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  1. What is included in effective communication?

There are several elements of effective communication enshrined in all events of a communication process. The aspects of an effective communication include the use of the appropriate modes of communication, either verbal, non-verbal, visual and others. Presentation of the discussion item should also be appropriate, using gestures and a desirable/appropriate tone. Listening actively and also the use of appropriate communication aids are other constituents of effective communication, alongside observation and provision of appropriate, truthful and accurate information.

  1. What strategies might you employ where there are communication breakdowns which inhibit the expression of the needs, interests and requirements of the individual?

Whereas there may arise communication breakdowns due to differences in culture and the way different people are likely to perceive a given set of communication, there are strategies that can be used to remediate this. These include active listening and the use of appropriate communication aids, be it computers, symbols or signs. Other methods are careful listening and paying attention, provision of ample time for the communicator and observation for body language/non-verbal cues. Where these may fail, a skilled individual may be handy to pass the message across.

  1. List three examples of written communication media you may use in the community services industry.

There is a wide variety of written media that are involved in the communication services industry. Some of these media are listed below.

Policies and procedures

Resumes and job applications

  1. Discuss two barriers to communication and identify at least one way to help overcome each of the obstacles.

Barriers to an Effective communication may be attributed to several factors such as the use of jargon/language not understood by all parties or even cultural differences. The barriers include;

Physical barriers- These barriers are majorly constituted by the distance between the communicating parties. It is all about the physical locality and not the aspects of touch or contact. These barriers may prevent effective communication especially on communication items that require closeness. The way to overcome these barriers is bridging the physical distance between the parties to facilitate understanding and clarity of the item.

Physiological barriers- These are barriers that arise as a result of the physical conditions of the communicating parties. For example, use of visual media may be inapplicable to blind people, while the verbal one may be ineffective to deaf people. However, disabilities may also be constituents of this kind of a barrier, where the disability of hands may not allow the communicators to pass comprehensive gestures. To solve such a barrier, there may be the need for skilled people to translate the message so that it can be decoded.

  1. What should you do when conflicts arise?

Conflicts and wrangles in a workplace may be as a result of several factors such as complementary roles, sharing of resources and when working together to realise shared objectives. When conflicts arise, there should be solutions to ensure all parties are satisfied. Such is achieved through identification of the problems, collating suggestions to solve the problem and ensuring that a consensus is reached to suit all the involved parties.

  1. What steps are involved in facilitating meetings?

Several critical steps should be followed when facilitating meetings. The facilitators need to put several items into consideration. The steps are followed in a systematic order. The steps include the development of the meeting agenda alongside the list of participants, communication of the details of the meeting to the participants and other stakeholders, a decision informed by the company’s communication protocols. Also, selection of the meeting dates and a venue that is in line with the type of a meeting should come into play. Once a venue has been chosen, it is set up, and the participants are notified. Meeting notices are printed and given out to participants in readiness for the meeting. This procedure is the case for formal meetings. The other steps are;

Contribution to the agenda and objectives of the meeting

Provision of opportunities for exploration of relevant issues

Encouragement of all participants to contribute to the success of the meeting

Implementation of strategies to address the needs of individual participants

Facilitation of conflict resolution amongst the participants

Recording of meeting in line with industry requirements

Evaluation of the meeting process and presentation of improvement opportunities

  1. What items may you find on a meeting agenda?

Several items appear on a meeting agenda. These are the participants needed for the meeting, the items that need to be discussed during the meeting, date and time of the meeting, the venue of the meeting and a pre-work for the meeting. There are additions to these items, for instance reviewing of the previous meeting’s minutes and the progress of the group.

  1. What should be included in a well-organised group discussion?

The components of a well-organized group discussion include the formation of consensus when arriving at conclusions, demonstration of a sense of cohesiveness among the participants and acceptance and support of the ideas raised by the members of the group. The inclusion of participation and demonstration of leadership and also the demonstration of trust among the members/participants are what make/constitute a well-organized discussion group.

  1. List three strategies which a group leader can use to gather information from all members of a group.

The methods used by the group leader to acquire information from all participants in a group include;

Requesting all the members to write down suggestions.

Asking all the present group members for their opinions on the matter of interest.

Limiting repeated contacts with the verbal members of the group and allowing the passive ones to communicate.

  1. List two possible incidents that may interrupt a meeting, and list a possible solution for each

Situations likely to interrupt the objectives of the meeting include;

Boredom- The participants may fail to find relevance or objectivity in the items of discussion. The solution is going through the items/objectives once more and explain to the members to bring them at par with the events.

Talkers and whisperers- These categories of people may bring interruption in a meeting. The solution may be to stop the meeting and quieten them before the meeting proceeds.