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Safety parameters for effective communication
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Effective Communication for Safety
Communication Defined Basically, communication is the
transfer of ideas from one person to another. It is the act of informing someone or disseminating information.
Purposes of Communication in an Organization
To provide the necessary information about a job, a machine, a decision, an action taken, etc.
To recognize good performance To prevent misunderstanding due to
misinformation that may lessen a person’s working efficiency
To allay fears, worries and suspicions an individual may have in his work or toward his employer
Communication as a Tool To serve as a real tool of
management, communication must: Not end with the transmission or
orders downward Consider the rights and needs of
people below to communicate upwards
Be a two way exchange
Types of CommunicationDownward communication Flows from upper levels of management to
the next lower level, down to the rank-and-file
Used when management wants to inform employees of policies, procedures, directives, etc.
It is the supervisor’s responsibility to make sure that he as well as those below him understand what is communicated.
Types of CommunicationUpward communication Proceeds from the lower levels of the
organization up to higher management. Necessary to improve efficiency as well as to
ensure that downward communication from management is received and understood.
It is the supervisor’s responsibility to help his men express themselves clearly and relay exactly what they want to say.
Types of CommunicationLateral communication Takes place among employees of the same
level. Usually concerns the dissemination of
information pertaining to areas of responsibility and/or reports of levels of achievement in jobs involving more than one work group.
It ensures avoidance of duplication of work effort in achieving management goals
Essentials of Good Communication Communication Levels:1. Cognitive -receiver understands2. Affective -receiver is motivated3. Behavioral -receiver translates
into action
What to communicate to workers Work assignment Work flow in
offices Machine repair Materials Methods of
operation Overtime Responsibilities
Vacation policy Company services Recreation Management policy Pay Rules and
regulations Acknowledgement
of good performance
What to communicate to workers Workers should be told every thing
that directly affects them. Things indirectly related with the work
or physical conditions surrounding the job should be communicated, such as those which have to do with work coordination, company organization, plans for growth and expansion
When to communicate As a general rule, people should be
informed about any event well in advance of rumors, gossips, conjectures.
If the information deals with vacations, shutdowns, etc. It should be released soon enough to be useful to individuals who will benefit from them
When to communicate All announcements should be so
timed that the reasons given for them would not conflict with other information fresh in the employee’s mind
In all cases, a supervisor should receive the information before his subordinates do.
How to communicate Give reasons meaningful to those
being informed. This is one of the best way to gain acceptance.
Where persuasion is necessary, employ verbal communication. This is more effective than print since you see the other’s reaction and hence are able to adapt your presentation accordingly
How to communicate Invite response from workers Use more than one medium of
communication. A meeting may be good, but a meeting reinforced by a letter is more effective than an announcement which gets only one treatment.
Situations in Communication Face-to-face interview, i.e., for personnel
selection, induction, evaluation, counseling, etc.
Job instruction, e.g. new techniques, alterations, etc.
Transmitting information, e.g., policies procedures, etc.
Giving instructions Obtaining information and reports Heading conferences and group meetings.
Other Aspect of Communication
COMMUNICATION is a very personal process involving at least two (2) persons: the sender and the receiver.
For one to get through the other They must be tuned in on the same wave
length They must speak the “same language” The sender must use the language the
receiver understands.
Other Aspect of Communication
The communicator makes use of certain aids of devices:
1. WORDS are precision instruments Use the right words for the purpose in
hand Avoid imprecise words like “few”,
“some”, or “many” when meaning will be conveyed better by actual numbers and percentages.
Other Aspect of Communication
2. TONE sometimes convey more than content does. It is how the thing is said rather than what is said that may set road-blocks and cause a communication gap.
reacts on the thoughts and emotions of the receiver. It is, therefore, wise to use the correct tone in your messages.
Other Aspect of Communication
LETTERS can be made appealing to the receiver’s self interest:
Catch your reader’s interest in the opening salvo
Close with an appeal to action Don’t let your message dangle without
clear indication of just what it is you want him to do.
Other Aspect of Communication
Communications should be brief: Long enough, and no longer, to get the
point across Not wordy, redundant or long-winded
Speeches and written reports must be well-organized and well-presented.
Other Aspect of Communication
Effective presentation should include the following
A clear-cut identification of the problem, idea or program to be presented
Other Aspect of Communication
A careful organization of the subject matter
By identifying major and minor points
By organizing thoughts and information points to put across a specific outline.
Other Aspect of Communication
Judicious use of visual aids Charts, graphs, slides,
transparencies, movies have an important part. Used improperly, however, they can be boring and, worse, may give the wrong emphasis.
Other Aspect of Communication
Careful consideration of the background and interests of the audience
A minor point for one group can be a major point for another
What is interesting to one group can be boring to another.
Other Aspect of Communication
Sensitivity to audience reaction as a presentation progresses
Part of a presentation may have to left out and others elaborated on to meet the situation
Boring speakers are usually insensitive to audience reaction.
Other Aspect of Communication
3. LISTENING is an important aspect of communication. In communicating, don’t do too much of the talking yourself, listen to what the other has to say. This way, you establish rapport with your receiver.
Devices used for communicating Bulletin board
notices Circulars Inter-office
memos Company papers Official notice Posters
Exhibits Letters Interviews Informal talks Meetings conferences
Handling Difficult Communications
ANGERKeep your own emotions under controlLower your own voice and speak slowlyAcknowledge the employee’s angerObserve the employee’s behavior closely
after your discussion
INDIFFERENCE Determine why the employee is not paying attentionBe patient and use silence to your advantage
To communicate effectively, pay attention to messages.
- Spoken Communication- Effective Speaking- Message Delivery- Pause Occasionally & Encourage Questions- Pay Attention to How You Say Something- Decide on the Most Appropriate Time and
Place- Present the Information in a Logical Order. - Keep the Language Simple.
REVIEW: Three Major Concerns in Effective Speaking
- The message content- The message delivery- Ensuring understanding