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P2 explain principles of effective communication General communication Cultural differences Cultural differences mean that there are going to be differences between people from different cultures. For example, a person from USA and a person from Kuwait have different customs and opinions on what is right and wrong. In the USA it is normal to eat pork and drink alcohol. But in Kuwait this behavior is not tolerated, and you can be punished for it. Modulating voice Modulating your voice means that you are controlling the volume of your voice to the level you are speaking at. For example, if a person is speaking on the phone and they are surrounded background noise, this means that they must go to a different room or go somewhere quiet. This will help the receiver to hear what the person is saying and there are less interruptions. Terminology Terminology can be slang or jargon that people use. This is like cultural differences. For example, a person from USA and a person from UK have different terminologies. Moreover, staff in the IT industry speak about the IT jargon they use such as RAM, LAN and motherboard. However, if the person does not know much about IT, they cannot understand the jargon being used. Format Format means that there is interaction between two people is happening. It can be any format of conversation. It can be face to face conversations, emails, short message service and phone calls. It also depends on how urgent the situation is between the speaker and the receiver. For example, if there is an incident taking place. The person would use a phone to
communicate urgently with emergency services. Whereas organizing social gatherings would only require text messages or social media. Accuracy Accuracy means that you are ensuring that the information your handing to anybody is accurate. It ensures that you are using the language that people are expecting to hear. Words usually have different meanings or partially different meanings. However, it all depends on the location because some words in UK is a compliment but in other countries it would be considered offensive. So, this means that you would be careful of how you use your language Engaging audience Engaging audience means that you should make sure that the person you are communicating with is not bored of what you are talking about. It also means that you make sure that you are making the audience pay attention to you all the time. For instance, a good tone of voice will gain the audience’s attention. Changing intonation Changing intonation means that you are modifying the volume of your voice as someone is coming closer or further away. When you are closer to the person, you should lower the tone voice as they can hear you clearly but when they are further you should increase the volume of your voice so that you can get their attention. Use of technology When you are with a larger audience, the person speaking can utilize technology to strengthen their points. They can use a microphone to project their voices to larger audiences. Another way of technology they can use is Microsoft PowerPoint. With this software they can use a projector and play a slideshow at the back of their presentation.
Body language Body language is usually used to indicate people’s feelings in a face to face conversation. Usually a person’s body language will demonstrate how they are feeling. For example, if someone is happy, they will look at the person’s face and they would keep listening. Another example is that if someone is bored, you can tell that they are putting the palm of their hand under their chin and it also shows that they are not listening closely. Use of Intonation Intonation is used to make the message have different results. By projecting your voice and talking rapidly will show that you are being restless. Speaking calmly and quietly will show that you are speaking a lower volume. It also shows that they are relaxed. Positive language Positive language inspires people to take part in discussions and it promotes positive emotions. Also, positive language allows people to build up their confidence and motivation. Negative language Negative language demotivates people and it kills their confidence. For example, a person would say “you would never be able to become a doctor” which emphasises that person would easily believe what the other person said, and they would not believe in themselves. Active engagement This means that person is consistently engaging with people and they involve them in conversations, so they are not bored. When you engage actively, the audience will know how passionate you feel about a certain topic. This then makes the audience feel curious about what the speaker is talking about.
Nodding It shows that the person replying understands what the speaker is saying. It also shows the person agrees to what is being said. Most of the time it shows the person’s understanding. Summarising Summarising means that person is recalling short points or ideas of something. Going into too much detail will confuse the person therefore they would not understand it. So, explaining in brief points will help the person to understand what is going on. Paraphrasing This means someone is using different words to help others understand what is being told more clearly. This is mainly used to understand jargon or slang. Barriers Barriers are a way of stopping people from communicating. For example, barriers such as language barrier happens because people who want to communicate do not speak the same language. Background Noise it happens when there is noise or conversations going in the background. For example, there is someone talking and laughing in the corridor at school. This shows that the noise will interrupt the teacher trying to teach the class and their attention would be directly towards them. Distractions Distractions are one of the ways that stops someone from focusing on what they are supposed to be doing. For instance, people talking to each other, but something happens coincidentally.
Letter it is a type message that is essential to be delivered to the correct address to be viewed. It is commonly used when people do not have internet access or to be sent through email. For example, a letter can be used to display something confidential to someone. Fax Fax is a way of sending a message physically by sending a message to another fax machine. the fax machine duplicates the message and delivers it to the second one which then has to print it out. Email It is used send a message to someone instantly, but it is not usually read instantly. Sometimes people view it quickly and sometimes they take longer to reply. Most importantly they are kept most of the time so that it can be read again. Grammar You should always use the correct grammar because it will be difficult for the reader to understand and analyse your writing. It also shows that you are professional. It is vital that you display the accurate message. Spelling it is very important to spell because if you make spelling mistakes, others would be confused about which context is it being used in. if you consistently misspell words, it can make the message hard to understand. Structure It is important to structure your message because if you structure it very poorly, it will be hard for others to know what you are talking about. For example, if you are writing an essay you should always structure report, so others can identify what is going on.
Identifying relevance You should always ensure that what you are writing about is relevant to what you are talking about because if you mention something irrelevant or useless, then it the message will consist of paragraphs of nonsense information. For example, if you are writing a blog about a favourite game and then you start writing about favourite singers. Proofreading You should always proofread your writing for spelling error or grammatical errors. Identifying those errors will help to make your writing look professional. For example, proofreading can be done when you are sending an email. Alternative viewpoints This means that you should take a look at someone else’s viewpoint and talk about how you feel about what the person has said. What makes sense to the reader may not make sense to what the writer has said. It is highly important to be careful about what say without offending the reader. Note taking This means that writing down about what someone has said but in a brief form so that the person can recall what has been said in the future. Capitalization You should always use capital letters at the beginning because it shows that you are professional and able to understand basic grammar. But if you do not use capital letters then that means you lack basic English language skills.
