Child and Youth

Program Coordinators

Family Members

Youth

Commanders

Colleagues

Volunteers

C&YP Team

Partner Orgs.

Community Organizations

Others

Leadership & Management

SFPD/Customer

NGB

There are four typical forms of communication:

WrittenVisual

Verbal Non-Verbal

➜ This form of communication involves the visual display of information, wherein the message is understood or expressed with the help of visual aids. For example, topography, photography, signs, symbols, maps, colors, posters, banners and designs help the viewer understand the message visually.

➜ Movies and plays, television shows and video clips are all electronic form of visual communication.

➜ Visual communication also involves the transfer of information in the form of text, which is received through an electronic medium such as a computer, phone, etc.

➜ Icons and emoticons are a form of visual communication. When these icons are used in a public place, phone or computer, they instruct the user about their meaning and usage.

➜ The greatest example of visual communication is the World Wide Web which communicates with the masses, using a combination of text, design, links, images, and color. All of these visual features require us to view the screen in order to understand the message being conveyed.

➜ Written communication is the medium through which the message of the sender is conveyed with the help of written words.

➜ Letters, personal journals, e-mails, reports, articles, and memos are some forms of written communication.

➜ Unlike other forms of communication, written messages can be edited and rectified before it is communicated to the receiver. Thereby, making written communication an indispensable part of informal and formal communication.

➜ This form of communication encapsulates features of visual communication as well, especially when the messages are conveyed through electronic devices such as laptops, phones, and visual presentations that involve the use of text or words

Verbal communication include sounds, words, language, and speech. Speaking is an effective way of communicating and helps in expressing our emotions in words. This form of communication is further classified into four types, which are:

1. Intrapersonal CommunicationThis form of communication is extremely private and restricted to ourselves. It includes the silent conversations we have with ourselves, wherein we juggle roles between the sender and receiver who are processing our thoughts and actions. This process of communication when analyzed can either be conveyed verbally to someone or stay confined as thoughts.

2. Interpersonal CommunicationThis form of communication takes place between two individuals and is thus a one-on-one conversation. Here, the two individuals involved will swap their roles of sender and receiver in order to communicate in a clearer manner.

3. Small Group CommunicationThis type of communication can take place only when there are more than two people involved. Here the number of people will be small enough to allow each participant to interact and converse with the rest. Press conferences, board meetings, and team meetings are examples of group communication. Unless a specific issue is being discussed, small group discussions can become chaotic and difficult to interpret by everybody. This lag in understanding information completely can result in miscommunication.

4. Public CommunicationThis type of communication takes place when one individual addresses a large gathering of people. Election campaigns and public speeches are example of this type of communication. In such cases, there is usually a single sender of information and several receivers who are being addressed.

➜ Nonverbal communication manages to convey the sender's message without having to use words.

➜ This form of communication supersedes all other forms because of its usage and effectiveness. Nonverbal communication involves the use of physical ways of communication, such as tone of the voice, touch, and expressions.

➜ Symbols and sign language are also included in nonverbal communication. Body posture and language convey a lot of nonverbal messages when communicating verbally with someone.

➜ Folded arms and crossed legs are some of the defensive nonverbal signals conveyed by people. Shaking hands, patting and touching, express feelings of intimacy. Facial expressions, gestures and eye contact are all different ways of communication. Creative and aesthetic nonverbal forms of communication include music, dancing and sculpturing.

Due to the structure of the Child and Youth Program, communication between the Lead and Coordinator(s) is critical to success.

➜ Lead providing taskings to meet Program expectations

➜ Lead and Coordinator regarding time away from office

➜ Lead and Coordinator regarding event coverage and support

➜ Lead providing Coordinator with updates from NGB, SFPD and PM Team

➜ Lead and Coordinator sharing resources from training, conferences and professional developments

➜ Lead and Coordinator communicating regarding resources and referrals from colleagues and families

Communication between the Lead and SFPD is critical to ensure the vision of the Child and Youth Program is being executed.

➜ Budgetary planning and projections

➜ Programming needs and expectations

➜ Projecting time out of the office for Lead and Coordinator

➜ Planning coverage for upcoming events and activities

➜ Identifying trends coming from the field, surveys and other sources

➜ Developing yearly training plans/calendar and projections

Both the Lead and Coordinator play an integral role in communicating with military families and Service Members.

➜ Assisting with requests for resources, referrals and support

➜ Advertising/marketing upcoming events and activities

➜ Advertising/marketing Child and Youth Program resources and services available

➜ Identifying specific needs/issues/concerns surrounding deployment, attendance at events, etc.

➜ Educational support and outreach

Both the Lead and Coordinator should be actively engaged with partner organizations…demonstrating the ‘TEAM’ approach.

➜ Identifying programming needs and concerns

➜ Advertising/marketing upcoming events and activities

➜ Advertising/marketing Child and Youth Program resources and services available

➜ Planning and preparing for join events/activities

➜ Actively growing and expanding partnerships (networking)

➜ Generating awareness and sharing of resources

Other key people to be actively communicating with includes:

➜ YRRP Point(s) of Contact

➜ Family Assistance Staff

➜ Family Readiness Support Assistance Staff

➜ Fellow Child and Youth Program Colleagues

➜ Military and Family Life Consultants

➜ Budget Officer/POC (unique to state/territory)

➜ Recruiters

➜ PM Team

➜ Others

Effective communication can improve relationships, deepening connections with others and improving teamwork, decision-making and problem solving

Effective communication allows you to deliver negative or difficult messages without creating further conflict or destroying trust

Effective communication combines the skills of non-verbal communication, attentive listening, the ability to manage stress and recognize personal emotions and those of others

Effective communication is a learned skill, requiring practice, self-reflection and a commitment to personal/professional growth

Utilizing the following strategies can help ensure you are maintaining effective communication:

➜ Following in-person meetings or conversations with key individuals, summarize important points and respond with an email

➜ Be consistent in nature; always checking for spelling and grammatical errors ahead of time

➜ At all times, maintain professionalism

➜ Keep things efficient, yet polite and respectful

➜ Be timely with responses (usually within a 24-hour window)

➜ Ensure ‘Out of Office’ notifications are set whenever you are away from your duty station

➜ Dates you will be out of the office

➜ Cell phone number

➜ Alternate point of contact and phone number

➜ If on the phone or tied up with taskings, try to send an email to acknowledge receipt of message

When creating your publications (flyers, brochures, postcards, and websites) ensure that you have included the based event details:

➜ Event Type

➜ Date(s)

➜ General Location

➜ Eligibility Requirements

➜ Point of Contact

NOTE: Remember OPSEC when creating marketing materials. To increase safety, include time and exact address in your follow-up registration/confirmation email.

Emails:

When composing emails, be mindful that people often read numerous emails a day. Many of which are viewed on their Smartphone/blackberry or tablet. Depending upon what is being conveyed, emails should be relatively short and answer the following: who, what, when, why and how. Additionally, ensure the subject line conveys your email message (topic).

➜ Lead and Coordinator should be meeting regularly (weekly/bi-weekly) regarding upcoming events, priorities, taskings, suspense dates, reporting, etc.

NOTE: Regular communication between the Lead and Coordinator is not an option…it is an expectation for successful program management and execution – You are a TEAM!!

➜ Lead should be meeting regularly with SFPD/Designated POC regarding Child and Youth Program updates, expectations and event coverage

➜ Important contacts, exchanges and suspenses should be accounted for and documented

While you should be utilizing tools for tracking communication which are familiar to you, we have provided a few additional tools for use/reference:

➜ Call Log Tracking Form

➜ Case Recording Form

➜ Daily Communication Log

➜ Outreach Communication Log

➜ Strategic Communication Form (two formats)

➜ Task Tracker Form

Click here to being your assessment:

http://www.classmarker.com/online-test/start/?quiz=v3f525ea5b142994

Please Note: Following completion of the assessment, please print out the results and write the name of the course next to your score. Then, scan the document

and email the results page to your RAPM. This will serve as your documentation of completion.

You have now completed the Communications module.

Congratulations!