The communication method is the way in which the message is transmitted. Communication can be:
- verbal
- written
- visual.
The communication media is the tool used to facilitate communication such as a computer, phone, paper document or drawing.
With verbal communication, the message is transmitted through spoken language.
Examples of Verbal Communication
The following are examples of verbal communication methods.
- A face-to-face conversation with one or more people.
- An in-person meeting, such as a daily activity briefing at the start of the workday.
- Delivering a presentation to a group of people.
- Talking on the telephone.
- Video conferencing.
Verbal Media
Face-to-face meetings do not require any media. Smartphones and telephones can be used to talk to a person remotely in real-time.
- A video conference is an online meeting held between people at different locations. Each participant needs a video conferencing-ready device that contains:
- the required software (examples include Teams, Zoom, Google Workspace)
- webcam
- microphone
- speakers or headphones
- Wi-Fi access.
Video conferences can be held between two or multiple people. Anyone with the required technology can join from any location. Video conferences also allow digital documents to be shared with all participants.
Real-Time Communication
With real-time (synchronous) communication there is no delay between the sending and receiving of the message. Real-time communication is appropriate for the following:
- Providing time-sensitive instructions, such as at the daily activity briefing.
- Where you need to address an issue quickly.
- Discussing sensitive topics such as employment matters.
- Where you want to engage the recipient and build relationships.
Real-time communication has the benefit of immediacy: the receiver can respond instantly and provide feedback. This helps with decision-making and problem-solving. It also has the benefit of helping to engage the receiver by making an emotional connection.
Real-time communication is less useful when there is a need for the recipient to think about the message and form a thoughtful response.
Delayed Communication
Delayed (asynchronous) communication means there is a delay between the sending of the message and the receiving of it. Most verbal communication is held in real-time. However, if a person is not available for a real-time message, delayed options are available. This includes email, text messaging or& leaving a message on an answering service. Video conferences can also be recorded and supplied to participants to review later.
With written communication, the message is transmitted using the written/typed word. The written message can be paper-based or electronic and can be delivered to one or multiple recipients.
Examples of Written Communication
The following are examples of written communication.
- Formal documents such as proposals, tender applications and incident reports.
- Informative documents such as safety instructions.
- Email messages.
- Text messages/instant messages.
- Entering data into project management tools such as MS Project, Slack or Asana.
- Completed online or paper-based forms.
- Social media or blog posts.
Written Media
The media and the technology required depend on the communication method.
Note
Written communication is always an example of delayed communication. Even though instant messages can be received very soon after sending, there is still a delay.
Written Documentation Guide
Most construction documents should be created using digital tools such as a word processor, email app or web form. Handwritten documents can be difficult to read. If then need to be distributed to more than one recipient, they need to be duplicated.
Electronic programs such as word processors contain formatting tools that assist you to create documents that are easy-to-read and understand. They also contain editing tools that allow you to check for and remedy spelling errors.
Word Processing Hints
When using a word processor, consider the following:
- Select clear, easy-to-read fonts, with an appropriate font size.
- Restrict yourself to only one or two font styles.
- Use different font sizes or bold formatting to emphasise text.
- Divide the document into logical sections.
- Set uniform line spacing throughout the document. Spacing between lines makes text easier to read.
- Use bulleted or numbered lists to enhance clarity.
- Use tables to organise information logically.
- Use lines and boxes to highlight or differentiate sections of a document.
- Images such as company logos can enhance a document, but irrelevant images can be distracting.
- Insert page numbers into documents containing multiple pages.
Reading
Open the document A1 Plumbing quote. This is an example of a formal document created with a word processor and then saved in PDF format. Note the use of the following:
- Company logo
- Clear fonts
- Font sizes and bold formatting for emphasis
- The use of boxes and lines
- The use of tables to clearly organise the financial information
- Page numbers
Templates
A template is a pre-formatted sample document that contains placeholders for content. Templates ensure consistency between documents and allow new documents to be created quickly and easily. Construction organisations may have templates for a range of documents such as:
- contracts
- tender documents
- project schedule
- progress reports
- health and safety forms
- checklists
- daily reports.
Before creating a new document, check whether a template is available.
Documentation Retention for Construction
Documentation retention is the preservation of documents created during the project. All construction projects will need to retain some documents. Examples may include:
- contracts
- regulatory permits
- plans
- invoices
- pay records.
Unlike most verbal communication, written communication leaves a permanent record. An electronic file is preserved until it is deleted. A paper-based document is preserved until it is disposed of. This permanence means that written documents are particularly useful for documentation retention.
Note
In some cases verbal messages will need to be converted into written ones. For example, if a verbal request is received from a client, it would need to be documented before being escalated to the correct person for action. This will help to ensure that contractual or financial obligations are not compromised.
Updating Documentation
Some written documents will be created once and never edited. Others will need to be updated throughout the life of the project. For example, project delivery plans will need to be updated regularly to document progress. If the requirements of the project change, planning documents will need to be changed and permits resubmitted.
It is important that documentation updates are made as required. If updates are delayed, people might forget to include pertinent information.
With visual communication, the message is transmitted through graphical representation. This can include static and moving images.
Examples of Visual Communication
The following are examples of visual communication methods.
- construction drawings, drawn by hand or using a computer drawing tool
- site photographs
- charts, such as a Gannt chart used for project management
- physical models
- maps
- videos
- task demonstration
- signs and boards
- symbols, such as the ones used on safety posters
- architectural virtual reality programs
- warning lights.
Benefits of Visual Communication
Visual communication has some potential benefits over written words.
Activity
Click on the Turn button to display an explanation for each benefit. Use the arrow buttons to navigate between cards.
H5P here
An appropriate communication method needs to be chosen to suit:
- The situation.
- The type of information being conveyed.
- Stakeholder preferences.
- The appropriate type of technology available to all relevant stakeholders.
Click on each heading below to display information on considerations when choosing a communication method.
- If you are standing next to someone it makes sense to talk to them in person rather than send an email.
- If you need to urgently communicate with someone, real-time communication face-to-face or via telephone is the best option.
- If you need to send a document to a stakeholder, attaching a digital copy to an email is quicker than sending a paper copy by post.
- If you are demonstrating how to perform a task, you will combine the visual demonstration with verbal instructions.
- Some information, such as council applications, must be written using a specific form.
- Technical drawings and similar need to be provided graphically.
- Written communication is a good way to convey technical information that may be too complicated to be verbally communicated.
- Formal documents that need to be retained must be written or visual.
- Safety information must be easy to interpret quickly, making visual communication appropriate.
- Different stakeholders will respond to different communication types. Some might like face-to-face meetings while others prefer emails.
- Each stakeholder may need to receive different information using different methods – it depends on the information type.
- Your organisation may mandate a certain communication method be used when communicating with other staff members.
- If a person is working on a site with poor Wi-Fi access, they may not be able to receive an email or join a video conference.
- If the receiver does not have a specific drawing application on their digital device, they will not be able to open raw drawing files.
- Many people do not have access to a printer, so it is better to ask them to complete a document online rather than request it be printed.
Activity
Consider the best communication methods to use in the following scenarios.
- You have just received word that supplies will not be supplied today. You need to let the on-site building manager know.
- You have prepared a revised quote for a client and need to send it to them quickly so they can review and respond.
- You need to communicate information on upcoming traffic disruption to all the people living on one street.
Summary
This topic provided examples of how the different communication methods, verbal, written and visual, are used in the construction industry. It was concluded that the selection of the most appropriate communication method should be based on the situation, the information type, stakeholder preferences and technological considerations.
If you have any questions about this topic, add them to the Topic questions thread in the forum.
In the next topic, you will learn about techniques that aim to improve your communication skills.
