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