Communications system Essay Example

team meetings due to potential difficulties within the team. This allows for one-on-one communication to address these concerns.

The barriers and challenges to communication within my job role include staff working part-time, staff being out conducting programs, and potential conflicts between staff members.

A potential challenge I may encounter is staff members rejecting my advice or opinions because they believe they are always right. As a result, they may not listen to my explanations. Furthermore, there is a risk of people misinterpreting the information I communicate. To overcome these communication barriers, I will speak clearly and emphasize important information for better understanding. Additionally, regular supervision meetings and an open-door policy will be implemented to encourage open discussions about any concerns individuals may have.

We can be contacted by staff through phone or email at any time. In the mornings, the childcare supervisor holds a meeting with the childcare team to ensure adequate staffing in all creches and address any concerns regarding the children. Every week, we have a referral meeting where referrals from health visitors and social workers are discussed, along with any concerns about parents. Additionally, I send reply slips to social workers and health visitors to inform them about completed home visits or if there was no contact made with the family. I understand that each staff member has different learning styles and communication preferences; some prefer group discussions while others prefer one-on-one conversations. It is important for me to consider these preferences so that no team member feels frustrated or ineffective. My objective is to build trust with the staff and show appreciation for their work. To accommodate different

needs, various communication methods are utilized.

Both emails and team meetings are effective communication methods. Emails ensure that information is simultaneously and directly received by all staff members, without intermediaries. They also offer the flexibility of being sent at any time and can be printed for record-keeping purposes. On the other hand, team meetings allow all staff members to gather together and receive identical information. These meetings foster connections among staff members and facilitate updates on work progress. Additionally, they encourage group support as they enable brainstorming ideas to address challenging situations involving families or children. In case someone cannot attend a meeting, they can always rely on the team minutes as a source of information.

If I am not present in the office, you can contact me on my mobile phone. Telephone communication is also used by health visitors and social workers to give updates about families. In the main office, we have a staff diary that helps us keep track of where staff members are, whether they are on leave or sick, and their appointments. To maintain fire safety, there is a sign-in and out sheet by the exit door that displays who is currently inside the building. Reply slips containing referral updates are returned to health visitors or social workers.

This letter is inviting parents to attend various programs and events throughout the year. These include information mornings for breastfeeding support, a weaning workshop, and feeding sessions for children under 5. The goal of these events is to share information and welcome new users to Surestart. There is also an opportunity for face-to-face meetings with staff in my office

to discuss any concerns or issues. As part of the CU2941 module on communication systems, efforts are being made to improve communication strategies for positive outcomes. It is important to monitor the effectiveness of our communication systems and practices. To ensure the safety of staff during home visits, we use a diary in the front office as per the lone worker policy. This allows us to keep track of their whereabouts. Additionally, a whiteboard in the main office is used by staff to write down their schedules and programs so that the secretary knows where they are for phone calls. We also utilize email communication to send information simultaneously to all staff members who regularly check their emails.

The childcare supervisor conducts daily meetings with the childcare staff to guarantee sufficient staffing in all rooms and meet the children's requirements. This enables prompt resolution of any issues in any setting, instead of waiting for a team meeting every two weeks. I consider individual communication, such as supervision and APR, essential in a childcare environment. The N-Drive serves as a collaborative document storage system accessible to all staff members.

Our office has a hot desking policy, allowing documents to be accessed from any computer. This policy also applies to Surestart forms and newsletters, so that all staff members can easily print them when necessary. Reply slips are used for communication with health visitors, social workers, and other agencies. I reply to any referral letter our project receives, responding to the respective agencies in case the family has had a home visit and services have been offered, if I am unable to contact the family

for various reasons, or if the family chooses not to avail of Surestart services.

Phone - If I cannot be reached at any time, a message can be left for me to return their call. Evaluate the effectiveness of existing communication systems and practice. Starting with the ones I feel are most effective, one-to-one communication works well within a team. Some staff members prefer not to speak in front of others and worry that their ideas may not be adequate.

In my opinion, face-to-face communication is highly effective as it reduces the likelihood of misinterpreting a message and responding inappropriately via email. Additionally, supervision enables staff to engage in open and confident discussions with their manager, which I believe constitutes an effective form of communication. This allows managers to evaluate their employees' performance while also giving staff members the opportunity to openly express their genuine emotions regarding their work situation. Furthermore, establishing a positive relationship where both parties feel at ease, amicable, and trusting is pivotal for successful communication within this particular context.

Supervision is an effective method for establishing clear expectations for staff and ensuring they are on track to achieve their APR targets. Team meetings are also beneficial as they allow for updates on programme progress and any issues related to families involved. These meetings provide an opportunity to seek assistance or advice from colleagues on handling difficulties. Additionally, they serve as a platform for sharing information with the Surestart board and action for children.

Having a dependable Annual Performance Review (APR) system is essential for informing staff about upcoming training. After 11 years in a Surestart setting, I

have finally witnessed an efficient APR system this year. If not executed properly, the effectiveness of the APR system decreases. The primary purpose of this system is to set goals and objectives for the following year, which is crucial for staff members to understand their expected duties. Regular supervisions are conducted to track their progress and ensure they meet their targets.

Childcare meetings are highly effective in ensuring that the entire childcare team is aware of their daily responsibilities and which staff members will be present in each setting. These meetings also provide an opportunity to discuss any concerns related to a particular child. On the other hand, emails have both advantages and disadvantages. They allow for efficient communication as they can be sent at any time, but it is beneficial for all staff members to receive information simultaneously through emails.

I believe that staff can misinterpret the tone of emails and that some information is best communicated in person. Replying via letter to health visitors, social workers, and other agencies is a very effective method of communication. The diary in the front office is also effective, but it only works if everyone fills it in correctly. If someone is on training or leave and forgets to fill it in, it becomes difficult for other staff members to know their whereabouts. The N-Drive is an effective tool that stores all Surestart forms, standard letters, and newsletters.

When hot desking, it is crucial to remember that all documents saved on the shared drive are accessible to the entire team. To ensure the confidentiality of sensitive information, it is recommended to password protect these

documents. Regarding phone communication, leaving a message is an efficient method of reaching me if I am not available by phone or mobile.

Regarding enhancing communication systems and practices, there is constantly room for improvement as individuals might occasionally forget to relay messages, reply to emails, or update the main office diary.

I have suggested providing a message pad for each desk to ensure that all messages are recorded. Additionally, I propose bringing the main diary to team meetings so that any planned leave, visits, or training can be noted. I will also take the opportunity during team meetings to remind everyone about filling in the diary. Furthermore, I recommend updating the reply slips for health visitors and social workers as I believe they could be enhanced. 2.4 Lead the implementation of revised communication system and practices CU 2941.

The systems that we use to promote partnership working include one-to-one communications. For example, I meet with the health visitor for breastfeeding once a week. Additionally, any of the health visitors are welcome to call in at any time. Some health visitors even bring parents who are hard to engage into the center to meet me, show them around the building, and introduce them to the staff.

To stay connected with our families, we employ different programs and registrations. We use phone calls from health visitors, social services, and other agencies to share updates and discuss case review meetings. Families can reach out to us daily for help or information. If we cannot contact families or if they choose not to be part of our service anymore, we send letters to the

appropriate agencies. Moreover, we communicate with families through postal letters and newsletters.

Email is the preferred method of communication for certain agencies because of its quick speed, as long as it is adequately documented. The referral response, supported by Surestart parents, confirms consent to communicate with health visitors and notifies them that contact has been made and Surestart services have been provided. Furthermore, Surestart organizes informational events to promote their services. In conclusion, I find the communication systems at waterside Surestart to be highly efficient.

One-on-one communication is highly effective as it provides reassurance to service users, colleagues, and outside agencies while allowing a focused approach towards the goal. I can offer support and positivity to anyone in need and assess the needs of service users to provide appropriate assistance, fostering trust and building relationships. Phone calls are also an efficient means of communication, especially when immediate updates are required by health visitors, social workers, or other agencies attending review meetings.

Emails are a good way of communicating when a staff member is not in the office. As a family support worker, I use emails to stay in contact with families every day. Whether it's answering their questions or inviting them to programs or arranging home visits, emails are very effective for me in Surestart. In addition, supervision notes should be sent three days before the supervision session and team meetings should be sent and read before the meeting takes place. Agencies can also send emails and newsletters as a means of communication. Another effective way that Surestart communicates is through Referral Response.

The purpose of sending this information is to

inform health visitors/social workers who submit a referral that we have made contact with the family or attempted to do so. If we are unsuccessful after 4 weeks of trying, it means that we were unable to reach them. Organizing information events poses a challenge as we focus on specific catchment areas instead of hosting them in a general area. However, we aim to avoid excluding people who might be interested in our service. Agencies submitting referrals have access to a list of streets within the catchment area, and only those outside of it are considered if there is a need. Over the past year, communication within Waterside Surestart has greatly improved, largely due to our new manager who has gained the trust and respect of the staff. Working with her is enjoyable and I am learning valuable leadership skills from her. The only aspect that could be enhanced is developing a leaflet for families residing outside of the catchment area so they can leave with some information (this project is currently underway).

I am currently assisting with the upgrade of the referral response form. This is to ensure that families sign the form, granting permission for us to hold their information and allowing us to send the form back to the referrer. As part of my work in a Surestart setting for the past 11 years, I understand the significance of confidentiality. It is crucial for establishing trust between agencies, service users, and myself.

I emphasize the importance of honesty when interacting with people. During the registration process, I inform parents that their information will be stored securely for 7 years in

a locked filing cabinet. Additionally, their details are protected by a password on a database until their child turns 4. I also educate parents about their right to access their file anytime under the data protection act. Furthermore, we require parents to sign a form allowing us to share information with health visitors and other relevant agencies if there are concerns regarding the child or parents.

During sessions with parents, I establish group rules to address confidentiality. I reassure parents that any conversation within the group will remain confidential. While I can only speak for myself, I hope everyone in the group will also honor this principle. Furthermore, I explicitly inform parents that if any information about harm, danger or abuse towards a child or children is disclosed, I will immediately report it to my manager and the relevant authorities.

Child safety is extremely important, according to the Children's Order 1995. Establishing trust with the people I work with by being honest is crucial. It is also my legal obligation to report and document all disclosed information. However, a previous experience involved a parent misunderstanding this process. They mistakenly believed that I was reporting them to social services and feared their child would be taken away. Consequently, they did not return to Surestart after sharing information with me because it had to be discussed with my manager.
Analyzing information sharing agreements within and between organizations is vital. The Data Protection Act 1998 aims to protect individuals' rights and privacy. It ensures that personal data is not processed without consent or knowledge of the individuals whenever possible. This act applies to electronically stored data, as

well as manual and relevant filing systems.

Surestart has made changes to a form that service users need to sign. This form enables us to securely store their information for a maximum of seven years. It also guarantees that if we have any worries about the child, we will get in touch with the relevant service. In cases where there is involvement from a social worker, we can inform them about any programs that the service users participate in for case review meetings.

To begin, health visitors obtain a referral form from parents after obtaining their consent. Afterward, we contact the family via phone to schedule a home visit. During this visit, we fill out the Surestart forms with the family's details. Once completed, the family signs the consent form and returns it to the health visitor as confirmation of completing the visit and indicating their preferred programs to attend. In cases where families do not wish to use Surestart services or if I am unable to reach them, I would send a form back to the health visitor.

The forms completed by parents are securely stored in a locked cabinet. In Surestart programmes, I establish group rules that prioritize the confidentiality of these forms. Parents have the freedom to express themselves on these forms and I assure them that any information shared within the group will be kept confidential between me and the group. It is crucial to note that this assurance only applies to myself and not the entire group. Furthermore, I explicitly state to parents that speaking negatively about another parent is unacceptable.

I want parents to know

that if any information shared within the group leads to harm or abuse of a child, I am required by Action for Children policies and procedures as well as the Children Order Act 1995 to report it to my manager and the appropriate services. However, I will communicate with parents before making a report. Additionally, I will demonstrate how to use information management systems that meet legal and ethical requirements.

According to the Data Protection Act 1998, Surestart must obtain parental consent to store data on the families I work with. To achieve this, parents are required to sign the registration form and give consent for their details to be stored according to Action for Children policies and procedures.

The collected information will be securely stored for a maximum of seven years in a locked filing cabinet and up to four years on the Surestart database. As per the Children's Order 1995, it is my responsibility to report any instances of observed or heard child harm. I would discuss such incidents with the parent(s), informing them that this information will be shared with my manager and giving them an opportunity to provide further explanation.

This shared information may potentially result in a referral being made to social services.