Understanding Communication Elements

• Elements of communication encompass various methods people use to interact, influenced by the message and its context
• The choice of communication channel and style impact the effectiveness of communication

Face to Face Communication

• Allows direct interaction, enabling individuals to see each other during conversation
• Facilitates a better exchange of information through observation and interpretation of body language and facial expressions
• Advantages include effective communication enriched by facial expressions, instant feedback for clarifying doubts immediately
• Face-to-face communication is typically informal and direct, boosting participation and team spirit, suitable for sharing confidential matters in private
• Useful in handling delicate situations such as strikes or family tensions
• Often used to advantage in job interviews and on-the-job training settings
• Disadvantages: Not suitable for nervous or poor communicators
• It is difficult to establish proper rapport with large audiences
• In large organizations, it's unsuitable if branches are located in different places or countries
• Holding someone accountable for spoken words is difficult due to lack of records
• It has low legal and reference value because information is primarily oral
• Listener retention may be poor, causing difficulty in grasping the speaker's message

Tone of Voice

• Tone of voice reflects a person's attitude
• Essential in affecting communication by clarifying and conveying meaning
• Simple phrases vary depending on the way you choose to express it
• It affects how others perceive you, influencing their willingness to listen, particularly in the workplace
• Types of tone of voice include:
  • Motivating tone engages and inspires individuals professionally and personally
  • An informative tone imparts knowledge and inspires personal growth
  • A soft tone builds bonds and protects relationships, making people feel safe
  • A humorous tone uses funny stories or quotes to maintain a positive mood
  • A respectful tone enhances communication quality by conveying kindness, truthfulness, and humanity

Body Language

• Plays a key role in communication
• Body language can convey signals more powerfully than words
• Body language is controlled by the subconscious mind, which affects if a reader can distinguish what you say, versus think
• Body language has a major impact on transmitting messages to the recipient
• Comprises gestures and movements made while communicating
• Expresses a person's attitude
• Open body language includes open arms, legs, and relaxed clothing
• Closed body language is armed crossed over the chest, crossed leg and looking down or away

Verbal Communication

• Verbal communication uses words to communicate ideas to an audience
• It includes both written and spoken communication
• Verbal communication includes:
  • Face-to-face or phone conversations
  • Meetings
  • Email and voicemail messages
  • Letters and memos
  • Reports
• Positive impacts that influence good verbal communication
  • Loud, clear speech that's easy to hear
  • Avoid slang when speaking in English
  • Speech relies on how the speech is delivered, using pauses to follow the speech

Physical Communication

• Physical communication, or non-verbal communication, uses symbols, signs, and gestures
• Physical communication involves the eyes to examine and other parts of the body for gesturing
• Physical communication is as crucial as any other form, even if frequently undervalued
• It is essential as being able to hear or speak
• It improves verbal communication when utilized appropriately
• In certain job positions and professions, physical communication may be important
• Usage: it may be used in a variety of tasks:
  • In sports, ability to use and see signs and gestures is necessary
  • In security agencies, the ability to convey critical information is important
  • The police, navy, and military use these skills to avoid enemy detections
  • Investigators and police use non-verbal signs to determine the truth
  • In extremely loud workspaces, the construction and mining industry puts physical communication to full use

Intro to Communication Styles

• Communication style refers to the choices we tend to make when communicating to others:
  • It involves two basic dimensions: assertiveness and emotiveness

Styles Matrix

• There are many models that define ways in which we communicate
• One useful model is based on the work of Dr. Eileen Russo
• It reveals two dimensions of communication styles: level of expressiveness and assertiveness
  • People can fall anywhere within each style, becoming either uniform or further from the center

Assertive Styles

• Assertive communication styles command action from others, while less assertive styles ask what should be done

Expressive Styles

• More expressive styles show emotion in speech, face and tone, while less expressiveness refrain from showing it

Direct Communication Style

• Highly assertive and not expressive
• Tell others what to do instead of asking others to think of a solution
• They do not show emotions in communications so others may mistake them
• Considered as an expedient style, where they may appear terse and cold to others in person
• Known as the 'go- getter' in a group
• Allow few questions or distractions and will work hard and fast
• Direct communicators try to state minimum information to save time; but may appear evasive
• May seem impatient or overbearing at times
• Doesn't stop to listen to others unless it is valuable to contribute.

Spirited Communication

• Very interested in the ‘big picture’
• They are regarded as innovators, inventors and dreamers
• Their interactions may be full of hyperboles and grand ideas that are persuasive at first
• Focus: brainstorming, fleshing out ideas, conversation, which may cause them to be talkative
• Experience difficulty as they have a hard time nailing down minor details
• Focus challenges - sticking to an agenda and following the subject
• Spirited Communication: struggle with time management and remaining focused, and discussing the exact steps
• Solution: communication with someone who can entertain this communication style, getting them to communicate clearly by keeping the conversation in check

Systematic Communication

• Style: focuses on details and facts
• Prefers logic, appreciation and usage of the topic
• Analysis and Facts: systematic communication use the analysis of facts, rather than ideas that are not confirmed
• Communication with tangible evidence works best
• Hard time expressing their feelings - they are uncomfortable
• They avoid confrontation with people, or ideas
• They may not communicate efficiently - they may analyze the situation and develop a well-though plan to answer
• For systematic communication, well suited tools are charts, trends and graphs
• Avoid conflict
• Close off communications rather than face emotional or confrontational situations
• Will need thorough, and precise directions during communication, otherwise, they may not grasp the concept

Considerate Communication Style

• Considers the feelings of others - cares about the peer group
• Connection: Connects to others from a personal level, helping to connect one another
• They are responsible to negotiate the conflict in the group - enabling all to pitch in
• Training/Counseling: Natural trainers that encourage to succeed
• Group collaboration and communication are highly encouraged
• They will refrain from own opinions if they know it may displease others
• Challenges: They are hesitant to share their own views unless it’s known others may disapprove
• Inclined to take direct communication with tact
• For considerate style people, direct communication enables this style of communication
• Make a request in a friendly manner
• Builds to the point
• It displays care for the receiver