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KPI and key stages of effective on record oral communications

The KPI Framework to measuring performance for teams or sports is a motivational strategy to act as a guide and way of helping both people realise certain things. One of these of course is underperformance. If an Individual in a team is not fulfilling his role, the whole team will be effected and this person.

Understand The Importance of Effective Communication: In this article you will find answers to three questions often asked on Leadership courses.

The answers are my own and my hope is they give a decent reference and understanding of the questions asked in this popular type of training.

Having completed the course I am now qualified at ICL Level 2 in Leadership and Management.

The three questions asked were:

  1. Outline the key stages in the communication process (comment on the needs of both sides in the process).
  2. Outline the importance of keeping a record of oral communication (Comment/give examples of when not keeping a record is good or bad).
  3. Identify indicators of underperformance in relation to own team and explain the possible causes of this underperformance. 

i. Outline the key stages in the communication process (comment on the needs of both sides in the process).

The KPI Framework to measuring performance for teams or sports is a motivational strategy to act as a guide and way of helping both people realise certain things.

One of these of course is underperformance. If an Individual in a team is not fulfilling his role, the whole team will be effected and this person.

[button link=”#” target=”_blank” color=”blue” shape=”rounded” size=”small” align=”left”] Shannon and Weaver Transmission Model, Information source – where the message is produced, Transmitter – where the message is encoded, Channel – where the signal is carried, Receiver – where the message is decoded, Destination – where the message ends up and Noise is interference in the channel.[/button]

The terminology used in the transmission model work well when looking how data or emails are used as a form of communication. What is missing in this model is the human factor. The variables that make communication what it is. Many of these do actually fit into sender and receiver, however it requires more explaining when it comes to talking face to face, to a group or live audience.

This also applies to voip video communications and over the phone. The phone is the easiest to explain how communications happen and the needs of a conversation to happen. The caller needs to have an dial the right number then the receiver needs to answer and introduce themselves. The caller can get an idea of where the caller is from what they say and background noises, the volume of their voice could also tell whether they are outside on a busy street or inside not really concentrating, distracted by the radio, tv or conversation.

A phone call requires a certain amount of focus. They calls can also be on speaker which means you will hear more background noise but also everyone close to the phone speaker can hear what you are saying, the call could be recorded.

Problems with phone communications happen when calling, it needs power in the battery, a call can be on hold for ages, some companies have to many redirects which can mean long times waiting to get connected or not getting connected at all. This effects the company because the caller will get upset and mistrust the company and the company will be effected because they do not offer a service where the staff on hand can do their job and speak to clients.

Face to face communication like any communication has reinforced features, body language, facial expressions and eye contact all reinforce the effective transmission and needs of the conversation. If this is the first time two people have spoke there are judgements that most people make of people in the first ten seconds. Also the uniform of clothing someone is wearing can sway the amount of trust someone has from communications with new people from police uniforms that resonate authority to white or blue collar workers unity in the office.

If body language is not harmonise with the instructions someone is giving the message could be misinterpreted. Lounging, crooked, hand over face, eyes all over the place a bad examples of communicating extended by body language.

Deaf people may feel uncomfortable watching someone talk who does not move their lips, open there mouth or expose their teeth or people who do not project there voice so they can hear anything at all.

Cultural protocols can come between communications face to face. For example if someones location and language requires a question about how they are or blessings to what background they believe they could be less comfortable and less likely to share the amount of information the conversation may require.

Having an understanding of the receiver or senders needs in this instance can really help, but often to broad in a global market to take seriously.

Conversations free from politics, religion or competitive sports is a great way to avoid any unnecessary arguments.

Some communications are a complete waste of time for example, gossiping about other people.

In the context of a conversation the way to pick up on gossip is when someone repeatedly talks about someone when they are not there to stick up for themselves. Or perhaps someone has done genuine wrong to the sender and you are a sympathiser of gossip, this will mean unnecessary unproductive time spent speaking to people.

This also sends a message that you are OK with gossip. Does this mean you are a gossiper as well? That is difficult to say we live in a mediated world where gossip is promoted and its easy to know when someone is gossiping done humorously this can serve some needs, building light hearted breaks in often complex conversations.

It is safe to assume though common consensus about gossip in work is stay as far as possible from it, or identify it, let the person know and change the subject back to the conversation you first wanted when you engaged face to face, over the phone or calling up on VOIP.

Eye contact, looking down at your feet when talking to someone may mean you have to repeat yourself since the transmission of the message made is going down to the ground rather than into someones ears.

Dexterity also comes into conversation when face to face people use polite hand signals, they sit at a table with hands free, cusped in the right way can really instil confidence in people. In tense conversations getting the right timely body language can really help.

Asking leading questions like do you ever experience this and ask the people to put there hand up when speaking to a live audience is one way of making them feel like communication is one to one when actually it is not the speaker is speaking to lots of people.

ii. Outline the importance of keeping a record of oral communication (Comment/give examples of when not keeping a record is good or bad).

A meeting or online conversation is happening, important minutes of the meeting are required to report back to regional groups. Often these notes are taken by one person who has to have a good awareness of the important things to jot down and type up later. Short hand is a skill which enables people to take quicker notes however this method is a skill.

Other ways of recording the oral spoke meeting is record with omni directional microphone. Rather than talk about that let me explain why it is important, when it is appropriate and what is not always appropriate. Are they talking on and of the record.

What protocols have been mentioned in the meeting, when someone says something what stage is it at, the final stage and is already happening or is it just hearsay, new ideas or brain storming?

If the meeting is brainstorming, taking notes needs to be quick and put into the right order. Drawing out sections or having a note sheet designed to pick up key things from brainstorming meetings is good.

Images and spider graphs can be a great personal way of taking oral record of what people say however if these graphs are for someone else to type up and interpret then you should clearly explain your own notes styles and numbers.

Its good not to take notes of gossip, or putting in exchange of words in arguments.

If you were to print this out and distribute this negative sort of stuff out to the rest of the regional areas this could also start arguments in their sections, or just looks silly on paper.

Sometimes arguments are important to make a decision but you may be more reluctant to mention individual names, that way the meeting carries the decision rather than the individual regardless of how important their point maybe.

If anything goes wrong this will protect them from unnecessary scrutiny if the idea turns out to be ineffective.

Identify indicators of underperformance in relation to own team and explain the possible causes of this underperformance.

Key Performance indicators (KPI) point out where individual leaders, managers and the company members might be going wrong.

They give an indication of what happened, what should have happened and also point out how the performance can be improved regardless of how good or bad it was.

As we mentioned earlier setting measurable targets and goals is a great way of measuring good and bad performances. Depending on how long the person is in the company, what role they have depends whether they know what they are learning and can feedback this and give evidence of this to the the teacher.

This is a great validation for the teacher, if they excel then more responsibility can safely be given if under performing the teacher can realign and adjust accordingly, try different ways of explaining the same thing.

The KPI Framework to measuring performance for teams or sports is a motivational strategy to act as a guide and way of helping both people realise certain things.

One of these of course is underperformance. If an Individual in a team is not fulfilling his role, the whole team will be effected and this person may have to be replaced.

If the Manager is under performing not explaining things well, investing n the wrong things or not spending enough time supervising managers or depending enough time at work, the team will become demotivated.

Demotivated people work slower, they take more breaks to counteract the disinterest. Motivated people work better together because they understand each other more.

The enthusiasm in noticed in conversation, positive body language and well presentable, onetime sometimes early.

They also become demotivated at certain times of their life, midlife crisis, death of the family, trauma or political unrest in the country. Being aware of these things and factoring that into the performance of an individual again can really help understand emphasise with causes.

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By Robert Bridge

Hi my name is Robert Bridge. I like wordpress websites and write about various topics online.

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