Communication Skills PDF Chapters 1-3

Communication Skills Module 1. Communication process Lesson 1 BASICS OF COMMUNICATION PROCESS 1.1 Introduction Communication is...

Communication Skills Module 1. Communication process Lesson 1 BASICS OF COMMUNICATION PROCESS 1.1 Introduction Communication is a process by which two or more people exchange ideas, opinions, facts, feelings or expressions in a way that each gain a common understanding of the message being communicated. In fact, we cannot imagine life without communication; since it is an in-built function helping us in our day-to-day activities. In this chapter, various aspects of communication have been dealt with, the details of which are given as below: Communication process is a continuous and life-long process. It is a dynamic, constantly moving, ever-changing and on-going process. Basic purpose of communication= Creation of MEANING 1.2 Meaning Meaning exists in the mind of the PEOPLE, but not in the WORDS! In fact, communication vehicles (viz. words, symbols signs) don’t have meaning in/of themselves, but people have meaning for them!! Moreover, MEANINGS aren’t TRANSMITTABLE in nature!! 1.2.1 Types of meaning · DENOTATIVE STRUCTURAL CONTEXTUAL CONNOTATIVE 1.2.1.1 Denotative meaning = Word-Object relationship = Sign-Object relationship (e.g. +,-,×, , /, ( ), etc.) DICTIONARY/DESCRIPTIVE MEANING (exception: Exact meaning of the word APPLE / MANGO cannot be understood in totality, when English-to-English dictionary will be consulted, unless it’s accompanied by the picture!) 1.2.1.2 Structural meaning (SIGN-SIGN Relationship) 5 www.AgriMoon.Com Communication Skills 1.2.1.3 Contextual meaning · e.g. MENTAL ABILITY TEST(S) of BANKS(s). X Y Z = Mango is fruit. I E Y = I eat Mango. Y = Mango * Different MEANING in different CONTEXT e.g. (Sanction; Lie; Right; Cook; Labour; Address ; General ; Bear; Dear; Left; Light; Bat; Pen; Well, etc.) 1.2.1.4 Connotative meaning · WORDS may have VALUE or Extremely PERSONAL meaning (s), in this case. · PERSON-oriented in nature (e.g. WORDS like GOOD, BEAUTIFUL, PLEASANT, etc.) e.g. she is a Beautiful Women! (It’s a JUDGEMENT. Judgments are sentences emphasizing this meaning. ) · CONNOTATION is more PERSONAL, and it varies more among PEOPLE!! e. g. The term “MY MOTHER” has the CONNOTATIVE MEANING based on SUM TOTAL of all of our PREVIOUS EXPERIENCES (with):- 6 www.AgriMoon.Com Communication Skills (A) Our OWN mothers (B) Other PEOPLE’S mothers, and (C) All of the situations in which we have used or heard the word MOTHER. It is, however, impossible for people to agree completely & unanimously on the CONNOTATIVE MEANING of any word/ term! 1.3 Purpose(S) of Communication · To inform (an appeal to MIND); viz. EDUCATION · To Persuade (an appeal to SOUL/ Emotions); viz. PROPAGANDA To Entertain; viz. Entertainment programmes. We are constantly trying to understand ourselves & other people (plus, things) around us through communication! Hence, one can realize that how important it is to try to understand as much as possible about the communication process in which one is totally involved now (presently) & will be for the rest of (one’s) life!! 1.4 Significance of Communication 1.5 Ingredients of Communication 7 www.AgriMoon.Com Communication Skills 1.6 Dimensions of communication 1.7 Nature of communication It’s a process. Dynamic; on-going; ever-changing; continuous act. (No beginning, end, or fixed sequence of events.) One can’t really “freeze” COMMUNICATION at any point of time! It employs many means It takes place by many means, at many levels, with many people, in many ways, for many reasons. It involves interdependence It’s a two way process, where constant reversal of role(s) is there. (Level of interdependence varies from situation to situation.) This process comprises of a no. of distinguishable parts 8 www.AgriMoon.Com Communication Skills It takes place ‘within’ participants Individuals’ capabilities of organization and converting raw sensory data into functionally consumable or processable units of information. It takes place at many Levels (Intrapersonal- Communication takes place within an individual; Interpersonal- Between or among persons; Intra-organization- Communication takes place within an organization; and Inter- organization- Communication takes place between or among organizations). Communication FIDELITY varies from one communication situation to another Fidelity is the faithful performance of all the element of communication process. Perfect communication is very rare and effectiveness of communication varies with situation. 9 www.AgriMoon.Com Communication Skills Module 1. Communication process Lesson 2 TYPES OF COMMUNICATION 2.1 Introduction Aim of communication is to bring commonality of understanding of meaning between source and receiver. There may be different types and methods of communication to achieve this aim. After going through this chapter, the learners should be able to find out the importance and relevance of different types of communication, as discussed here. Basically, there happen to be following types of communication taking place in day-to-day life situations: Mass Communication Inter personal Communication Group Communication Organizational Communication 2.2 Mass Communication Mass Communication is directed towards a relatively large, heterogeneous and anonymous audience. The specific features of this are: · The message is addressed “TO WHOM IT MAY CONCERN” (from Communicator’s point of view); · RAPID in Nature: Since the messages are meant to reach a large audience within a relatively short time, or even simultaneously. It is often timed to reach most audience-members, at the same time; · TRANSIENT in Nature (an OLD CONCEPT), especially vis-à-vis LIVE RECORDINGS/COVERAGES: Since messages are usually intended to be consumed immediately; exception(s):- Cassettes Film/Radio Recording, Photographs, etc. (However, the RECORDED VERSIONS of the concerned messages may be utilized, as and when required!) · The individual member of the audience generally remains personally unknown to the communicator; moreover, the target-audience may even be physically separated in terms of space; · Lack of “Direct Interaction” between the source and receiver; · Only one Source, at one point of time, is disseminating the message; · Lack of instant feedback from the audience; · More Coverage of Area is possible ; 10 www.AgriMoon.Com Communication Skills · More (perceived) CREDIBILITY in the eyes of the audience. 2.2.1 Mass Contact Methods 2.2.1.1 Campaigns CAMPAIGN is an intensive teaching activity undertaken at an appropriate time, for a brief period, focusing attention in a concentrated manner on a particular problem, so as to stimulate the widest possible interest in the community. However, it cannot be organized for all kinds of improved practices. To be successful:- · It must be directed towards the solution of a problem being perceived by majority of the people. · The problem, under focus, must be important to a large numbers of people; and, it should offer the solution that they can and will accept. · EMPHASIS on a SINGLE idea, at a time. 2.2.1.2 Exhibitions A systematic display of models, specimens, charts, posters, etc. in a sequence, so as to convey some significant information or idea in an easily understandable way to the onlookers. 2.2.1.3 Circular Letters Specially prepared intimate letters, using a personal approach for a specific message, which are mailed to a large number of farmers either periodically or on special occasions. 2.2.1.4 Extension Publications PAMPHLET (may contain information on a numbers of related topics) · Farm Radio Programmes/ Broadcasts · T.V. · Documentary Film Shows · Farmers’ Fairs/ Kisan Mela 2.3 Interpersonal Communication In this type of communication, each individual (involved) functions both as a SOURCE as well as RECEIVER of message(s). It may be: 11 www.AgriMoon.Com Communication Skills · Between 2 persons · Between several persons · Between Persons to Group Communication (i.e. the PUBLIC SPEAKING) 2.3.1 Types of Interpersonal Communication 2.3.1.1 Personal Localite Sources/ Channels (e.g. family members, relatives, neighbours, local progressive farmers and Interpersonal ommunicationother farmers within the same social setting/ locality) 2.3.1.2 Personal Cosmopolite Sources/ Channels (e.g. Subject Matter Specialists (SMS) working in KVK, University Scientists, Local School teachers, Officials/ Personnel associated with Banks, Co- operative societies, State Agricultural/ Animal Husbandry/ Dairy departments, Non-Governmental Organization (NGO), etc. 2.3.2 Individual Contact Methods · Farm & Home Visits (i.e. door-to-door type of visit) · Personal Letters/E-mail/Facsimile(FAX)/Telegram · Farmers’ (individual) call being attended by Ext. worker. · Telephone: Landline & Mobile · Advisory/ Consultancy Letters/Services 2.4 Group Communication It possesses at least 3 characteristics common to Interpersonal Communication, viz: · Face-to-face in nature. · Communication is “discontinuous” discourse; i.e. people speak alternately, which means that all the members of the group are both source as well as receiver. · Probability of “Influence” of one person upon another. In Group Communication, it is possible for an individual member to determine the needs of the other members of the group and to adapt to them to that effect, more easily! 2.4.1 Group Contact Methods · Lectures · Group Discussions / Group Meetings · Conduct Farm / Field Tours 12 www.AgriMoon.Com Communication Skills · Method Demonstrations · Result Demonstrations · Quizzes · Questionnaire · Seminar / Symposium / Conference, etc. · RRA ( Rapid Rural Appraisal: A technique to assess the situations prevailing at the field level, wherein a group of Subject Matter Specialists visits the farmers in their field conditions at their village itself for a very brief period of time, in order to get their feedback regarding problems/ constraints existing at the ground level.) · PRA (Participatory Rural Appraisal: A technique to assess the situations prevailing at the field level, wherein a group of Subject Matter Specialists visits the farmers in their field conditions at their village itself, in order to get their feedback regarding problems/ constraints existing at the ground level, while involving the villagers as stakeholders vis-à-vis finding appropriate solutions in a participatory mode. This method usually takes a longer period of time to accomplish the assigned task. ) · Brain storming ( A creative technique, wherein every participant is free to give the wildest of the idea or thought or solution regarding the topic being discussed.) · Delphi-technique ( A flexible forecasting and/ or decision-making technique, wherein the help & co-operation of a group of experienced people is sought out to arrive at any appropriate/ reasonable decision.) 2.5 Organisationl Communication · Communication is the “life and blood” of any organization, and it occupies a strategic place in development / administration. · Performance of any Organization (Administration) can be adjudged on the basis of effectiveness and efficiency of its COMMUNICATION system. 13 www.AgriMoon.Com Communication Skills Classification of Organization / Administrative Communication (on the basis of FUNCTION; as given by THAYER, 1961):- A) INFORMATIVE COMMUNICATION (e.g. Circular) B) INSTRUCTIVE COMMUNICATION (e.g. Memo) C) EVALUATIVE COMMUNICATION (e.g. Confidential Report) D) PERSUASIVE COMMUNICATION (e.g. Explanation) 2.5.1 Communication Behaviour (in organization) · A well-established communication network in any organization is not a guarantee of effective communication! For instance ,merely organizing frequent conferences and meetings, or sending out so many circulars, reports can’t help the people-------rather, their knowledge, attitude and willingness alone can make the communication process ‘failed’ or ‘successful’!! · People in any organization attach meaning according to their taste & liking in the communicated messages! And, always remember that a good communicator is a good listener too! · Informal communication can be a great source for maintaining the health of the administration! e.g. Get-together, Picnic, Social calls, Tea-clubs, etc. · For effective communication, the common frame of reference between the communicator and the receiver in any organization is an essential condition, viz. In order to communicate with the students, the teachers must bring themselves down to the level of knowledge, understanding and comprehension of the students.(i.e. sine qua non) · A better communicator is one who has respect for the facts, and is willing to share them with people who can make good use of those facts! That means, (i) No communication without CONTENT / FACTS / IDEAS. (ii) FACTS / CONTENT alone can’t neutralize one’s lack of communication skills. 14 www.AgriMoon.Com Communication Skills Module 1. Communication process Lesson 3 MODELS OF COMMUNICATION 3.1 Introduction Models may be used to show the size, shape or relationship of various parts or components of an object or process. A model useful in explaining the working of a system. Models are often a useful way to examine the working of a phenomenon, such as: communication, because they minimize, simplify, highlight major facts of a theory! MODELS are symbolic representations of structures, object or operations. Models are useful “Theoretical Constructs” that are frequently used in social sciences for explanatory purpose. 3.2 Model given by Aristotle (385-322 B.C.) Mention about the importance of COMMUNICATION (SPOKEN WORDS) in the OLD TESTAMENT (of Bible). COURT-ROOM SPEAKING (i.e. legal public speaking) in GREECE. (Greek citizens also had to be their own lawyers!) 3.3 MODEL given by LASSWELL (1948) “WHO says WHAT to WHOM in WHAT CHANNEL with WHAT EFFECT?” 3.4 Model given by SHANNON AND WEAVER (1949) 15 www.AgriMoon.Com Communication Skills According to them, “Nature of the Communication Process: Communication will be used, here, in a very broad sense to include all the procedures by which one mind may affect another’s. This, of course, involves not only written and oral speech, but also MUSIC, the PICTORIAL ARTS, the THEATRE, the BALLET, and in fact all Human Behaviour”. 3.4.1 NOISE The label for any distortion that interferes with the transmission of a signal from the source to the destination. e.g. a) Sound / Static on a RADIO / TELEPHONE b) Image / Picture distortion on T.V. c) Rain-soaked pages of a newspaper The Receiver is a sort of inverse transmitter, changing the transmitted signal back into message, and handing this message on to the destination. e.g. When I talk to YOU; my brain is the information source, your brain is the destination; my VOCAL system is the transmitter, and your EAR is receiver. Transmitter changes this message into the signal, which is actually sent over the Communication channel from the Transmitter to the Receiver. 3.5 MODEL given by Schramm (1954) 16 www.AgriMoon.Com Communication Skills SOURCE = An individual (speaking / writing/ Drawing/ Gesturing) = Communication organization (Radio station / T.V. station / Publishing house) DESTINATION= An individual (Listing / Watching /Reading) = A GROUP ( or audience /football crowd) 3.6 Berlo’s Model (1960) Basic elements of this model are source, message, channel and receiver. According to this model, sources encode messages and send it through channel and then receiver decodes the message. Thus commonality is achieved between source and receiver. 3.7 LEAGAN’S Model (1963) 17 www.AgriMoon.Com Communication Skills 18 www.AgriMoon.Com