation so the audience will enjoy it more. Finally it is good to show a good body language when delivering a PowerPoint presentation because it will show the audience that you are interested in what you are doing. In my presentation I tried to show good body language when I was talking but one thing which my teacher has told me is to have more enthusiasm in my voice.          

An example of one of my slides

Furthermore during my PowerPoint presentation I tried to retain the audience’s attention by having some eye contact with them and I used good images. I could also get more involved with the audience by interacting with them with questions.

Some ways in which I could improve my PowerPoint presentation is by using key words and phrases which I have now fixed and I should proof read before presenting my work. I could also rehearse more before I present my PowerPoint by having notes and should slow down when I am talking which will help.

Another thing which I could do is to use some questioning techniques for the audience which will get them more involved. Some examples of questions which I could use are for people to pick examples of podcasts which they use and what they think of my images.

Finally I have had good teamwork skills in my PowerPoint because I worked well with my teammate with us having alternate slides to keep the user involved. We also did an equal amount of work with the same amount of slides being used for our work.

Written Communication Skills

I have shown good written communication skills in my PowerPoint presentation; some of the things which I have done well is my spelling and grammar which is all correct and is at a good standard. Another way in which I have good written communication skills is by the way that I have used an appropriate structure (format) with short sentences and bullet points for each of my slides. Finally I have identified relevance by writing about the definition and the uses of each Web Based Communication Channel in my PowerPoint.  

 

Conclusion

To conclude you can see that I have evaluated the interpersonal and written communication techniques which I used when presenting my PowerPoint.

Web Based Communication Channels

Reduce the impact of barriers

Assignment 2 Task 3 (M1)

Introduction:

From the research which I have gathered for P3, I am now going to use the barriers which I have identified to explain mechanisms which can be used to reduce the impact of these barriers to communication.

General Communication Barriers

Language used (terminology)

From P3 you can see the barriers to effective communication for the language which you use and they include words from which people use which might be offensive to people from other countries. An example of a mechanism which can be used to reduce the impact of this barrier to communication is by using words that less technical people can understand because people who do not work inside an IT business will not know some of these words. Another mechanism which can be used to reduce the impact of this barrier is by using a translator when you do not understand what people are saying to you of a different language. Finally this would work because by using a translator you will not be offending people who speak a different language.

Age

Also from P3 you can see the barriers to effective communication for people who are different ages and they include younger people knowing more about texting and shortened messaging. One example of a mechanism which can be used to reduce the impact of this barrier to communication is by communicating your message to a different generation in a different way which will help them communicate in a different way. This will work because different generations will know different technical words and phrases. Finally you can also overcome age barriers by hanging out with people who are around the same age as you because you will have more in common.

Cultural Differences
Finally the last general communication barrier to effective communication is people who have different cultures and they include different cultures using different words or signs which are not acceptable in other cultures. One example of a mechanism which can be used to reduce the impact of this barrier to communication is by respecting other people's beliefs and social habits. This will work because by respecting other cultures, it will show that you are not discriminating.

Interpersonal Skills Barriers

Body Language (Talking and Listening)

From P3 you can also see that I have talked about the barriers to effective communication for interpersonal skills and an example of this is your body language. One example of a body language barrier which I have talked about is the tone of voice which you use and this will show the other person what kind of mood you are in. One example of a mechanism which can be used to reduce the impact of this barrier is by talking in a good tone of voice which will show the other person that you are being friendly. Finally you can also overcome by focusing when listening and this will show that you are not being rude.

Background Noise

Background noise is another example of a barrier to effective communication which is an interpersonal skill snd someone who is hovering will distarct you when you are trying to talk to someone else. One example of a mechanism which can be used to reduce the impact of this barrier to communication is by going to a room which is quiet so you can hear what the other person is saying to you. Finally this would work because by going to a quiet room you will be able to fully understand what the other person is saying to you so there will be no conflict.

Negative Emotions
Finally the last interpersonal skill barrier to effective communication is negative emotions and they could be triggered by previous experiences. One example of a mechanism which can be used to reduce the impact of this barrier to communication is by thinking positive about something which you enjoy doing. This would work because you will not have bad memories going about in your head and you will have a positive attitude.

Written Communication Barriers

Using an Inappropriate Structure (Format) 
In this last section for written communication, you can see that I have also talked about their barriers to effective communication which you can see in P3. One example of an inappropriate structure which I have talked about is when you do not use short sentences or paragraphs which will make your work boring. An example of a mechanism which can be used to reduce the impact of this barrier to communication is by using short sentences which are easy to read and to use bold writing for your title.

Identifying Relevance
Identifying relevance is another example of a barrier to effective communication and relevant information is a barrier when important information is not standing out and when you are using the same font size. One example of a mechanism which can be used to reduce the impact of this barrier to communication is by using larger font sizes for relevant information and to highlight relevant information. Finally this will work because people will be able to know relevant information with it standing out.

Spelling and Grammar
Finally the last written communication barrier to effective communicationis spelling and grammar and you should spell check and proof read all of your work before you present it. One example of a mechanism which can be used to reduce the impact of this barrier to communication is by not rushing when you are doing your work and you should use the spell checker. Finally this would work because you will have fewer errors in your work.

Barriers To Communication

Assignment 2 Task 3 (P3) Barriers to effective communication

Introduction

In this first part of my last task for assignment 2 I am going to describe to the volunteers about the different barriers to effective communication and I will have 3 examples of barriers in general communication skills, interpersonal skills and written communication.

Definition of barriers to communication

A barrier is an obstacle that gets in the way when you are trying to talk to someone at work or outside of work which will prevent the exchange of ideas. This can be many things such as gender differences, cultural differences, language barriers and physical barriers.

General Communication Skills

I am now going to pick 3 barriers to effective communication which are general communication skills:

Language used (terminology)

The Language that someone uses is an obvious barrier to effective communication because some people from different countries will not be able to understand what someone else is saying and some words might be offensive which people say. People will also use sign language which is used by deaf people who use hand gestures which other people will not understand. Another barrier when language is being used is the terminology which is being used because people outside for an IT business will not be able to understand technical language.

Age

Age is also another barrier of general communication because different generations will know different things. Younger people will know than older people about texting and shortened messaging like lol which means laugh out loud. Older people might also know more words and phrases than younger people and this may affect communication between these two generations in work. 

Cultural Differences

Cultural differences are the last general communication barrier which I am going to write about and different cultures can interpret things in different ways. There are many things that make up to what people refer to as culture but cultural difference is about attitudes and beliefs that come of our life and experience. Cultural differences can also be religious beliefs with their being many different ones which have barriers including Christianity, Islam and Judaism. Some other cultural barriers include age, body language, cultural background and gender. 

Interpersonal Skills

In this next section I am going to pick 3 barriers to effective communication which are interpersonal skills:

Body Language (Talking and Listening)

Body language is an example of a barrier to effective communication which is an interpersonal skill for talking and listening. The tone of voice that you use will show the other person what your mood is and it will show if you like them or not. Also your body language will show another person if you are listening to them or not with no eye contact and no attention shows that you are not listening. We also get impressions about people we interact with which can lead us to handle situations differently with communication not only being verbal but it is the most common. One last thing which you can do is to see how people communicate with movement or positioning of their body. 

Background Noise

Background noise is another barrier to effective communication which is an interpersonal skill. This is often a major barrier of effective communication, for example verbal communication with large background noises can result in individuals having to shout in order to be heard. It is also harder to hear or understand what is being said, which result in misunderstanding between two individuals and this could cause conflict. If a speaker or listener is not good at the language being used, it may also cause confusion between people. 

Negative Emotions

Negative emotions are the last interpersonal skill barrier which I am going to write about and they could be triggered by previous experiences which continue to hurt us. Emotionally excited communicators are unable to organize their message properly; their excited or nervous state of mind does not allow them to think clearly. Negative emotions at work can be formed by work overload, lack of rewards and social relations which appear to be the most stressful work related factors. 

 

Written Communication

In this last section I am going to pick 3 barriers to effective communication which is examples of written communication:

Using an Inappropriate Structure (Format)

Using an inappropriate structure (format) is an example of a barrier of written communication. Using an inappropriate structure is a barrier because it does not go well with the format that is being displayed. Some of the ways that your work can have an inappropriate structure is by not using short paragraphs and sentences which will make the work look bad and people will not want to read long paragraphs. You can also have an inappropriate structure by not having headings to stand out which includes the title of your work. 

Identifying Relevance

Identifying relevance is another important barrier of written communication which I am going to write about. Identifying relevance can be used can be used in a presentation or a document such as a report or letter and identifying relevance basically means that you need to produce a document e.g. a letter by explaining the subject to someone. The recipient will try and identify relevant information but if you have hidden relevant information which is with a lot of other details then you may miss the important facts. Finally relevant information can be identified in a number of ways which include a change in font size or highlighting text in a different colour.

Spelling and Grammar

Spelling and Grammar is the last written communication barrier which I am going to write about and you should proof read and spell check all of your work before presenting it. You might also want to get a second opinion on your work before you publish it and all of your key points in your work might not get across if there are spelling and grammar mistakes. 

Principles of Effective Communication

Assignment 2 Task 2 (P2)

Effective Communication

Include an explanation of the principles of effective communication.

A two way information sharing process which involves one party sending a message that is easily understood by the receiving party. Effective communication by business managers facilitates information sharing between company employees and can substantially contribute to its commercial success.

General Communication Skills

Introduction- General Communication is the transmission of information from one person to someone else through the use of various methods such as sending emails and letter writing among others to achieve mutual understanding feedback.

Communication processes need an audience to communicate the message to. The success of the message will be determined by:

• Cultural Difference e.g. Christian vs. Arab
•  Adapting to suit an audience
•  Accuracy
•  Engaging the audience
•  Question and answer

Choose 2 of these general skills and write about them:

     1. Adapting to suit an audience

• People have to adapt to suit different audiences which they are presenting their work which include children and adults.
•  For children you will have to talk in a way that reaches out to them and that they can understand what you are saying.
•  You must also tell the truth to your audience because no one will want to listen to you and you will lose credibility.
• Other things which might be involved when you trying to suit an audience is their gender, culture and their intelligence.

 

2. Cultural differences- There are many different cultural differences which might be between you and your audience. You must be careful with the signs which you do to people who are of a different culture because it might be ok to people of some cultures but offensive to other ones.  

One example of a sign which may be offensive is the use of a finger or hand to indicate to people to come over to you. This is a sign used to beckon dogs in some cultures and this is offensive. Finally before you talk to someone of a different culture you must know the differences, learn their culture before engaging with them and use a translator.

Interpersonal Skills

Introduction- Interpersonal communication is the process by which people exchange information, feelings and meaning through verbal and non-verbal messages with it being face to face communication. It is also not just through what people say but it is sent through your tone of voice, facial expressions and gestures.

Choose 2 interpersonal skills and write about them:

1. Technique and cues

2. Positive language

3. Negative language

4. Active engagement

1. Techniques and Cues

• When you are expressing your emotions in a verbal communication you be using different tones. If you have a raised voice people will see that you are angry at something and you will have a low voice when you are scared of something.
•  If you are having a face to face conversation with someone you might fold your arms to show that you are not happy with the other person or you might put you thumb up at someone to show that you are being friendly.
• While someone who is unsighted will not be able to see what gestures the other person is doing during face to face conversations. But this person can hear pauses in the conversation.

 

2. Positive Language

• It is good for people to show a positive language because other people will see that you are a friendly and polite person and they will want to talk to you. Another way in which you can have a positive language is by saying yes to someone which will that you are agreeing with them.
•  Finally you can also show a positive language without talking by smiling, waving at someone and using emotions like J.  

Written Communication Skills

Written communication is very different from other forms of communication. It requires special skills in the construction of the message- not least, the ability to handwrite or type. It also requires a good knowledge of the vocabulary and grammar of a language (such as English) so that the written word conveys the intended message to the audience. You cannot use visual cues such as hand or gestures.

Choose 2 written communication skills and write about them (P20)

Smiley’s or Emotions

Key messages

Grammar and Spelling

Structure of the piece of writing

Identifying relevance

Alternative viewpoints

Proofreading

Note taking and summarizing

Capitalization

1. Smiley’s or Emotions

• Smiley’s or Emotions can be used when you are chatting to someone on Facebook and this will show the other person what sort of mood you are in.
•  Now a day’s people use Smiley’s or Emotions when they sending a text message to someone or on a social networking site like Facebook.
•  Below you can see some of the different Emotions which you can use social networking sites.

2. Grammar and Spelling

Grammar and Spelling is another important written communication skill which you need to have because other people will be able to read and understand what you are writing. This is also important in written communication because from your grammar and spelling the reader will form an opinion of you. Mistakes in your work will show that you are unprofessional and some of the things which you can use to break up your sentences are commas and full stops.

Adapting to suit your audience

You have to assess your audience before you decide how many and what type of communication methods to use and what your subject is that you are trying to communicate.

The communication Process

The 6 steps of the communication process

The effective communication process is a six step cycle; you can break down the communication which includes you sending a message or you might become confused through the steps.

Occasionally the symbolic message will not be clear in our own brain, and yet we still expect other people to know what we mean!

Then the encoding, sending, and decoding phases will provide opportunities for errors and misunderstandings which people make in the process.

In the fifth step, the receiver has to transfer the message and it will decide what it means based on their own values, beliefs, filters, and memories.

If any of these steps fails, the result will be confusion, conflict, and frustration for people.

Electronic Book page 15-18

Bibliography

Academic Books

Anderson et al “Information Technology Level 3 Book 1 Btec National” Pearson 2010

Websites

http://www.businessballs.com/empathv.htm%23listening Alan Chapman 2001-2011

www.itc.com  (Effective Use of IT for communication D Brown 2010

www.computing.co.uk Communication Image 2010

http://www.businessdictionary.com/definition/effective-communication.html#ixzz2Ich7kqEx

https://vle.src.ac.uk/file.php/387/Unit1Ebook.pdf

http://www.maximumadvantage.com/