Being the Receiver in Professional Communication

BEING THE RECEIVER IN PROFESSIONAL COMMUNICATION

PROFESSIONAL COMMUNICATION

• models of communication

• ethical and inclusive principles

• genre and register

• representational systems

• sender – message - receiver

• language modes

RECEIVER IN PROFESSIONAL COMMUNICATION

• What does it look like to be the ‘receiver’ in professional communication?

  • Be Approachable: Create an open and welcoming environment, both physically and emotionally.

  • Show Interest, Not Judgement: Demonstrate genuine curiosity and avoid being critical or dismissive of others.

  • Value Other Ideas and Perspectives: Recognize that different viewpoints can offer valuable insights.

  • Be An Active Listener: Focus intently on what the speaker is saying, both verbally and non-verbally.

  • Be Responsive Rather Than Reactive: Think before responding and avoid impulsive reactions.

• sender – message -receiver

TOOLS FOR THE RECEIVER

Non-verbal codes

• Eye Contact: Maintain appropriate eye contact to show engagement and sincerity.

• Positioning: Use open body language and position yourself to show attentiveness.

• Facial Expression: Display appropriate facial expressions to reflect understanding and empathy.

• Open Stance: Use open gestures and body posture to convey receptiveness.

Active listening

• Appropriate Responses: Use verbal and non-verbal cues such as head nodding to show you are listening.

• Asking Clarifying Questions: Seek further information to ensure you understand the message fully.

• Repeating Key Points: Summarize what you have heard to confirm your understanding (e.g., "So what I hear you saying is…").

• Be Present: Give the speaker your full attention and avoid distractions.

• Let the Person Speak Without Interruption: Allow the speaker to complete their thoughts without interruption.

Being responsive not reactive

• Stay Calm: Maintain composure and avoid emotional outbursts.

• Don’t Take Things Personally: Separate yourself from the situation and focus on the objective.

• Keep the Focus on the Learning and the Learner: Direct the conversation towards understanding and growth.

• Make a Plan: Develop a strategy to address the issues in a constructive manner.

• Ensure Key Points Are Followed Up and Action Taken in a Timely Manner: Ensure that important issues are addressed promptly.

TOOLS FOR THE RECEIVER - In written communication:

• Read the Communication in a Timely Manner: Respond to messages promptly to maintain effective communication.

• Act on the Communication: Take the necessary steps based on the information provided.

• Note Whether a Response Is Required: Determine if a reply is needed and respond accordingly.

• Take Time and Consider Your Response: Think carefully before replying and craft a thoughtful message.

• Check Your Response Before It Is Sent: Review your message to ensure clarity, accuracy, and professionalism.