Understanding Communication

What Is Communication?

• Communication is the process of transferring information from one place to another.
• It can be done vocally, which is using voice.
• It can be written, which is using printed or digital media, such as books, magazines, websites or emails.
• Communication can also be visual by using logos, maps, charts or graphs.
• Non-verbal communication can done using body language, gestures, tone and pitch of voice.

Importance of Good Communication

• Communication skills are important in all aspects of life, including professional and social settings.
• Communicating accurately and clearly is a vital life skill.
• Working on communication skills can enhance ones quality of life.

Why Communication Skills Are Essential

• Communication is inevitable.
• Communication is irreversible.

Basic Communication Process

• Communication channel is the way which information is passed on
• A sender sends a message
• A receiver receives the message
• The receiver then sends feedback to the sender
• There is always "noise" that may affect the communication between sender and receiver

Channels for Communication

• These include email, phone, writing, face-to-face interactions ,visuals, and touch.

Feedback

• Feedback tells speaker what effect he or she has on listeners.
• The speaker may modify the messages based on the feedback from recipients.
• Positive feedback indicates the message is well-received.
• Negative feedback indicates there is a problem which needs adjustments.

Noises = Barriers to Communication

• Noises are barriers to communication that may occur at any stage in the process.
• Barriers can distort messages which can waste time and money by causing confusion and misunderstanding.
• Effective communication involves overcoming barriers to convey a clear message.

Types of Noises

• Physical
• Psychological
• Physiological
• Semantic

Physical Noise

• Physical noise is external to both the speaker and listener.
• This includes sounds like road construction that make hearing difficult.
• Also the inability to see non-verbal cues, gestures, posture, and body language reduces communication effectiveness.
• Technology-based like phone calls and text messages are often less effective than face-to-face communication.

Psychological Noise

• Psychological noise is mental interference that prevents you from listening.
• This can be a wandering mind.
• Emotional barriers and taboos can affect communication.
• 'Off-limits' or taboo topics may include politics, religion, disabilities, sexuality, racism and any opinion that can be seen as unpopular.
• Expectations and prejudices, which can lead to false assumptions, can have a negative effect.
• Hear what you expect to hear instead of what is actually being said.

Physiological Noise

• This is any physiological issue that interferes with communication.
• It may be difficult to speak or listen when experiencing a migraine.

Semantic Noise

• Semantic noise occurs with over-complicated, unfamiliar or technical terms.
• Communication with medical professionals, lawyers, and scientists often contains terminology that many people don't understand.

Ways to Communicate

• Verbal: what is said and how it is said.
• Non-Verbal: communicating through body language etc.
• Listening: interpreting what has been sent by others both verbally and non-verbally.
• Non Verbal makes the biggest impression at 55%
• Tone of voice makes 38%
• Verbal makes just 7%

Verbal Communication

• Oral communication involves using words through talking.
• Rate, volume, and pitch, along with articulation and pronunciation, enhance verbal communication.
• Monotone voices can lead to audiences losing attention.
• Changing the voice's volume and intonation regularly and strategically can emphasize points, create tension, and stimulate the audience.

Non Verbal Communication

• Nonverbal behaviors, like gestures, posture, and eye contact, send strong messages.
• The communication doesn't stop in silence, even when not speaking, body language still sends messages.
• Universally, facial expressions are extremely expressive and can reflect emotions.
• Facial expressions for happiness, sadness, anger, surprise, fear, and disgust are the same across cultures.
• Perceptions with body movements and posture communicate information to the world.
• Posture, bearing, stance, and subtle movements are nonverbal types of communication.
• Touch can express a weak handshake, a warm hug, a reassuring slap on the back or a controlling grip.
• Space can make someone feel invaded and uncomfortable if invaded.
• Dress and appearance never get a second chance to make a good first impression.

Listening Skills

• Communication involves more than just speaking like listening.
• Communication is 45% listening.
• Listening is a vital interpersonal communication skill.
• Listening is a skill not the same as hearing.

Verbal Signs of Active Listening

• Positive Reinforcement: Use encouragement sparingly to prevent distraction.
• Better to elaborate an explain why you are agreeing with a certain point rather than saying you agree.
• Remembering a few things, such as the name of the speaker, it reinforces the messages sent have been received and understood.
• Shows attention and encourages the speaker to continue.
• Questioning: Asking relevant questions demonstrates attention and interest.
• Reflection: Repeating or paraphrasing what the speaker indicates comprehension.
• Is a skill that reinforces the message of the speaker.
• Clarification: Asking questions of the speaker ensures the message has been understood.
• Involves open questions so the speaker can expand where necessary.
• Summarizing: Listener repeats what has been said in their own words, and it provides a chance to correct the main points, by reiterating them.

Non-Verbal Signs of Active Listening

• Smiling indicates attention, agreement, or happiness.
• Smiling and nodding affirm that messages are being heard.
• It is encouraging to make eye contact, but it can also be intimidating.
• This is especially true for speakers who are shy.
• This can encouraged the speaker alongside smiling.
• Posture can be telling, leaning forward shows active listening plus slight slanting of the head.
• Mirroring of facial expressions can show active listening, sympathy and empathy.
• If the mimic is consciously copying, then it is inattention meaning, it is NOT automatic.
• Inattention is shown by fidgeting or looking at phone or nails.

Effective and Active Listening Points

• Arrange a comfortable environment with minimal noise.
• Be prepared to listen, and stay open-minded.
• Concentrate on the main point, and avoid distractions.
• Delay judgment until you have heard everything.
• One should be objective and avoid thinking about the next question.
• Avoid dwelling on one or two points at the expense of others.
• One should not stereotype based on gender, dress etc.

Being A Speaker/Presenter

• Public speaking can feel intimidating so building confidence is essential.

Building Confidence

• Confidence is a state of mind, it does not follow a set of rules.
• Increase confidence with positive thinking, preparation, knowledge, and by talking to others.
• Confidence comes from the self-esteem and belief in your ability, skills and experience.
• Lack of confidence can be cause by the fear of the unknown.
• It can also be caused by criticism.
• Self-esteem and unhappiness may be further factor.
• Poor time management and a lack of knowledge can also cause it.
• It is important to also keep in mind static in nature.
• It can increase and decrease, but it inevitable to make mistakes when learning.
• It is especially important with new task.
• By problem solving one can increase their confidence.

How To Overcome Nervousness

• Be prepared to remove a lot of nervousness and potentially ace the presentation.
• What's the worst that could happen?
• It's Seldom a situation of life and death.
• Taking 30 belly breaths and belly breathing eliminates negative visualization.
• Change to come and strong.
• By using your hands and your stomach, breathe in slowly through your nose.
• Breathe in and out 30 times.
• Create effective body language.
• Visualize the situation in a positive way
• Involve your time to habitual visualize
• Do not care so much about what people think and realize they are thinking of other things.
• Practise, practise, practise.