Communication skills

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The construction industry, like all other industries generates a great deal of administrative paperwork which can range from simple memos to complicated work schedules and programmes of work.

All these documents are designed to improve efficiency and ensure good

communication links between the firm, other organisations as well as departments, sections and individuals within the firm.

Communication

1. VERBAL or ORAL communication

This involves people talking to one another face- to-face or one to one.

There are other ways of using verbal communication:

• Group discussions.

• Meetings, lectures etc.• None face-to-face.• Telephone conversations,

video links.

2. WRITTEN communication• Letters Personal and official.• Memos and notes Short and precise form of letter.• Timesheets Various forms.• Invoices Used to bill customers.• Drawings and sketches Used to communicate

technical information.• Specifications Precise technical information

associated with drawings.• Schedules Lists of building components.• Graphs and charts Used to display data.• Photographs Used to present images.

3. TELE communications• Telephone Cable and

satellite communication.• Fax machines Copies of

paper communication transfer by cable.

• Television and radio Images and sound communicated by radio waves.

• Computers, email and the internet Paper or digital information passed on by cable.

MeetingsThere are two kinds of meetings:

1. Informal – At this type of meeting, there is no fixed agenda. A group of people are brought together to solve a problem, make a collective decision or are informed of a decision that has been made. Discussion at this type of meeting may or may not take place.

Meetings2. Formal – This type of meeting will

have a fixed agenda. An agenda is a numbered list, of items to be discussed and decided upon at the time of the meeting.

Here is a typical combined notice and agenda.

The next meeting of the Site Safety Committee will take place on Friday 23rd May 2000 at 2.00 pm in the Site Manager’s Office.Agenda

1. Apologies for absence.2. Minutes of the last meeting.3. Matters arising.4. The wearing of safety hats on site.5. The safety of sub-contractors while on site.6. Excavation and the close proximity of site traffic.7. Any other business.8. Date of the next meeting.

Verbal Communication

As far as you and your job within the construction industry are concerned, you are more likely to use the following methods of verbal communication:

• Informal conversation.

• Formal conversation.

• Receive instructions.

• Use the telephone.

• Take part in meetings.

• Oral presentation.

Communicating skillsNo matter what method is used to pass on information, there are certain rules which must be adopted to ensure that effective communication takes place.

Where speech is concerned:1. The information passed on should be accurate and easily

understood, otherwise, if it is passed on to another person, the wrong information could be received.

2. Information should be precise, clear, straightforward, simple to understand, accurate and as short as possible.

3. Listen carefully to receive the correct information, and speak clearly and pronounce the words correctly.