English Module 1 PDF: Fundamentals of Communication

Communicative English – I Module 1 Fundamentals of Communication 1 Module 1 - Syllabus Introduction Fundamentals of Communicative English Process of Communication Features & Purpose of communication Different forms/styles of Communication Barriers to E...

Communicative English – I Module 1 Fundamentals of Communication 1 Module 1 - Syllabus Introduction Fundamentals of Communicative English Process of Communication Features & Purpose of communication Different forms/styles of Communication Barriers to Effective Communicative English Different forms/styles of Communicative English Types of Interpersonal and Intrapersonal Communication Skills. 2 Communication Chanel – Encoding / Decoding ! Follow the link to watch this video https://www.youtube.com/watch?v=SzeEq5MvNFg 3 What is Communication – Business Communication? Transmission Phase There is a sender, a message, and a receiver in the communication process. The sender is the individual or organization that starts the conversation by encrypting a message and transmitting it to the recipient. The information or concept being communicated is known as the message, which can be done either verbally or by nonverbal clues. Nonverbal cues include facial expressions, body language, and tone of voice, while verbal clues include spoken language. The individual or group that gets the message, decodes it, and interprets its meaning is the receiver. In order to confirm that the communication has been received and understood, the recipient may also give feedback to the sender. Feedback can come in the form of questions, remarks, or other cues and can be verbal or nonverbal. 4 What is Communication – Business Communication? 5 Activity – Communication and Barrier Activity – Communication and Barrier 1 2 3 4 5 6 7 8 7 Now did you experience this ? Features of Communications Unavoidable Circular flow Direct & Indirect Develop Relationship Communication 2 Way Dynamic Goal Oriented Communication is all-pervasive Process Process Mutual Understanding Universal Verbal & Non-verbal Continuous process Communication Effective Communication The practice of clearly and meaningfully conveying information and ideas between two or more people or groups is known as effective communication. It includes a number of crucial components, such as: Active listening: This refers to giving verbal or nonverbal indicators that show you are interested and paying attention, as well as actively listening to the speaker and comprehending their message. Clarity and conciseness: Using simple language and being direct and to the point are essential components of effective communication. This makes it easier to communicate clearly and ensures that the message is understood as intended. Empathy and understanding: Understanding the viewpoint of the person you are interacting with, demonstrating empathy, and being conscious of their needs and feelings are other components of effective communication. This fosters trust and fosters an environment that is conducive to effective communication. Feedback and response: Giving comments on the message heard and reacting in a way that is appropriate and respectful are further components of effective communication. This makes it easier to make sure the message is understood and that any misconceptions are promptly resolved. 9 Purpose of a communication General Customer Space HR Public Relations Advising / Marketing / Sales Staffing Projecting Company Counselling Advertisements Employee welfare Image Giving Instruction Negotiating Feedback Persuading Importance of Communication The ability to communicate is essential for human contact and is important in many facets of life. It enables people to communicate their thoughts, ideas, and feelings to others and also makes it easier for them to decipher and comprehend the messages of others. Building and maintaining connections, both personal and professional, depends on effective communication. It enables people to connect with one another and develop a relationship based on trust and understanding. The accomplishment of organisational goals and objectives in a professional setting depends on effective communication. It promotes teamwork, dispute resolution, and coordination of efforts. Decision-making also heavily depends on effective communication. It makes it possible for people to gather and evaluate data, express their viewpoints, and come to agreements. Effective communication is crucial in a corporate setting for marketing, sales, and customer service. It promotes client happiness and brand loyalty. 10 7 Barriers to Business Communication? Perceptual Listening Language Cultural Physical Emotional Physiological Barriers to Communication Physical Barriers Any form of restriction or obstacle that restricts or impedes good communication is referred to as a physical barrier. These could include intrusive sounds, dim illumination, or a lack of personal space. For instance, it will be challenging for two people to hear and comprehend each other if they are trying to hold a conversation in a noisy, busy environment. Language Barriers When persons speak various languages or have varying degrees of fluency in a language, linguistic barriers may develop. This may make it challenging for individuals to communicate effectively and may result in misunderstandings. A non-native speaker could find it challenging to comprehend a person who exclusively speaks English, for instance, if they try to talk. Cultural Barriers People from diverse cultural backgrounds and perspectives can encounter cultural obstacles. These may consist of various traditions, convictions, and ideals. For instance, cultural differences may make it difficult for two people from different cultures to understand one another when they are trying to communicate. Emotional Barriers When people are worried or feeling emotionally raw, emotional barriers might develop. As 11 a result, individuals could find it challenging to communicate clearly because they might be focused on their own feelings. A person could find it difficult to speak calmly and rationally with others if they are angry or disturbed, for instance. Cognitive Barriers When individuals have varying degrees of comprehension or understanding, cognitive barriers may develop. Things like a lack of information or attention are examples of this. For instance, if a person is trying to interact with someone who has a cognitive impairment, the cognitive barriers may make it difficult for them to comprehend one another. Perceptual Barriers People with various perspectives or perceptions may encounter perceptual hurdles. This can involve things like a loss of focus or comprehension. For instance, perceptual obstacles may make it difficult for two people to comprehend one another if they are trying to speak with someone who has a perceptual impairment. Technological Barriers Technological obstacles can arise when people have varying degrees of access to or expertise with technology. This can include problems like not having access to the internet or not knowing how to use specific technology. For instance, if a person is trying to interact with someone who is unfamiliar with a certain technology, they could find it challenging to comprehend one another because of the obstacles posed by technology. Noise Barriers Noise barriers to communication refer to any external or internal factors that can interfere with or disrupt the flow of information between people. These barriers can be physical, psychological, or cultural in nature, and can impede effective communication, leading to misunderstandings, confusion, and frustration. 11 For Effective Communications Completeness Conciseness Correctness Consideration Clarity Concreteness Courtesy Completeness - The communication must be complete. It should convey all facts required by the audience. The sender of the message must take into consideration the receiver’s mind set and convey the message accordingly. Conciseness - Conciseness means wordiness, i.e, communicating what you want to convey in least possible words without forgoing the other C’s of communication. Conciseness is a necessity for effective communication. Correctness - Correctness in communication implies that there are no grammatical errors in communication. Consideration - Consideration implies “stepping into the shoes of others”. Effective communication must take the audience into consideration, i.e, the audience’s view points, background, mind-set, education level, etc. Clarity - Clarity implies emphasizing on a specific message or goal at a time, rather than trying to achieve too much at once. 12 Concreteness - Concrete communication implies being particular and clear rather than fuzzy and general. Concreteness strengthens the confidence. Courtesy - Courtesy in message implies the message should show the sender’s expression as well as should respect the receiver. Ex: polite, judicious, reflective and enthusiastic Role of Effective Communications The practice of clearly and meaningfully conveying information and ideas between two or more people or groups is known as effective communication. It includes a number of crucial components, such as: Active listening: This refers to giving verbal or nonverbal indicators that show you are interested and paying attention, as well as actively listening to the speaker and comprehending their message. Clarity and conciseness: Using simple language and being direct and to the point are essential components of effective communication. This makes it easier to communicate clearly and ensures that the message is understood as intended. Empathy and understanding: Understanding the viewpoint of the person you are interacting with, demonstrating empathy, and being conscious of their needs and feelings are other components of effective communication. This fosters trust and fosters an environment that is conducive to effective communication. Feedback and response: Giving comments on the message heard and reacting in a way that is appropriate and respectful are further components of effective communication. This makes it easier to make sure the message is understood and that any misconceptions are promptly resolved. 12 Communication Can be Thru ! Types of Communication Verbal Communication Words, whether spoken or written, are used in this sort of communication to communicate a message. It falls into two categories: written and oral. Face-to-face interactions, phone calls, and presentations all fall under the category of oral communication. Emails, letters, and text messages are all examples of written communication. Nonverbal Communication Body language, facial emotions, and other nonverbal indicators are used in this style of communication to communicate a message. Examples include body language, posture, and vocal tone. Even more so than verbal communication, nonverbal communication has the potential to be strong and successfully convey a message. Communication Across Cultures People from many cultural backgrounds exchange information and ideas through this style of communication. It can involve both verbal and nonverbal communication, and because of the varied languages, traditions, and values of other cultures, it can be difficult. In order to foster mutual understanding and cooperation between many cultures, intercultural communication is crucial. Visual Communication To transmit a message, this style of communication makes use of visual components including pictures, videos, and graphics. There are several ways to employ visual 13 communication, including in charts, info-graphics, and advertising. It is frequently employed to simplify and enliven difficult information. Interpersonal Communication Information and ideas are exchanged between two or more persons during this style of conversation. It can take the shape of written messages, phone calls, or face-to-face interactions and can be formal or informal. Building and maintaining partnerships depend on interpersonal communication. Mass Communications In order to reach a big audience, this style of communication uses mass media, including television, radio, newspapers, and the internet. Information that needs to be widely disseminated is frequently done so through mass communication, such as news updates, ads, and PSAs. Electronic communication Digital technology, including the internet, social media, and mobile devices, are used in this sort of communication to spread a message. In recent years, digital communication has proliferated more widely, changing the way individuals communicate and exchange information. 13 Different Forms / Types of Communication Non-Verbal Synchronous Formal Visual Intrapersonal Mass Beyond spoken Real-time Structured and Information in Communication Communication words interaction professional images with self at scale Communication Spoken word Delayed Casual and Information in Communication about communication interaction spontaneous text with others communication Verbal Asynchronous In formal Written Interpersonal Meta 14 Different Forms / Types of Communication Intrapersonal Interpersonal Mass Media Self-Concept – Belief ; Inescapable Wide and Vast Area A wide target audience; Value ; Attitude Two or More people Heterogeneous Communicates a public Perception Exchange of thoughts Audience message; Expectation and ideas Absence of Feedback Transmitted through When you want to talk Irreversible or Unrepeata Intermediary Channels various channels, such as to yourself plan or ble TV, the internet, radio, Self-defined Audience and newspapers; introspect. Complex Mind, audio recordings, Contextual diaries, etc Analysis, awareness, thoughts, etc. 15 Interpersonal Communication Impart and gather information Influence the attitudes and behaviors of others Create contacts, make friends, and maintain relationships, by Providing and receiving needed emotional support Make sense of our world and better understand our experiences in it Express our personal needs and understand the needs of others, Anticipate and predict people’s behavior Make decisions and solve problems Set social and professional boundaries Regulate the balance of power in a workplace or social circle Interpersonal Communication Understanding yourself and your emotions Empathy and understanding others Good analytical skills Improved decision-making skills Activity – Lets JAM 1. Choose your Box ; Once you see the logo – your preparation time starts 2. You shall tell 1. What you like about that logo 2. Your experience in using their product 3. Guidelines i. Do not say what is written in the Google search. Create something of your own ii. Remember to End exactly at a minute iii. People need to speak – and both in the group needs to talk. 4. The CR will be allowed choose the first person in the call. Participation is compulsory 18 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31 32 33 34 35 36 37 38 39 40 19 General vis-à-vis Business Communication? General Communication Professional Communication Content General Message Formal & Professional Message Nature Informal in style & approach Mostly formal & objective Structure No set pattern Follows a set pattern (e.g., Sequence of elements in report) Method Mostly oral Both oral & written Audience Not always for a specific audience Always for a specific audience Language Does not normally involve technical Frequently involves jargon, graphics etc. vocab, graphics etc.. 20 What Communication should not be ! The factors that obstruct the effectiveness of communication are known as communication barriers. Through these barriers, communication can be prevented or a part of it is filtered, or incorrect information may be carried, which leads to misunderstanding. For the success of an organisation, effective communication is very essential. So, it becomes very important to overcome the barriers of communication, like semantic barriers, personal barriers, organisational barriers, etc. If organisations want to develop effective communication system, they should take suitable measures to overcome communication barriers. Measures to improve Communication Effectiveness/ Principles of Effective Communication Clarify the ideas before communication: The message should be clear in the mind of the sender. Messages can be properly conveyed only when it is clear to the communicator himself. Simple and precise language should be used, which can be easily understood by the receiver. Communicate according to the needs of receiver: Messages should be conveyed according to the need's receiver. Messages should contain words, jargon, facts, etc., according to the understanding and education level of the receiver. Consult others before communicating: A plan should be developed involving everyone before communicating a message. The communication process becomes more effective when plans are developed with the participation and involvement of subordinates. Be aware of languages, tone and content of message: The words, tone, language or symbols used for conveying the message must be easily understandable to the receiver in order to achieve mutual understanding. The sender should not offend the sentiments of the receiver with the message. Convey things of help and value to listeners: The sender should know the needs and interests of the receiver, and only such things should be conveyed which is useful and in the interest of the receiver. Ensure proper feedback: As we know that communication is a two-way process, so it is incomplete if the response or reaction of the receiver is not obtained. The effectiveness of communication is indicated through feedback. Feedback enables the communicator to know whether the receiver has properly received the message or not. So, the receiver must be encouraged to respond to communication. Communicate for present as well as future: In order to achieve effective communication, communication must meet the present and future needs. The communication should also aim to achieve the goals and objectives of the organisation. Follow-up communications: Follow-up of the message should be done to remove any hurdles or misunderstandings of the receiver. This is done to check whether the receiver has understood the message correctly or not. Be a good listener: A receiver should be a good listener to achieve effective communication. He should carefully, patiently and attentively listen to the message conveyed to him. Superiors also should develop a habit of good and patient listening and should convey the motive behind a particular message. The entire communication process can be improved because of this practice. Strategic use of Grapevine: A manager should strategically use grapevine communication along with formal communication to achieve organisational objectives. He should understand the informal groups and should intelligently make use of such groups. Timeliness: The message should reach the receiver at the right time when it is needed. The message that does not reach the receiver at the right time may turn out to be useless. 21 End of Module !! 22