Introduction to Communication

Introduction to Communication

• Communication involves speaking, writing, or sending a message to another person
• It also entails ensuring the message reaches the target audience, is understood, and elicits an appropriate response
• Human communication and behaviours are affected by various influencing factors

General Definition

• Communication originates from the Latin word "communicare," meaning "to make common" or "to share"
• The process of using messages to generate meaning
• Communication is dynamic, ongoing, and continuous
• It lacks a definitive beginning, end, or fixed sequence of events
• All process elements interact, influencing one another

Working Definition

• Communication involves transmitting information and meaning from one individual/organization to another via understandable symbols, with meaning being crucial
• The central objective is the transmission of meaning, successful when the receiver understands the idea as intended by the sender
• Agreement is essential between parties regarding information transmitted and its meaning
• Transferring an idea requires symbols (words, signs, pictures, sounds) understood by those communicating with
• Miscommunication occurs when symbols aren't assigned the same meaning

Role/Purpose of Communication in an Organization

• Communication manages human resources by influencing attitudes and views, motivating, and maintaining relationships
• Competence in communication is key for management skills
• It contributes to success in various organizations, determining if activities succeed/fail and goals are achieved based on effective communication among members
• Communication builds positive interpersonal relations and strengthens commitment, bridges gaps by fostering understanding and plays a role in creating and maintaining relationships
• Communication unites organizations regardless of size or business by enabling information collection, processing, and exchange
• Effective communication enables multinational organizations to globally function as a single unit
• It enables individuals to express thoughts and feelings effectively through writing/speech and is the key foundation skill necessary for anyone in the modern workplace
• Advances in information technology are leading to downsizing and decentralization, and emphasizing team work that requires effective communication for identifying problems, analyzing alternatives, and recommending solutions
• Communication helps with the marketing of products and services by communicating to the public about them via advertisements and public relations

Essentials/Principles of Effective Communication

• Effective communication requires focus from both sender and receiver
• Senders must improve speaking and writing skills
• Receivers must improve listening and reading skills
• Qualities of communication are called the "C's of Communication" because most start with the letter "C"

C's of Good Communication

• Correctness involves ensuring accuracy in spelling, grammar, pronunciation, and language usage

• Consistency should be maintained in the utilization of numbers, units of measure, technical terms, abbreviations, grammar, spelling, punctuation, capitalization and dates

• Clarity is crucial for easy understanding and avoids misunderstandings

• It relies on simple language, short sentences, and proper punctuation

• Coherence is about the logical sequence of ideas (clear plans ensure order) to make any composition easily understandable

• Consistency in numbering helps achieving Coherence

• Concreteness involves giving definite details with figures and names rather than vague phrases

• Conciseness is conveying much in a few words (business communication) while maintaining clarity and courtesy

• Courtesy involves consideration for other people's feelings and behaviors; using polite words, expressing appropriate feelings, and making others comfortable

• Completeness means that the message has all necessary details for proper understanding and response

Role of ICT in Communication

• Information and communication technology (ICT) involves using computers and the internet and includes internet-enabled cell phones

Effects of Communication Technology on Business Productivity

• Business productivity has increased due to mobile tools
• Mobile phones and PCs have freed business people from the office
• Instant messaging and other tools make it easier to contact more frequent contacts all the while decreasing e-mail and calls
• It helps in building customer and partner relationships by providing instant contact to company contacts they need
• Employee productivity goes up because of on-the-spot responses
• Flexibility increases and downtime decreases because direct access to needed information means faster decisions
• Wireless connectivity gives greater flexibility
• Instant messaging quickly replies to urgent queries and eliminates travel
• Additional time can be used to carry out business tasks
• Portability of cellular telephones and computers is an important development that allows individuals to contact anyone, anywhere
• Laptops, computers, and mobile telephones have freed individuals from the office
• Mobile telephones can now store data and have more storage capability
• Data can be saved in a mobile phone, and pocket or laptop computer
• Communication tools can also take, store and transmit instant pictures
• Communication tools allow internet use for conducting research anywhere, and also lets users edit store documents
• Online access helps hold one-on-one conferences and "virtual meetings"
• Online marketing and business transactions is more available
• Employees and customers can discuss sales deals on-the-spot
• Communication is more fast due to immediacy
• Management quickly sends staff notes to boost morale

Challenges Posed by Use of ICT

• Increased cyber-crime
• Internet fluctuations
• High purchasing and installing costs
• Needing technical skills
• Spreading fake news

Topic 2: Communication Process

• Communication is an ongoing, dynamic process without a clear start or end
• Individual words, sentences, and gestures only gain meaning within the context of this continuous process

Components of Communication Process

• There are 7 elements or factors that makes up the process of communication
• The source or sender initiates the action of communication
• The audience or reciever is the person for whom the communication is ended
• The goal or purpose is the clear result the sender is looking to receive from communicating
• Medium or channel, which conveys the message
• Feedback is the receiver’s response, observed by the sender
• The environment or context where the communication takes place

Source

• The source is the originator of the message and transmits the message to another person or group of people
• Sources include Individual speaker, child, or a couple

Encoding

• Once the source decided on what to communicate, it is a must to convert ideas into verbal or nonverbal symbols that is effectively understood by the receiver

Message

• Any idea, thought, or feeling that is sent by the sender to the receiver

Receiver

• The recipient of a message
• The receiver must hear words/nonverbal cues from the sender

Decoding

• The receiver interprets and decodes the message, giving it meaning by deciphering the language and behaviors of the source, after which the receiver can encode a return message

Channel

• The channel is the medium by which the message is communicated, such as sight, sound, touch, smell, and taste

Context/Environment

• All communication occurs within the physical surroundings, the situation, the time, the number of people, noise level, affecting the encoding and decoding, and the entire communication process as a whole

Feedback

• The receiver's reaction to the message, whether conscious or unconscious, leads to a change in facial expression and action, such as replying, thereby completing one cycle of communication

Goal/Purpose

• Sender’s desired result from communication

Stages of Communication

• The sender conceptualizes and encodes the message
• The sender chooses the channel and transmits the message to the receiver
• The receiver receives and decodes the message
• The receiver then chooses the channel and sends the feedback

Barriers to Effective Communication

• Obstacles include physical, semantic, and socio-psychological barriers

Physical Barriers

• Factors beyond the control of those involved that prevent a message from reaching
• These can be the defects in medium like malfunctions (telephone, postal system, media, electronic), noise (air traffic), or overloaded information

Semantic & Language Barriers

• Semantic means the different meanings of words or symbols (such as charge,spring,check,suit,ring)
• They all have multiple meanings depending on your occupation such as charge
• Emotional and cultural differences are also included, such as “dog”

Organizational Barriers

• Distortion of communication downward, upward, across
• This is caused by lack of understanding and editing messages
• Deliberate withholding of information also becomes a common issue
• Written communication can also be a barrier due to circulars not being read carefully

Cultural Barriers

• Needing to become accustomed to the behaviour patterns of a particular group
• In groups where one is conforming, there is a mutuality of interests and contact

Gender Barriers

• Distinct differences in communication that may cause misunderstanding
• The global studies suggests that women communicate much or than a man
• This reasoning is based on the wirings of men and women
• Scientifically, scientists suggest and point towards brain features

Socio-Psychological Barriers

• These Include attributes such as self centred attitudes, group identification, self image, fliltering and status blocks are a few key differences
• Resistance to change and a closed mind become problems

Overcoming Barriers

• Some barriers can be helped by training effective communication
• You have to encourage communication skills
• The management has to make sure channels are kept in a good working condition
• Organizations should address issues such as being careful with the language, using short and simple sentences
• A common understanding would solve the barriers

Topic 3: Classification of Communication

• Organization are ways of group members maintain structure through interactions and allowing actors freedom

Organizational Communication

• Internal communication occurs within the organization while external communication is between organizations and people outside

Formal Vs Informal

• Formal-messages flow prescribed channels throughout organization (organizational chart). These Charts provide guidelines

Grapevine Communication

• Communication that has no defined route for sharing information
• Information travels by passing one person to another

Intrapersonal Communicaton

• Intrapersonal focuses on what occurs only within ones own mind

Interpersonal Communication

• Interpersonal focuses on generating meaning between at least two people speaking in the same room

Topic 4: Forms of Communication: Verbal/Nonverbal

• Verbal communication can be made out to be spoken or oral, and even include what is written
• But nonverbal forms of communication consist of visual and audio-visual styles

Types Of Verbal Communication

• Face to face Communication which includes small group or public speaking

• Spoken and Written Communication both have different communication styles

• With written speed must be slow and feedback is slow

Body Language

• Oral communication allows styles like body movements that contribute to giving emphasis to words and sentences

Nonverbal Communication

• Nonverbal can be gestures, eye contact, posture, etc

Paralanguage

• Paralanguage consists of various levels of pitch to your sound, also quality

Personal Presentation

• This emphasizes giving a unique style to communicate to others
• Our grooming acts as one the biggest forms of how we want to communicate
• Proxemics, studies our use of space, and uses a zone distance

Sign Language

• Nonverbal communication is commonly used to hear the impaired, also known as tactile speech

The Importance of Nonverbal Communication

• In crucial times such as traffic signs, it proves to be useful
• It creates a more clearer perception of knowledge about locations and regions
• It serves to be most effective to illiterate people
• Sign language helps the hearing impaired

Functions of Non Verbal Communication

• Re enforcement or complimentation
• Negation
• More examples can come such as message regulations

Visual Audiovisual Comminication

• A visual audiovisual helps to make organizational sizes complex through blue prints or diagrams

The Importance of Audio And Visual Communication Aids

• Enables search for improved communication
• Mobile phone service can allow entertainment and other fun sources
• The mobile phone has improved cooperation with cyber crime
• In terms of audiovisual it can hinder face times like with computers

Topic 5: Channels of Communication

• Medium carried by the intended speaker

Choice of a Communication Medium

• A few aspects of choosing a message include
• The audience you want to reach-
• The speed of the message and any travel distance
• A need for any Confidentiality
• Need for any Accurancy to be transmitted
• The medium costs and urgency

Topic 6: Official Etiquette, Protocol, and Diplomacy

• Etiquette means accepted rules that are formal in any polite society or setting

The Importance of Office Etiquette

• Good relations come with the most essential qualities

Personal Behavior

• One must acknowledge a situation at hand when the situation is in process
• Posture can make one look competent in there work
• You may avoid doing certain things privately in restrooms
• Fragrances must be subtle, unless it is of cheap quality

Greetings

• Be known to the way culture operates, and try to keep it in the middle
• People will start knowing each other very closely from the start

Making an Apology

• A simple apology will do more than enough
• Sometimes those styles may vary depending on the person

What Style of Thanks

• A simple “thank you” may be informal and may be as sincere as you act in a positive gesture

Conversation

• Show the speaker that you intend and nod to them
• Don’t interrupt them
• It is not good to be talking about your company

Introducing

• Introductions are critical to make a first impression

Topic 7: Writing Skills

• Writing Skills are what consist of writing that is more organized

Courtesy in Writing

• The format has to be appropriate, information, tone and language wise for that particular writing

Punctuation Marks

• Punctuation Marks consist of commas semicolons exclamations full stops hyphens questions elipses brackets quotation ect

Paragraphing

• A paragraph must involve sentences that will discuss or touch upon anything
• There is no specific length about the paragraph depending on whats on the need

The Topic Sentence

• a sentence will indicate to a general what the topic intends to act on to it
• It may take form of a question

The Right Development

• With the proper development on topic it is important to use names, numbers,, and senses
• It will give off the right supporting ideas

Letter Inquiry

• It touches upon what one knows of their letters
• What may be given by any form of giving

Letter of Compliance

• It includes how to give a clear distinction and reference to what numbers

Letter of Appreciation

• It includes a variety of what is followed
• A letter of recommendation is just included with what is written

To Write and Format Structure of Communication

• General structures will start as saying- “Introducing the matter”, “Responding”, “Giving all forms of respect of what it may imply”

Block Formatting

• For those who have worked in this particular set of letters

Memos

• Short memorandum in communications that are short in its writing

Electronic Mail

• Its content will have a description such as to have attached , subject , body,

Letters of Application

• What will also be put in such writing will be what and why
• Whats required before one will start applying

Resume

• It also will include one or two pages of the sum of your skills 8 common components include:
• Personal details and if you will be required to have any special interests

Topic 8: Summary Writing

• A version of writing that is more concise than the text

Importance

• The skills help you capture key information
• For all times of referencing

Steps In Summation

• Main points can require and help show the writers first draft

Topic 9: Report Writing Skill

• A report is a logical presentation of facts and information that benefits management on all sections of business
• reports are needed for revision and all sorts of actions

Roles of Reports:

• What performances require you to use at the proper time
• Check on the right activity in an organization
• Plan for the right needs in any organization

Types of Reports

• Written and Oral
• Management
• Breakdown of accident
• Entrepreneurs
• Internal

Forms and Structures of a Report

• A report has various sections to enable a writer to lay out the information to be read
• These section will make clear of title pages, abstracts, and introductory parts
• All essential are included

Title Page

• Must clarify all to find the report

Topic 11: Interviews

• This helps better your way of speech and communication with any type of person

Types of Interviews

Includes:

• Information gathering including journalism, and survey
• Employment

The Employment Interview

• Interview to sell accomplishments at that rate that skills matter
• A primary goal for accomplishments
• A preparation to help that all go well

Researching The Company

• Strong impressions are a must and you know what might make the interviewer ask what and how
• Review if all the items are correct
• Search them

Reviewing Q/A's

• It will always happen that not all aspects will be addressed
• You much express whats going forward

Conduct Interview Role Play

• It is best to have some role reversal and change yourself

Dressing Professionally

• Proper dress wear will be the key to the interview
• Clothes must have no wrinkles and everything must be up to par

Greet the Interviwer

• A handshake direct eye contact smile
• Let the interviewer do so first

Speaking And Acting With the Right Attitude.

• Pleasant manner with nonverbal tone
• Everything must be used naturally be there that what the questions

Topic 12: Public Relations and Customer Care

• PR relations is about reputation of what you do say and others perception
• This discipline looks after recognition
• Customer Care is about being kind and respectful all the time

Types Of Customers

• Loyal costumers make a few but sell more

• Impulsive customers are tricky to sell, so make sure product list is presented

• Wandering customers are least profitable but they can also be given much attention through advertisement

Role of Public Relations and Client Care

• Organization have public relationship with another

Communication helps with managing employees:

• Clear communication
• Be active
• It’s also helpful to have knowledge of the product
• Act skills
• Time skills
• The skill to read
• Ability to be present