Communication Skills Lecture 2 PDF

 Prof. Dr. Reda Mohammed Sayed  Course Objectives Introduction to communication skills Define and understand communication skills Effective communication Importance of effective communication Process of communication Barriers in a communication proces...

 Prof. Dr. Reda Mohammed Sayed  Course Objectives Introduction to communication skills Define and understand communication skills Effective communication Importance of effective communication Process of communication Barriers in a communication process Types of communication communication skills in vet practice Interview skills Presentation skills Note: The terms ‘Communication’ and ‘effective communication’ are different. One can communicate without effectively communicating the message. The main goal of communication is to ensure that there is effective communication. Lecture 2 Process of communication Definition: - Procedure that is used to transfer a message or information from a sender to a receiver by using a medium of communication. - The message goes through five stages when it is sent by the sender to the receiver. PROCESS OF COMMUNICATION Encoding COMMUNICATION PROCESS Source (sender): Sender is the entity that conveys or sends the message. At this stage, an idea, thought or feeling is formulated in the mind of the sender as a result of an external of internal stimulus or motivation. The source of a message can be an individual speaker addressing a group, a child asking for candy, a couple sending out invitations to a family reunion, or a person writing a letter.  Why to communicate?  What to communicate?  Usefulness of the communication.  Accuracy of the Information to be communicated. Role of the sender While sending the message you must have the ideas, purpose/reason, means of sending that communication, the actual act and encoding and the sending of the message. When composing that letter, ask yourself:- i. What do I want the receiver to do or think, what do I expect. ii. Choose appropriate language with an appropriate non-verbal behavior suitable for you at that appropriate time. iii. Take time to structure your message strategically iv. Select appropriate media/means; select media that will help achieve your aim. v. Put yourself in the receiver’s position. vi. Make sure your message is not misunderstood. vii. Check the feedback and decide whether you are needed to feedback or not viii. Check the attitude of the receiver of the feedback Message: - is what is being transmitted from sender to receiver. - The message is the idea, thought, or feeling that the source wants to communicate. - This message is encoded or converted into verbal and nonverbal symbols that will most likely be understood by the receiver. Encoding: The process of transferring the information you want to communicate into a form that can be sent and correctly decoded at the other end. Ability to convey the information. Eliminate sources of confusion e.g. cultural issues, mistaken assumptions, and missing information. Knowing your audience. Channel: - Channel is the medium through which message is being sent. - Effective communication depends on selecting an appropriate communication channel for your message. - Communication channels may include websites, letters, email, phone conversations, videoconferences and face-to-face meetings. - Selecting the wrong communication channel can cause communication obstacles including information overload and inadequate feedback. - The effectiveness of communication channels can be evaluated based on richness and opportunity for feedback. - Richness refers to the depth of your message. Encyclopedia of Business names face-to-face communication as the richest communication medium. - Face-to-face encounters allow the listener to hear your message, as well as sense your tone of voice and watch your facial expressions to determine the meaning of your message. - Face-to-face communication also allows for instant feedback, unlike communication mediums like letters and emails.   Verbal Communication Channels ◦ Face-To-Face meetings. ◦ Telephones. ◦ Video Conferencing.  Written Communication Channels ◦ Letters. ◦ e-Mails. ◦ Reports. Decoding: - Decoding is the process in which the message is translated and meaning is generated out of it. - Decoding is the process of making sense out of the message received. The receiver must decipher the language and behaviors sent by the source so they will have meaning. - After the receiver decodes the message, the receiver can encode a return message and send it back to the other person. EFFECTIVE DECODING: Listen actively. Reading information carefully. Avoid Confusion. Ask question for better understanding. RECEIVER: The audience or individuals to whom we are sending the information. The receiver can be an individual or a group of people. Once the receiver hears the words and receives the nonverbal cues from the sender, he must interpret or decode them if communication is to occur. THE INFLUENCE FOR RECEIVER: The prior knowledge can influence the receiver’s understanding of the message. Blockages in the receiver’s mind. The surrounding disturbances. Role of the receiver The receiver has a role to play:- i. Receive message ii. Give the message full attention so that you avoid misunderstanding. iii. Check whether the media sender used suit your means. iv. Ensure full comprehension of the message by checking the references to refer to. v. Check whether there is any underlined meaning. vi. Ensure you give sufficient and necessary feedback. Feedback: The process through which receiver sends his response. - The receiver feels a reaction to the message; it may cause some change in the receiver's facial expression. It definitely leads the receiver to think. The receiver may take some action, if required. He may also reply to the message. The response and/or reply is feedback. - Receiver's functions complete one cycle of the process of communication. FEEDBACK: Feedback can be: Verbal Reactions and Non-Verbal Reactions. Positive feedback and Negative feedback. CONTEXT: Context (Environment) is the background in which the communication takes place. 1. Various Cultures. 2. Location or Place (Restaurant, Office, Room, etc). 1. Situation