Introduction to Communication

Introduction to Communication

• Communication originates from the Latin word "communicare," meaning "to share.”
• It involves conveying meanings between entities using signs, symbols, and semiotic rules that are mutually understood.

Elements of Communication

• Sender: The initiator of the message.
• Message: The content the sender wishes to convey, including words, signs, pictures, or symbols.
• Encoding: Converting the message into a suitable medium (verbal or non-verbal) considering the situation, time, space, and nature of the message.
• Channel: The mode through which the message is transmitted (e.g., memorandum, computer, telephone, television).
• Receiver: The intended audience of the message (listener, reader, or viewer).
• Decoding: The receiver's interpretation and understanding of the message.
• Feedback: The receiver's response to the sender's message.

Functions of Communication

• Physical Needs: Communication impacts one's physical health.
• Ego Needs: It allows for self-concept affirmation and the sharing of perspectives.
• Social Needs:
  • Inclusion: The need to belong to a personal relationship.
  • Desire for Control: The desire to have an influence on others.
  • Affection: The desire to care for and be cared for by others.

Ethical Communication

• Ethical communication is based on business values.
• It includes being truthful, concise, and responsible in both words and actions.

Fundamentals of Ethical Communication

• Openness and transparency are key
• Consideration for potential roadblocks is needed.
  • Language Use: Use language that listeners understand.
  • Jargon: Avoid using specialized terms that are difficult for others to understand, use clear and simple language
  • Language Fluency: Take into account the listeners' language proficiency to ensure effective communication.
• Accessibility to technology is important.
• Relationship development is an important aspect.

Principles of Communication

• These principles act as guidelines for effective communication.
• Being truthful and honest is an important principle.
• Active listening plays a key factor
• Speaking non-judgmentally allows for clearer communication
• Use your own experience when speaking
• Consider the receiver's preferred communication channel
• Strive to understand others view
• Avoid a negative tone
• Do not interrupt others
• Respect privacy and confidentiality
• Taking responsibility is required

Types of Communication

• Verbal Communication: Uses spoken or written words to express ideas
  • Oral Communication: Uses spoken words, including conversations, speeches, and video/internet communication; influenced by pitch, volume, speed, and clarity.
    • Advantages: Quick feedback and visible body language.
    • Disadvantages: Speaker might not deeply reflect during face-to-face discussions.
  • Written Communication: Uses written words, signs, or symbols; transmitted via email, letters, reports, etc.
    • Advantages: Messages can be edited, provides record and backup, and allows for thoughtful feedback.
    • Disadvantages: Lacks immediate feedback and can be time-consuming due to writing challenges.
• Non-verbal Communication: Includes all forms of communication that do not use written or spoken words.
  • Non-verbal cues give hints about emotions.
  • It's impossible to not communicate.
  • It involves attitude and can provide clues, not facts.
  • Provides much more information.

Elements of Non-Verbal Communication

• Appearance:
  • Speaker: Clothing, hairstyle, neatness, and use of cosmetics.
  • Surrounding: Room size, lighting, decorations, furnishings.
• Body Language:
  • Facial Expressions: Facial muscle movements that indicate emotions (happiness, sadness, etc.).
  • Gestures: Finger, hand, arm, head, or shoulder movements used to emphasize or describe.
  • Posture: The way one holds their body while standing or sitting.
• Sounds: Tone of voice, volume, pitch, and rate of speech.

Levels of Communication

• Intrapersonal: Communication within one's own mind, the basis of feelings and beliefs.
• Interpersonal: Communication between two people, often informal.
• Small Group: Communication within formal or informal groups in organizations, used for decision-making and problem-solving.
• One-to-Group: A speaker informs, persuades, or motivates an audience.
• Mass Communication: Transmission of messages to the general public via electronic or print media (radio, television, film, printed materials).

The Seven C's of Communication

• Conciseness: Being brief and to the point, avoiding "filler words."
• Courtesy: Showing awareness of others' perspectives and feelings, avoiding hurtful expressions, and adopting a "You" attitude.
• Correctness: Using proper grammar, punctuation, spelling, appropriate language, and accurate facts/figures.
• Clarity: Ensuring the message is clear by using short, familiar words.
• Completeness: Including all necessary facts for the desired reaction and providing additional information if needed.
• Coherence: Maintaining consistency and logical flow throughout the communication.
• Concreteness: Being specific and vivid, using facts and figures to strengthen the message.

Barriers of Communication

• Interference with the decoding of messages
  • Environmental Noise: Physical disruptions like loud sounds.
  • Physiological-Impairment Noise: Physical conditions that prevent communication (deafness, blindness).
  • Semantic Noise: Different interpretations of words.
  • Syntactical Noise: Grammar mistakes.
  • Organizational Noise: Poorly structured communication.
  • Cultural Noise: Misunderstandings due to cultural assumptions.
  • Psychological Noise: Attitudes that make communication challenging such as anger, sadness, or autism.