Technique 1.38 Communications
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Introduction
. Good communication is the lifeblood of organisations. It takes many forms such as speaking, writing and listening and its purpose is always to convey a message to recipients. Communication methods are used to handle information and improve relationships. Remember: it is a 2‐way process with at least 2 parties involved; each party may have different wants, needs and attitudes. These wants, needs and attitudes can present barriers to effective communications. In management, you communicate to get things done, pass on and obtain information, react to decisions, achieve joint understandings and develop relationships.
Questionnaire (self‐assessment) ‐ Assessing your communication skills.
. Evaluate how well you communicate by responding to the following statements. Circle the options that are closest to your experience. Be as honest as you can. If the answer is "never", mark option 1; if it is "always", mark option 4, etc. The options are:
1 never;
2 occasionally;
3 frequently;
4 always.
If some of the statements do not apply to you, you need not answer them. Use your answers to identify the areas that need improvement; remember that there is always room for improvement.
Q1. I communicate the right message to the right person at the right time.
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1 never |
2 occasionally |
3 frequently |
4 always |
Q2. I think carefully about a message before I decide how to communicate it.
|
1 |
2 |
3 |
4 |
Q2. I welcome feedback about my communication.
|
1 |
2 |
3 |
4 |
Q4. I listen intently and check I have understood before I reply.
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1 |
2 |
3 |
4 |
Q5. I try to exclude personal prejudices of all kinds when judging others.
|
1 |
2 |
3 |
4 |
Q6. I am constructive and civil when I meet others.
|
1 |
2 |
3 |
4 |
Q7. I take time to give people the information they need and want.
|
1 |
2 |
3 |
4 |
Q8. I use one‐to‐one meetings for reviews of performance and coaching.
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1 |
2 |
3 |
4 |
Q9. I question people to find out what they think and how they are getting on.
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1 |
2 |
3 |
4 |
Q10. My written briefs give all pertinent information on a task.
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1 |
2 |
3 |
4 |
Q11. I use professional phone techniques to enhance my communications.
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1 |
2 |
3 |
4 |
Q12. I communicate via all available electronic media.
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1 |
2 |
3 |
4 |
Q12. I apply the rules of good writing to external and internal communications.
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1 |
2 |
3 |
4 |
Q14. I use an effective system of note‐taking for minutes, interviews and research.
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1 |
2 |
3 |
4 |
Q15. I test important letters and documents on reliable critics before finalising.
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1 |
2 |
3 |
4 |
Q16. I use speed reading techniques to speed up my work rate.
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1 |
2 |
3 |
4 |
Q17. I prepare speeches carefully and rehearse in order to deliver them well.
|
1 |
2 |
3 |
4 |
Q18. I take an active and visible role in internal training.
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1 |
2 |
3 |
4 |
Q19. I apply the rules of "soft" and "hard selling" to put across my points of view.
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1 |
2 |
3 |
4 |
Q20. I enter negotiations having a full understanding of the issues and the other side's needs.
|
1 |
2 |
3 |
4 |
Q21. I make my reports accurate, concise, clear and well structured.
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1 |
2 |
3 |
4 |
Q22. I research thoroughly before putting forward a written proposal.
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1 |
2 |
3 |
4 |
Q22. I try to understand how all potential audiences react to my presentation.
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1 |
2 |
3 |
4 |
Q24. I give priority to communicating regularly with employees/team members.
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1 |
2 |
3 |
4 |
Q25. I receive and react positively to feedback from all team members.
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1 |
2 |
3 |
4 |
Q26. I have a strategy for communications and check activities against this plan.
|
1 |
2 |
3 |
4 |
Issues Identified ‐ Communications
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Issues |
Individual |
Team |
Organisation |