Effective Communication and Relationship Building in Community Service

This report analyzes communication techniques used by community service workers to build relationships with clients and colleagues. It covers a range of topics, including effective communication strategies, understanding different languages, and maintaining client confidentiality. The report also examines communication policies, procedures, and protocols, including internet and email use. It explores sources of information, methods for verifying accuracy, and the communication needs of clients with hearing impairments. Furthermore, the report addresses communication protocols, the roles of interpreters and translators, and common communication barriers and how to overcome them. It also delves into strategies for managing difficult situations, facilitating meetings, and addressing individual communication needs. Finally, the report discusses professional boundaries, digital media usage, ethical dilemmas, and problem-solving skills relevant to community service professionals. This report provides valuable insights for students seeking to enhance their communication skills in a community service setting.

COMMUNICATION TO
BUILD RELATIONSHIP
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TABLE OF CONTENT
MAIN BODY...................................................................................................................................4
1.1 Techniques which can be used by community service workers to communicate with clients
and colleagues..............................................................................................................................4
1.2a 10 ways to demonstrate these strategies...............................................................................4
1.2b Understanding between different languages........................................................................4
1.2c Right to confidentiality........................................................................................................5
1.3a Communication policies, procedures and protocols that workers must be aware...............5
1.3b Community service organisations often have internet and email use policies....................5
1.4a Sources used by workers at community service to gain information to communicate........5
1.4b 3 ways workers can determine whether information is current, accurate and relevant.......6
2.1a Communication needs of clients with a hearing impairment...............................................6
2.1b 15 communication protocols that it might be necessary to follow in a community service
role...............................................................................................................................................6
2.2a Interpreters or translators be needed....................................................................................7
2.2b Difference between interpreters and translators..................................................................7
2.3a 10 factors that commonly contribute to the development of communication barriers........7
2.3b Overcome each of these common barriers to communication.............................................7
2.4a Types of communication strategies required to defuse these difficult situations................8
2.4b Workers refer conflict or potentially difficult situations.....................................................8
2.5 Implement strategies to check on the effectiveness of communication with clients and
colleagues.....................................................................................................................................9
3.1 Meeting between community members and community service workers.............................9
3.2 Five ways participants could be advised of the details of meetings......................................9
3.3 10 ways facilitators can keep meetings on track....................................................................9
3.4 Lead a group discussion about whether disability parking should be removed from certain
locations.....................................................................................................................................10
3.5a Strategies to be used for maximise participation...............................................................10
3.5b Strategies would you use to maximise the participation of other group members............10
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3.6 10 strategies you would advise group members to use to address this individual’s
communication needs.................................................................................................................11
3.7 Role of the meeting facilitator/ chairperson in terms of resolving conflict between meeting
participants.................................................................................................................................11
3.8 Information is generally recorded in minutes of meetings..................................................11
3.9 Feedback about the effectiveness of meetings and why might this be necessary................11
4.1 Different communication styles and techniques..................................................................11
4.2 Important to establish professional relationship boundaries between clients and service
providers....................................................................................................................................12
4.3 Types of digital media are used in the community services and health sector....................12
4.4 Organisations have protocols and style guides....................................................................12
5 Ethical dilemma......................................................................................................................12
6 Problem-solving skills to a complex situation........................................................................13
REFERENCES..............................................................................................................................14
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MAIN BODY
1.1 Techniques which can be used by community service workers to communicate with clients
and colleagues
Community service workers must identify the techniques to be able to communicate
effectively because this service is for the benefit of the community which needs to be analysed
and got the best for them so that there is going to be higher operations. A sense of direction is
going to be provided to all the employees by the workers themselves so that the objectives and
targets can be achieved (Dalile and et.al., 2019). Decision making and planning is going to be
higher for the organization and the reputation and trust of the clients is also going to be present.
1.2a 10 ways to demonstrate these strategies
There are a lot of situations in which these strategies can be demonstrated which are take
time to convey message and understand the reactions on it. Set the right tone, active listener,
allow feedback, clarity of communication, not be dominating, body language, communication in
their ways, presence, refrain in unwanted advice, etc (Fredriksson and Sundquist, 2019). These
are few strategies which are used by workers of community service to be able to achieve the
targets and goals of the organization which is good for the reputation and standards for a long
run.
1.2b Understanding between different languages
Greek person who understands little English language needs to have the full information
about the organization which is community service. Clients have the right and must be aware of
the factor in which they are participating so that they can get satisfaction from this factor (Evans
and et.al., 2017). Gestures, items, statistics, examples, simple phrases which the Greek person
would understand must be used and not strong English which the person will not understand. If
these factors are not followed then the company will not be able to gain the trust and loyalty of
the client which is a very essential factor.
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1.2c Right to confidentiality
Clients disclose themselves to the community service workers but they do not have to
disclose their identity in the organization overall. There are no credits or any other aspect which
is going to be present of the clients in the community service organization. Disclosure is going to
make the organization be able to inform the client properly and make sure that they are updated
about all the changes and improvement which would take place in the company but there must
not be any link between the overall credit of the organization (Saarinen Langner and Forsgren,
2019).
1.3a Communication policies, procedures and protocols that workers must be aware
There are a lot of procedures, policies and protocols which are used by community
service workers must follow so that there is going to be higher achievement. Email, forms,
agenda meeting, whiteboards, workplace signs, technical and procedural manual, reports,
memos, letters, faxes, etc. These factors have to be used by the workers of community service
effectively so that there is going to be right use and reputation of the company is going to be
maintained for a long run.
1.3b Community service organisations often have internet and email use policies
Internet and email are faster way of communication which is present so that there is
going to be higher understanding and working of the organization. Clients will also have the
right information which is good for a long run. Policies of using the right language and according
to the clients is essential without mentioning information of any of the client so that there is
going to be higher functioning and the value of the company is going to be higher (Kellogg,
2017). Clients are going to feel more satisfied with the services of the company and clients
would invest more in this organization.
1.4a Sources used by workers at community service to gain information to communicate
Emails, letters, boards, meetings and reports are the five essential methods which are
present in community service through which communication can be done effectively. Clients
must have the right information because the trust and loyalty of the clients can be broken easily
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and that must be maintained by the organization so that there is going to be higher consequences
that would be present. Till the employees or workers of community service do not have the right
information, then so will the clients not have the right information as well (Svendsen, Griffin and
Forkey, 2020).
1.4b 3 ways workers can determine whether information is current, accurate and relevant
Sources have to be right in a community service, more reading has to be done and
references have to be right which the clients are having so that there would be higher operations
and functioning which is going to be present. Clear information needs to be passed on so that
there are going to be higher understanding. Questioning is done by the workers so that they
would be able to gain the right knowledge and information about the company so that there is
going to be better branding of the company (Kim, 2019).
2.1a Communication needs of clients with a hearing impairment
Body language and sign language must be present in community service organization in
order to make sure that there are right actions which are present. Clients with hearing impairment
also have the right to get the right information and knowledge of the objectives, goals and
achievements which the company has done so that the trust and investment of the clients would
be higher in the organization. Information which is being shared has to be good for the overall
development which is going to be a good factor.
2.1b 15 communication protocols that it might be necessary to follow in a community service
role
Packet size, transmission speed, error correction types, handshaking and synchronization
techniques, address mapping, acknowledgement processes, flow control, packet sequence
controls, routing, address formatting, etc. which are present for the community service workers
to follow. Technology has helped community service in a lot of ways possible which would be
helpful for the organization to be able to operate effectively and efficiently in the market.
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2.2a Interpreters or translators be needed
Interpreters and translators are very essential in a community service which would help to
have good information and knowledge overall which is a great factor for the overall
development. Community service have to make sure that they have the best communication
factor which is going to be a great factor for the overall development of the company. Different
community clients are going to invest in community service factor so that they can help in
making the society more effective (Kim and Kim, 2017). To have no issues with communication
and pass on the right information there are translators and interpreters which are present.
2.2b Difference between interpreters and translators
Translators and interpreters are both good for being mediators for communication but
there is a little difference between the two which is orally the language is communicated by
interpreters and translators translate written words to the other people. Both these factors are
very essential in an organization so that there is going to be higher operations and working which
is going to be present for a long run (Wu and et.al., 2017).
2.3a 10 factors that commonly contribute to the development of communication barriers
Lot of barriers can rise which impact the communication barrier which are physical and
physiological barriers, emotional and cultural noise, language, lack of eye contact, information
overload and lack of focus, not being prepared, lack of credibility, talking too much, trying too
hard and lack of enthusiasm are few of the factors which is going to impact and get barriers to be
able to get the right information and knowledge which is going to be beneficial for a long run.
2.3b Overcome each of these common barriers to communication
 Preoccupation
Pressure from the workers in community service must be reduced.
 Negative attitude
Negative attitude must be turned positive which is going to be better for the operations
and benefits of the workers must be provided.
 Lack of interest
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Make the right changes and information which are present in community service so that
there is going to be higher working.
 Physical discomfort
Working environment for the community service workers also has to be strong which
would be a great factor (Guzman, 2018).
 Making assumptions
Emails or any other form of written and oral communication must be present so that there
is going to be higher communication.
 Distractions
Dedication has to be present in the employees so that even after all the distraction the
workforce would be able to gain the right knowledge.
2.4a Types of communication strategies required to defuse these difficult situations
 Anxiety/ agitation
Workers have a lot of pressure on themselves because of the information which they must
communicate to the workers which is going to be a great factor for the overall development.
 Aggressive behaviour
Pressure is going to reduce because of communication and good distribution of roles and
responsibilities would be present (Suharti, Kartika and Sugiyanta, 2021). Community service
would be able to gain positive working environment.
 Mistrust
Communication is going to get in good understanding of all the employees which would
help in making sure that there are right actions and improvement which is coming for the benefit
of society by community service.
2.4b Workers refer conflict or potentially difficult situations
Conflicts and negative situations must be solved effectively which would make the
working of the company be higher. Employees would retain in the organization and make sure
that there are right actions which are being followed in the company. Authorities who are the
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stakeholders of the organization must be included so that there are going to be higher
achievement of the targets and goals which would be present.
2.5 Implement strategies to check on the effectiveness of communication with clients and
colleagues
Communication with the clients and colleagues has to be checked upon from time to time
and not just the end because there can be misunderstanding and wrong image of the company can
come up. It is essential for the organization to make sure that they have taken up the right
strategy to be able to do this factor right which is going to be helpful for a long run (Lea, 2018).
Effectiveness has to be present which is going to make the performance level be higher and make
the right performance be present.
3.1 Meeting between community members and community service workers
In a meeting of community service workers and community members there has to be
good initiative which must be present. Community workers will have to make sure that they are
being able to put out the objective for which the meeting is held. There have to be strong points
and examples which must be given to the members of the community so that there is going to be
higher satisfaction level of the meeting.
3.2 Five ways participants could be advised of the details of meetings
Good communication, presentation, body language, words, examples of the overall
meeting objectives have to be given, etc. so that the audience would be able to gain the attention
in the meeting. Community members must be given full details of the meeting before they
participate in it so that there is going to be good working and efficiency which is going to be
present.
3.3 10 ways facilitators can keep meetings on track
Community service workers have to conduct meetings from time to time so that they can
check on the participants and make sure that they have achieved the target and goal which they
had set for themselves. There has to be good communication which must be present so that there
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is going to be higher working which is there (Rubio-Tamayo, Gertrudix Barrio and García
García, 2017). More opportunities are going to be present and that is going to make the
performance level be higher.
3.4 Lead a group discussion about whether disability parking should be removed from certain
locations
It is very essential to make sure that there are right actions and decisions which are taken.
Opportunities are high and there should be limited parking for disability to be removed but not
all of them because there are few being used. Equality is very essential and important for the
disability people to feel the same way which is going to make the community have higher
satisfaction level.
3.5a Strategies to be used for maximise participation
Asking them to participate and talk to them in the unofficial timing of the meetings is
going to be helpful and make them get the credit. All the ideas must be taken out of them and
make sure that they are being appreciated for the efforts which is going to be a great factor for
the overall development of the organization and individual. Encouragement is a factor which
individuals want and if they are going to be given that factor then they would participate
effectively.
3.5b Strategies would you use to maximise the participation of other group members
In this factor also encouragement as a leader for the others to speak and listen to them
with interest is essential which is going to be a great factor for the overall development.
Discouragement for the participating team would be present but they would understand the
involvement of all the people in the meeting is important and that is going to be a great factor for
the overall functioning and decision making (Murphy and Sashi, 2018).
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3.6 10 strategies you would advise group members to use to address this individual’s
communication needs
Verbal communication and special written boards to be provided to the blind individuals
in the meeting so that there is going to be right communication. Translators would not be
required in this aspect unless the language is different of the blind person. Information must be
passed on in a community service which is going to make the satisfaction level be higher.
3.7 Role of the meeting facilitator/ chairperson in terms of resolving conflict between meeting
participants
Chairperson and facilitator are going to be very good at solving conflicts and other
problems of the community service which is going to make the processing and working more
effective. It is essential to make sure that there is effective working and efficiency which is going
to be present so that there would be higher operations. Chairperson has the right to be able to
make sure that there would be good meeting which is going to get in better decisions.
3.8 Information is generally recorded in minutes of meetings
About the progress and improvement which is required in the organization is discussed in
a minute meeting which is going to be present. Importance of working has to be present and
objectives have to be clear and this meeting is going to make sure that the working is effective so
that the targets can be achieved effectively (Park, El Sawy and Fiss, 2017).
3.9 Feedback about the effectiveness of meetings and why might this be necessary
Feedback of the meetings have to be taken so that there is going to be higher
understanding and presence of working which would be there. Feedback is going to make sure
that the meeting was achieving the information and knowledge which had to be shared and also
make the right working which is going to be present.
4.1 Different communication styles and techniques
There are a lot of cue differences which rise and they need to be overcome so that there is
going to be effective working. Motivational interviewing versus coercive approaches have to be
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used which is going to make the satisfaction level be higher and make sure that there are right
actions which are being taking place (Nouwens, Griggio and Mackay, 2017). Cross cultural
communication protocols have to be present which is going to be the right factor. Right bases
approaches and cross cultural communication protocols have to be taken from time to time so
that there is going to be good communication. Non verbal is another method which can be used
for communication purpose.
4.2 Important to establish professional relationship boundaries between clients and service
providers
Professionalism needs to be present between client and service provider because there is
a lot of confidentiality working which takes place in a company which needs to be understood
and make sure that right actions are being taken as well. Taking personal details of other clients
or any client, talking personal information about self or the organization are all violation of the
boundaries which are present.
4.3 Types of digital media are used in the community services and health sector
Social media is used by community services like all online platforms to be able to
connect with them and make them be aware of the improvement or changes which are coming in
the company for the benefit of the overall development of the organization.
4.4 Organisations have protocols and style guides
Protocols and style guides are for written correspondence because there are a lot of
factors which are going to impact the working of the organization which needs to be improved
upon. Community service sector takes a lot of time to be able to gain the trust and loyalty of the
clients which needs to be worked upon and having written correspondence is going to be helpful
to have better standards.
5 Ethical dilemma
As a community social workers we have to face several problems and one of them that is
the main ethical dilemma is confidentiality. While working for community I faced a situation in
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which young child of 12 years’ old asked my co-workers to not to tell about his act of smoking
and drinking with parents. So it was the situation in which he had to decide whether to maintain
confidentiality or break confidentiality (Block and Negrine, 2017). As a social workers and as
per the ethical perspective I told the situation of that child with his parents. I believe that Co-
worker should have not told to parents. For proper guidance to child it was important to not to
break trust because if once it breaks then they find difficulties in trusting people.
6 Problem-solving skills to a complex situation
Social workers have to perform functions with limited resources and tight budget. For
overcoming budgetary problems and others they need to apply this skill. Due to limited and
ineffective resources sometimes social workers face miscommunication problems. They deliver
the message they want but sometimes due to lack of resources community get messages in an
appropriate manner. It affects their image and they have to take better decision and require
problem solving skill.
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Guzman, A.L., 2018. What is human-machine communication, anyway. Human-machine
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Kellogg, D., 2017. Factors that build and sustain a relationship of trust between school district
superintendents and principals.
Kim, B. and Kim, Y., 2017. College students’ social media use and communication network
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Svendsen, S., Griffin, J. and Forkey, H., 2020. Using the Attachment Relationship and Positive
Parenting Principles to Build Childhood Resilience. Advances in Pediatrics. 67. pp.15-
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Wu, G and et.al., 2017. Investigating the relationship between communication-conflict
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