Understanding the Communication Process

• Communication refers to the sharing of ideas, facts, opinions, information, and understanding.
• Communication is the process by which information is exchanged between individuals.
• The communication process uses written messages, spoken words, and gestures.
• Communication transmits information, thoughts, opinions, messages, facts, ideas, emotions and understanding.

Elements of Communication Process

• Sender: The person who intends to make contact and pass the message to others.
• Message: The subject matter of the communication that is passed from the sender to the receiver.
• Encoding: Converting the message into communication symbols.
• Channel: How the message encoded into symbols is transmitted by the sender.
• Receiver: The person or group to whom the message is directed.
• Decoding: Translating the words and symbols used in the message into ideas to obtain meaning.
• Feedback: Way of judging the effectiveness of the message.

Types of Communication

• Verbal Communication is the form of communication in which messages are transmitted verbally through word of mouth and writing.
• Nonverbal Communication is the sending or receiving of wordless messages using gesture, body language, posture, tone of voice or facial expressions
  • Three components:
    • Appearance via clothing, hairstyle, and use of cosmetics.
    • Surroundings include room size, lighting, decorations, and furnishings.
    • Body Language uses facial expressions, gestures, and postures.
  • Sounds using voice tone, volume, and speech rate.
• Verbal communication can be remembered by using the KISS principle (keep it short and simple).
  • Verbal communication includes:
    • Oral Communication using spoken words in face-to-face conversations, speech, telephonic conversation, video, radio, television and voice over internet.
      • Is influenced by pitch, volume, speed, and clarity of speaking.
      • Advantages: quick feedback and ability to read facial expressions and body language.
      • Disadvantages: user is unable to deeply think about what he is delivering.
    • Written Communication using written signs or symbols in email, letter, report, memo etc.
      • Most common form of communication in business.
      • Advantages: messages can be edited, provides record and backup.
      • Disadvantages: doesn't bring instant feedback and more time to compose.

Levels of Communication

• Intrapersonal: Communication within your own mind that forms the basis of your feelings, biases, prejudices, and beliefs
  • This is when you make any kind of decision or when you think about something.
• Interpersonal: Communication between two people that can involve more in informal conversations.
  • Includes talking with friends, teacher/student discussions, patient/doctor discussions, and manager/employee interviews.
• Small Group: Communication within formal or informal groups or teams that result in decision making, problem solving and discussion within an organization.
  • Includes group planning a surprise birthday party and a team working together on a project.
• One-to-group: Involves a speaker who seeks to inform, persuade or motivate an audience.
  • Examples are a teacher and a class of students, a preacher and a congregation
• Mass: Electronic or print transmission of messages to the general public.
  • Mass media includes radio, television, film, and printed materials designed to reach large audiences.
  • Feedback is generally delayed.

Barriers of Communication

• Physical, Language, Perceptual, Emotional, Cultural, Gender, and Interpersonal

Overcoming Communication Barriers

• Taking the receiver more seriously
• Sending a crystal-clear message
• Delivering messages skillfully
• Focusing on the receiver
• Using multiple channels to communicate instead of relying on one channel
• Ensuring appropriate feedback
• Be aware of your own state of mind/emotions/attitude

Tools for effective Verbal Communication

• Be Brief
• Use Manners
• Use -III
• Be Positive
• Be a Good listener
• Spice up your words
• Apply Clarity
• Consider Correct Pronunciation

Models of Communication

• Shannon's Model breaks the process of communication down into eight discrete components:
  • An information source.
  • The message, sent by the source and received by the destination.
  • A transmitter.
  • The signal, which flows through a channel.
  • A carrier or channel, represented by the small unlabeled box in the middle of the model.
  • Noise obscures or confuses the signal carried.
  • A receiver.
  • A destination (a person who consumes and processes the message).
• Interactive Model
• Transactional Model

Functions of Communication

• Information Function: Provides knowledge to individuals for guidance in their actions and fulfills workers' desires for awareness.
• Command and Instructive Functions: Make the employee aware of obligations to the formal organization and provide additional guidance.
• Influence and Persuasion Function (motivational function): Encourages individuals to perform or exhibit a certain behavior achieved when messages convince individuals their actions are beneficial.
• Integrative Function: Links activities of the workers to their efforts.

Methods of Definition

• Physical Description: Knowing the shape sizes, and other features of visual appearance of a material or object.
• Elimination: Defining a thing or telling what it is not by eliminating confusing factors.
• Negative Statement: Showing what a thing is not, emphasizing negative aspects.
• Concrete Examples and Instances: Giving specific examples.
• Connotative Definition: A statement of equivalence of connotation between the defined term and another expression.
  • Personal: The emotions or feelings a word creates in an individual.
  • General: A word means to a large group of people; a picture that is shared.
• Denotative Definition: The literal meaning of the word in the dictionary.

Classification

• Involves defining something and placing it in a group based on certain rules to fit in one group, done according to a division.
• Logical Sequence lists categories from most to least significant.
  • Transitional expressions used:
    • can be divided
    • can be classified
    • can be categorized
    • the first type
    • the second kind
    • the last category