Your line manager has informed you that you need to train all new interns on how to
communicate effectively. It is very important that you train the interns to communicate
effectively. You decided to create some training material which needs to address the following
aspects of effective communications. Create a very short PowerPoint presentation with one slide
on each of the following:
How to plan your message? What to consider.
Slide 1: How to Plan Your Message? What to Consider.
Objective: To understand the importance of planning and considerations in effective communication.
1. Clear Objective:
- Determine the purpose of your message.
- Identify what you want to achieve through communication.
- Define the desired outcome and focus on it.
2. Know Your Audience:
- Analyze your audience's knowledge, needs, and expectations.
- Adapt your message to their level of understanding.
- Consider their cultural background, language preferences, and age group.
3. Choose the Right Channel:
- Consider the most effective medium for your message.
- Decide between face-to-face communication, email, phone, or other appropriate channels.
- Ensure the medium aligns with the message content and the audience's preferences.
4. Organize Your Message:
- Develop a clear and logical structure for your message.
- Start with an attention-grabbing opening to engage the audience.
- Divide your message into concise sections or bullet points for easy comprehension.
5. Consider Non-Verbal Cues:
- Remember that gestures, facial expressions, and body language convey meaning.
- Pay attention to your own non-verbal cues and consider how they may affect the message.
- Be aware of the non-verbal cues of the audience and adapt accordingly.
6. Timing and Tone:
- Consider when and how to deliver your message best.
- Choose an appropriate time when the audience is attentive and receptive.
- Adjust your tone to match the message's importance, whether it's formal, casual, assertive, or empathetic.
7. Feedback and Clarification:
- Encourage feedback from the audience to ensure understanding.
- Be open to questions, comments, and suggestions.
- Provide further clarification when required for effective communication.
Conclusion:
- Effective communication requires careful planning and consideration of various factors.
- By properly planning your message, understanding your audience, and selecting the right medium, you can ensure your message is communicated effectively and achieves the desired impact.