Communication Skills: An Introduction

Unit 1: Communication Skills

• Communication skills are essential in both everyday and professional contexts
• Understanding communication helps in grasping its dimensions, channels, and functions
• The unit examines technologies and managerial roles in effective communication, as well as barriers to communication

Introduction

• Sharing ideas and exchanging thoughts or information are key components of communication
• The word "communication" comes from the Latin term "Communis," meaning commonality

Communication - Concept and Meaning

• Communication involves transmitting knowledge between parties
• Requires at least a sender, a message, and a receiver
• Effective communication is precise, efficient, and clear, which can be challenging

Communication Process

• The communication process has seven stages
• Sender creates a concept to be sent
• The sender encodes the message, converting the concept into a transmittable form
• The sender chooses the medium (voice, writing, etc.)
• The message is transmitted via selected medium
• The notification is received by the recipient through a letter, viewing, or sensing
• The recipient deciphers the message by reading and interpreting it
• The recipient provides feedback, allowing for clarification and accurate interpretation in two-way communication

Types of communication

• Spoken/Oral: Face-to-face, telephone, radio, television, etc.
• Non-Verbal: Body language, movements, dress, tone of voice movements
• Written: Documents, emails, social networking, books, journals, Internet
• Visualizations: Graphics, tables, icons

Need for Communication

• Communication is essential for business, enhancing manageability, accessibility, and approachability
• Effective communication increases company efficiency
• Communication ensures a peaceful work environment
• Frequency of communication increases business growth and success
• Facilitates constant interaction, keeping employees well-aware of company operations

Importance of Communication

• Company leaders must communicate clear goals and objectives to employees
• Failure to communicate can create blockages
• Facts, data, and information are the cornerstones of any business and require transfer or exchange
• Communication functions as a lubricant, allowing business operations to function smoothly
• Enterprises that assign responsibilities and create tiered-systems perform better

Aids in proper planning

• No business can move forward without a plan
• Effective communication is essential for making plans
• Enables timely identification and resolution of problems to keep damage under control

Helps in decision making

• The executive committee requires data and information to make critical resolutions, acquired through practical and timely communication
• Ensures proper and open communication so decisions are in the interest of employees and the company
• Maintains a conducive environment
• Mutual understanding and cooperation is established through proper communication

Functions of Communication

• Communication is a three-step process: transmission, travel, and reception/understanding of the message

Exchange of Information

• Goal is to let the receiver know the ideas, opinions, emotions, or knowledge of the sender

Emotional Expression

• Communication is the key to a healthy relationship
• Maintaining and creating social bonds achieved through communication

Control

• Communication can be used to establish control
• Communications establishes control of superiors over employees and supervises their work

Motivation

• Communication drives an individual towards a goal
• Clear communication helps rationalize and clarify the picture

Interdependence

• Communication is vital for communities to grow and connect
• Any interaction between people is a form of communication

Dimensions of Communication

• Communication channels give unlimited buoyancy to a company
• Four dimensions: Downward, Upward, Horizontal/Lateral, Diagonal/Crosswise Communication

Downward Communication

• Information from upper to lower tiers, traditional and hierarchical
• Strict decorum maintenance
• Can result in information loss

Upward Communication

• Information from lower to higher levels, the opposite of downward
• Collects job reports and feedback
• Encourages employee feedback, equality, and happiness

Horizontal Communication

• Occurs intra-departmentally
• Enhances coordination and mutual data flow

Diagonal Communication

• Also called Cross Communication
• Adequate flow between organizational elements
• Open environment and exchange of ideas

Communication Process and Channels

• Composed of a sender, receiver, message, and an encouraging environment
• Encompasses clear interpretation, participation, and the transmission of a message

Elements of Communication Process

• Includes communicator, encoding, message, medium, decoding, receiver, and feedback

Channels of Communication

• Depend on the relationship between the parties, the direction of flow, and the method used

Based on Relationship

• Formal: Based on interpersonal ties defined by management
• Informal: Based on social connections, known as 'grapevine.'

Based on Direction of Flow

• Vertical: Between senior and subordinate positions, subdivided into upward and downward
• Horizontal: Between equivalent positions
• Diagonal: Sharing information across levels and divisions under exceptional circumstances

Based on Method Used

• Verbal: Information delivered orally
• Written: Formal communication of thoughts and information
• Gestural: Using gestures to enhance verbal or written

Communication Channels Commonly Used in Business

• Formal
• Transmits aims, strategies, and procedures
• Uses business emails and planned meetings

Informal

• Informal network or 'grapevine
• Includes chatting between workers

Unofficial

• An interpersonal communication where topics such as debates between staff, athletics, politics, etc. are discussed

Factors to Consider When Selecting the Right Communication Channel

• Understand objectives, requirements of the audience, type of message being sent, benefits of available channels and costs involved

Technology and Busines Communication

• Communication is a key factor for a business
• All parts must have communication between them in order to have smooth functioning

An ideal case, communication would be:

• Instantaneous
• Accurate
• Clear
• Organized

Various tools used in communication

• Telephone- allows people to connect and have voice conversations with instant feedback
• Email- used for personal and professional communication
• Video Conferencing- allows for efficient communication
• Internal Blogs- workers can exchange thoughts and perspectives easily and informally

Prerequisites to good communication

• Instantaneous- enables business to stay in touch without delay

Without the loss of information

• The information must be preserved in transmission process
• Accurate- the sender must communicate their message as accurately and concisely as possible to the receiver

Clear

• The message by the sender should be easily understood by the receiver
• Organized- The structure of the message should be planned and prepared to make it easier for the receiver to understand

Role of Managers

• Managers must carry out their work and obligations
• Members as managers must interact efficiently with their subordinates to accomplish the aims of the team

Why is a manager required to possess efficient communication skills?

• Managing Deadlines- Manager must to divide work into multiple fragments and assign each task fragment to the team specialized at it

Maintaining Transparency

• Efficient manager has to pay equal and adequate importance to all the employees and maintain similar behavior
• Motivating Employees- A manager is the group leader and must work together with everyone as a team

Providing Critical Analytical Solution

• Manager must keep in touch with both the employees and the authorities
• The Manager must give valuable inputs while framing the policies and decision making

Barriers to Communication

• Gaps that shift the expected results from the actual results

Physical Barriers

• Barrier occurs when the communication channel members are far away from each other physically, and there is no connection between them

Psychological Barriers

• Based on abstract vibes, making it even more challenging to recognize, tackle, and eliminate

Organizational Barriers

• Company's rules and regulations may be biased and might indicate the empowerment of a single post
• Complexity and the hierarchy of posts in any business could also be determinants of ease of business communication