Basic Concepts of Effective Communication PDF

BASIC CONCEPTS OF EFFECTIVE COMMUNICATION Mr. Arjay Bayla Arcena  THE NATURE OF COMMUNICATION ▪From Latin words “con” – with; “munus” –business; “communis” – common; “communico” and “communicare” – to confer or to relate with one another ▪It emanates from the need to share ideas or inf...

BASIC CONCEPTS OF EFFECTIVE COMMUNICATION Mr. Arjay Bayla Arcena  THE NATURE OF COMMUNICATION ▪From Latin words “con” – with; “munus” –business; “communis” – common; “communico” and “communicare” – to confer or to relate with one another ▪It emanates from the need to share ideas or information from one person to another by the use of symbols such as words, pictures, figures and graphs.  COMMUNICATION OPENS DOORS TO: Accent reduction Fluency Language Articulation Public Speaking  COMMUNICATION ▪is an act or instance of transmitting; ▪is an information transmitted or conveyed; ▪is a verbal or written message; ▪is a process by which information is exchanged between individuals through a common system of symbols, signs, or behavior. ▪In communication process, a sender (encoder) encodes a message. Then using a medium/channel, message is sent to the receiver (decoder) who decodes the message. After processing the information, receiver sends back appropriate feedback/reply using a medium/channel.  TYPES OF COMMUNICATION ▪ 1. Verbal Communication Verbal communication refers to the form of communication in which message is transmitted verbally; communication is done by word of mouth and a piece of writing. Objective of every communication is to have people understand what we are trying to convey. In verbal communication remember the acronym KISS (Keep It Short and Simple).  VERBAL COMMUNICATION IS FURTHER DIVIDED INTO: a. Oral Communication b. Written Communication In oral communication, spoken words are used. It includes face-to-face conversations, speech, telephonic conversation, video, radio, television, voice over internet. In oral communication, communication is influenced by pitch, volume, speed, and clarity of speaking.  ADVANTAGES OF ORAL COMMUNICATION ▪It brings quick feedback. ▪In a face-to-face conversation, by reading facial expression and body language, one can guess whether he/she should trust what is being said or not. DISADVANTAGE OF ORAL COMMUNICATION ▪In face-to-face discussion, user is unable to think deeply about what he is delivering.  IN WRITTEN COMMUNICATION, ▪ written signs or symbols are used to communicate. ▪ A written message may be printed or hand written. ▪ In written communication, message can be transmitted via email, letter, report, memo etc. ▪ Message, in written communication, is influenced by the vocabulary & grammar used, writing style, precision and clarity of the language used. ▪ Written Communication is most common form of communication being used in business. So, it is considered core among business skills. EXAMPLES OF WRITTEN COMMUNICATION ▪Memos, reports, bulletins, job descriptions, employee manuals, and electronic mail are the types of written communication used for internal communication. For communicating with external environment in writing, electronic mail, Internet Web sites, letters, proposals, telegrams, faxes, postcards, contracts, advertisements, brochures, and news releases are used.  ADVANTAGES OF WRITTEN COMMUNICATION ⦿ Messages can be edited and revised many times before it is actually sent. ⦿ Written communication provides record for every message sent and can be saved for later study. ⦿ A written message enables receiver to understand fully it and sends appropriate feedback. DISADVANTAGES OF WRITTEN COMMUNICATION ⦿ Unlike oral communication, written communication does not bring instant feedback. ⦿ It takes more time in composing a written message as compared to word-of-mouth, and number of people struggles for writing ability.  2. NONVERBAL COMMUNICATION ⦿ Nonverbal communication is the sending or receiving of wordless messages. We can say that communication other than oral and written, such as gesture, body language, posture, tone of voice or facial expressions, is called nonverbal communication. Nonverbal communication is all about the body language of speaker. ⦿ Nonverbal communication helps receiver in interpreting the message received. Often, nonverbal signals reflect the situation more accurately than verbal messages. Sometimes nonverbal response contradicts verbal communication and hence affects the effectiveness of message.  NONVERBAL COMMUNICATION HAS THE FOLLOWING THREE ELEMENTS: Appearance Speaker: clothing, hairstyle, neatness, use of cosmetics Surrounding: room size, lighting, decorations, furnishings ▪ Body Language facial expressions, gestures, postures ▪ Sounds Voice Tone, Volume, Speech rate TYPES OF COMMUNICATION BASED ON PURPOSE AND STYLE Based on style and purpose, there are two main categories of communication, and they both bear their own characteristics. Communication types based on style and purpose are: ▪Formal Communication ▪Informal Communication  FORMAL COMMUNICATION ⦿ In formal communication, certain rules, conventions and principles are followed while communicating message. Formal communication occurs in formal and official style. Usually professional settings, corporate meetings, conferences undergo in formal pattern. FORMAL COMMUNICATION ⦿ In formal communication, use of slang and foul language is avoided and correct pronunciation is required. Authority lines are needed to be followed in formal communication.  INFORMAL COMMUNICATION ⦿ Informal communication is done using channels that are in contrast with formal communication channels. It is just a casual talk. It is established for societal affiliations of members in an organization and face-to-face discussions. It happens among friends and family. In informal communication, use of slang words, foul language is not restricted. Usually, informal communication is done orally and using gestures.  INFORMAL COMMUNICATION ⦿ Informal communication, unlike formal communication, does not follow authority lines. In an organization, it helps in finding out staff grievances as people express more when talking informally. Informal communication helps in building relationships.  ELEMENTS OF SPEECH COMMUNICATION ▪Participants (Encoder, Decoder) ▪Contexts (Physical, Social, Psychological, Cultural, Historical) ▪Messages ▪Channels/Transmitter ▪Noises (External, Internal, Semantic) ▪Feedback  LEVELS OF COMMUNICATION ▪Intrapersonal ▪Interpersonal ▪Group ▪Public ▪Mass QUESTIONS???