1 – Considerations when applying appropriate communication techniques

The purpose of communication refers to the reason for transmitting information to others. There are many different purposes for communication, including:

• To inform: The purpose of communication is to inform the audience. This could include providing updates on a project, sharing news, or educating the audience about a particular topic.
• To persuade: The purpose of communication is to convince the audience to adopt a particular perspective or take a specific action. This could include making a sales pitch, advocating for a particular cause, or encouraging the audience to adopt a new behaviour.
• To direct: The purpose of communication is to give instructions or guidance to the audience. This could include providing directions, giving orders, or providing step-by-step instructions.
• To exchange information: The purpose of communication is to share information with the audience and to receive information in return. This could include having a conversation or discussion or engaging in a debate.
• To negotiate: The purpose of communication is to reach an agreement or compromise with the audience. This could include negotiating the terms of a contract, settling a dispute, or finding a mutually beneficial solution.

It’s important to consider the purpose of communication when choosing the appropriate communication method and content. For example, if the purpose is to inform, it may be helpful to use clear and concise language and to provide relevant and accurate information. If the purpose is to persuade, it may be helpful to use emotional appeals and provide supporting evidence for the perspective being advocated.

The structure and subject matter of the information being communicated can significantly impact the communication’s effectiveness. The structure of the information refers to how the information is organised and presented, such as through a narrative, a list, or a chart. The subject matter refers to the content of the information being communicated.

When selecting the structure and subject matter of the information, it’s important to consider the audience and the purpose of the communication. For example, suppose the audience is unfamiliar with the topic and intends to educate. In that case, it may be helpful to use a clear and logical structure and provide background information and definitions. If the purpose is to persuade, it may be helpful to use an emotional or persuasive structure and to provide supporting evidence for the perspective being advocated.

The quantity of information to be communicated is also an important consideration. It’s important to provide enough information to meet the audience’s needs but not so much that it becomes overwhelming or difficult to process.

Feedback is the response of the audience to the communication. In some cases, feedback may be required to confirm that the message was received and understood or to gather additional information or perspective.

A permanent record of the information may be required if it is important or needs to be referred to at a later time. A permanent record could be created through written documents, audio or video recordings, or electronic files.

The suitability of a communication method should be evaluated regarding the need for accuracy of communication. Accuracy is important in communication to ensure that the intended message is understood correctly by the audience. If the message is not accurately conveyed, it can lead to misunderstandings, confusion, and potentially negative consequences.

Different communication methods have different levels of accuracy. Some methods, such as written communication and visual aids, are typically more accurate than others, such as verbal communication. This is because written and visual communication can be more easily reviewed and corrected. In contrast, verbal communication is prone to errors and misunderstandings due to the complexities of language and the influence of context and nonverbal cues.

When selecting a communication method, it’s important to consider the importance of accuracy and the potential risks of misunderstandings. For example, if the message is technical or complex, or if the consequences of a misunderstanding could be significant, it may be advisable to use a more accurate method, such as written communication or visual aids. If the message is less critical or the audience is familiar with the topic, a less accurate method, such as verbal communication, may be sufficient.

The suitability of a communication method should also be evaluated regarding the need for information security and version control. Information security refers to the measures taken to protect sensitive or confidential information from being accessed or disclosed to unauthorised parties. Version control refers to managing multiple versions of a document or piece of information to ensure that the most current and accurate version is being used.

Different communication methods have different levels of security and version control. Some methods, such as written and digital communication, are typically more secure and allow for better version control than others, such as verbal communication. This is because written and digital communication can be more easily secured and tracked. In contrast, verbal communication is prone to errors and misunderstandings due to the complexities of language and the influence of context and nonverbal cues.

When selecting a communication method, it’s important to consider the importance of information security and version control. For example, if the message contains sensitive or confidential information, or if it is important to ensure that the most current and accurate version is being used, it may be advisable to use a more secure and version-controlled method, such as written communication or digital communication. If the message is less critical or the audience is familiar with the topic, a less secure and version-controlled method, such as verbal communication, may be sufficient.

The formality or informality of a message refers to the level of politeness, respect, and formality used in communication. Formal communication is typically more formal and follows certain conventions and protocols, such as using formal language, titles, and proper salutations. Informal communication is typically more casual and relaxed and may use less formal language and conventions.

The formality or informality of a message should be appropriate to the context and audience. For example, if the audience is a group of senior executives, it may be more appropriate to use a formal communication style. If the audience is a group of colleagues or friends, it may be more appropriate to use an informal communication style.

It’s important to consider the formality or informality of a message when choosing the appropriate communication method and content. For example, if a formal communication style is appropriate, it may be helpful to use written communication or a more formal method, such as a presentation. If an informal communication style is appropriate, it may be helpful to use verbal communication or a more casual method, such as a conversation or email.

The direction of communication refers to how information is transmitted within an organisation. There are two main types of communication direction: vertical and lateral.

Vertical communication refers to communication between different levels of an organisation, such as between management and employees or between different departments. This type of communication can flow in both directions, from higher levels to lower levels (top-down communication) or from lower levels to higher levels (bottom-up communication).

Lateral communication refers to communication between individuals or groups at the same level of an organisation, such as between coworkers or peers. This type of communication can flow in any direction, as it is not restricted by hierarchy.

It’s important to consider the direction of communication when selecting the appropriate communication method and content. For example, if the communication is intended for a specific group or department, it may, in that case, be more efficient to use a lateral communication method, such as a group email or meeting. If the communication is intended for the entire organisation, it may be more effective to use a vertical communication method, such as a memo or presentation.

The needs of the audience and/or recipient should be considered when selecting and using appropriate communication techniques. The audience’s needs may include factors such as age, gender, culture, knowledge, and relevance.

The target audience refers to the specific group of people that the communication is intended for. It’s important to consider the target audience’s characteristics selecting the appropriate communication method and content. For example, if the audience is a group of young children, it may, in that case, be helpful to use visual aids or a more interactive communication method, such as a story or game. If the target audience is a group of senior executives, it may be more appropriate to use a formal communication style and provide detailed and technical information.

Audience knowledge refers to the level of familiarity and understanding the audience has about the topic of the communication. It’s important to consider the audience’s knowledge when selecting the appropriate communication method and content. If the audience is unfamiliar with the topic, it may provide sound information and definitions. Providing more advanced or specialised information may be more appropriate if the audience is highly knowledgeable about the topic.

The relevance of the communication refers to how important or applicable the information is to the audience. It’s important to consider the relevance of the communication when selecting the appropriate communication method and content. If the information is highly relevant to the audience, it may be more effective to use a more engaging or interactive communication method. If the information is less relevant, it may be more appropriate to use a more straightforward or formal communication method.

Internal communication refers to communication that occurs within an organisation, such as between employees or departments. External communication occurs outside an organisation, such as with customers, partners, or the general public.

It’s important to consider whether the communication is internal or external when selecting the appropriate communication method and content, as the needs and expectations of the audience may differ depending on whether the communication is internal or external. For example, internal communication may be more informal and not require the same formality or professionalism as external communication. External communication may require more attention to detail and must follow certain protocols or guidelines to be effective.

The chosen medium refers to the specific method or channel used to transmit the communication, such as written communication, verbal communication, or visual communication. The style of communication refers to the overall approach or tone of the message, such as formal, informal, persuasive, or informative.

Language features are the specific elements of language used in communication, such as the modes of address, terminology, clarity, accuracy, and tone. The modes of address refer to how the audience is addressed, such as by name, title, or position. The terminology refers to communication’s specific words and phrases, including everyday language, technical terms, jargon, abbreviations, and acronyms. It’s important to consider the audience and their familiarity with the terminology when selecting the appropriate language features.

Clarity refers to the ability of communication to be understood easily and accurately. It’s important to use clear language and to organise the information logically and understandably to ensure clarity. Accuracy refers to the accuracy of the information being communicated. It’s important to ensure that the information is accurate and up-to-date to avoid misunderstandings and misinformation.

The tone of the communication refers to the overall mood or atmosphere conveyed by the message. It’s important to consider the tone of the communication and to ensure that it is appropriate for the context and audience.

When selecting and using appropriate communication techniques, it’s important to consider the needs and requirements of the audience. This includes meeting the user’s needs and addressing the audience’s requirements. It’s also important to consider the communication’s effectiveness and choose a method and style that will best achieve the intended goals.

The relative cost of communication methods refers to the cost of using a particular method to transmit a message compared to the cost of using other methods. Different communication methods have different costs associated with them, and it’s important to consider the relative cost when selecting the appropriate method.

Some communication methods, such as written and digital communication, are typically less expensive than others, such as face-to-face communication or mass media advertising. This is because these methods often require fewer resources, such as time, labour, and materials, to produce and transmit the message.

Other communication methods, such as face-to-face or mass media advertising, may be more expensive and effective in certain situations. For example, the-face communication may be more effective and worth the additional cost. If the message is complex or requires a high personalisation message and needs to reach a large audience, mass media advertising may be more effective and worth the additional cost.

It’s important to consider the relative cost of communication methods when selecting the appropriate method. In some cases, it may use a less expensive method more cost-effective to use if it is less effective. In other cases, it may use a more expensive method worth the additional cost to use s more effectively at achieving the desired goals.

The ease of use and suitability of a communication method should be evaluated regarding the required speed of communication. Communication speed refers to how quickly the message needs to be transmitted and received. In some cases, the speed of communication is a critical factor, while in other cases, it may be less important.

Different communication methods have different ease of use and suitability for different communication speeds. Some methods, such as verbal and digital communication, are typically faster than others, such as written communication or mass media advertising. This is because verbal and digital communication can be transmitted and received in real-time, while written communication and mass media advertising requires more time to produce and transmit the message.

When selecting a communication method, it’s important to consider the required speed and the method’s ease of use and suitability. For example, if the message needs to be transmitted and received very quickly, it may be more effective to use a faster method, such as verbal or digital communication. If the message is less urgent or time-sensitive, it may be more appropriate to use a slower method, such as written communication or mass media advertising.

It’s also important to consider the ease of use and suitability of the method for the audience. For example, if the audience is unfamiliar with a particular communication method, it may be more difficult and less suitable, even if it is fast. Similarly, if the method requires specialised equipment or skills, it may be less easy to use and less suitable, even if it is fast.

Communication can be either planned or unplanned and can also be coordinated or uncoordinated.

Planned communication refers to communication that is intentionally designed and developed in advance. This type of communication is typically more structured and organised and may involve the development of a communication plan or strategy. Examples of planned communication include marketing campaigns, presentations, and meetings.

Unplanned communication refers to communication that occurs spontaneously and without preparation. This type of communication is typically more casual and spontaneous and may involve impromptu conversations or discussions.

Coordinated communication refers to communication that is coordinated or synchronised with other activities or events. This type of communication is typically more structured and organised and may involve coordinating different communication methods or channels.

Uncoordinated communication refers to communication that is not coordinated with other activities or events. This type of communication is typically more casual and spontaneous and may involve using a single communication method or channel.

It’s important to consider whether the communication is planned or unplanned and whether it is coordinated or uncoordinated when selecting the appropriate communication method and content. For example, if the communication is planned and coordinated, it may be more effective to use a structured and organised communication method, such as a presentation or marketing campaign. If the communication is unplanned and uncoordinated, it may be more appropriate to use a casual and spontaneous communication method, such as a conversation or discussion.

Confirmation of understanding refers to the process of verifying that the message was received and understood correctly by the audience. This is an important step in effective communication, as it helps to ensure that the message was transmitted accurately and that there are no misunderstandings or confusion.

There are various ways to confirm understanding, including verbal and nonverbal methods. Verbal confirmation of understanding refers to using language and words to confirm understanding, such as through questions, clarification requests, or feedback. Nonverbal confirmation of understanding refers to using nonverbal cues, such as facial expressions, gestures, or body language, to confirm understanding.

It’s important to consider using verbal and nonverbal confirmation methods to communicate with others. Using verbal and nonverbal methods increases the likelihood that the message was received and understood correctly.

For example, if you are giving a presentation, you may use verbal confirmation of understanding by asking questions or soliciting feedback from the audience. You may also use nonverbal confirmation of understanding by observing the audience’s facial expressions and body language and adjusting your presentation accordingly.