Communication Skills Lecture (4) PDF

**[Communication Skills]** **[Lecture (4)]** - We all use language to communicate, to express ourselves, to get our ideas across, and to connect with the person to whom we are speaking. [When a relationship is working, the act of communicating seems to flow relatively effortlessly. W...

**[Communication Skills]** **[Lecture (4)]** - We all use language to communicate, to express ourselves, to get our ideas across, and to connect with the person to whom we are speaking. [When a relationship is working, the act of communicating seems to flow relatively effortlessly. When a relationship is deteriorating, the act of communicating can be as frustrating as climbing a hill of sand.] "Chip Rose" - This can therefore lead us to **[define communication] as giving, receiving or exchanging ideas, information, signals or messages through appropriate media, enabling individuals or groups to persuade, to seek information, to give information or to express emotions. This broad definition includes body-language, skills of speaking and writing. It also outlines the objectives of communication and emphasizes listening as an important aspect of communication.** - **[Types of Communication ]** - As aforementioned, communication is a process of exchanging information, ideas, thoughts, feelings and emotions through speech, signals, writing, or behavior. In communication process, a sender (encoder) encodes a message and then using a medium/channel sends it to the receiver (decoder) who decodes the message and after processing information, sends back appropriate feedback/reply using a medium/channel. People communicate with each other in a number of ways that depend upon the message and its context in which it is being sent. Choice of communication channel and your style of communicating also affect communication. Communication and Management \| Principles of Management - **[Types of communication based on the communication channels used are: ]** **There are two types of communication [based on channel]; verbal communication and non verbal communication.** - **Verbal communication** refers to the form of communication in which message is transmitted verbally; communication is done by word of mouth and writing. Objective of every communication is to have people understand what we are trying to convey. In verbal communication always remember **(keep it short and simple).** **[Verbal Communication] is further divided into, oral /spoken and written communication.** **[a. Oral/Spoken Communication ]** - In oral communication, Spoken words are used. It includes face-to-face conversations, telephonic conversation, video, radio, television, voice over internet. Examples of spoken communication that is used in the workplace include conversations, interviews, counseling/helping colleagues, meetings, conferences and so on. In oral communication, communication is influenced by tone, volume, speed and clarity of speaking. - **[Advantages of Oral/spoken communication ]** 1- Oral communication allows for immediate feedback such as the opportunity to ask questions when the meaning is not entirely clear. 2- The sender is able to check and see whether if the instruction is clear or has created confusion. 3- There is high level of understanding and transparency in oral communication as it is interpersonal. 4- There is no element of rigidity in oral communication. There is flexibility for allowing changes in the decisions previously taken. 5- Spoken instructions are flexible and easily adaptable to many diverse situations. 6- The feedback is spontaneous in oral communication. Thus, decisions can be made quickly without any delay. 7- Oral communication is not only time saving, but it also saves upon money and efforts. 8- Oral communication is best in case of problem resolution. The conflicts and many issues/differences can be put to an end by talking them over. 9- Oral communication is an essential for teamwork and group energy. 10- Oral communication promotes a receptive and encouraging morale among organizational employees. 11- Oral communication can be best used to transfer private and confidential information/matter. 12- 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 - **[Disadvantages of Oral/spoken communication ]** 1- Poor presentation of the message or the instruction can result in misunderstanding and wrong responses. 2- Oral communication is less authentic than written communication as they are informal and not as organized as written communication. اقل موثوقية 3- Oral communication is time-saving as far as daily interactions are concerned, but in case of meetings, long speeches consume lot of time and are unproductive at times. 4- It requires attentiveness and great receptivity on part of the receivers/audience. 5- Oral communication (such as speeches) is not frequently used as legal records except in investigation work. 6- Spoken communication is influenced by both verbal and non-verbal communication such as tone or body language which may twist the meaning of your message in the mind of the receiver. **[b. Written Communication ]** - A **written message** may be printed or hand written. In written communication message can be transmitted via, letter, 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, advertisements, brochures, and news releases are used. Message, in written communication, is influenced by the vocabulary and grammar used, writing style, and clarity of the language used. Written Communication is most common form of communication being used in business. - **[Advantages of written communication ]** 1- Written communication is good for complicated and vital instructions, which -can be given in a precise and uniform manner. 2- Written communication helps in laying down apparent principles, policies and rules for running of an organization. 3- It is a permanent means of communication: written instructions can be used for future references. 4- It assists in proper تفويضdelegation of responsibilities. 5- Written communication is more precise and explicit 6- It provides ready records and references. 7- Legal defenses depend upon written communication as it provides valid records 8- There is a lesser chance for the message to be misunderstood. 9- Authority is transmitted more effectively with a written order than with an oral one. 10- Messages can be edited and revised many time before it is actually sent. 11- Written communication provides record for every message sent and can be saved for later study. 12- Reader can read the information at a pace that suits them. 13- A written message enables receiver to fully understand it and send appropriate feedback - **[Disadvantages of written communication ]** 1- People may not always read them. 2- Written communication takes time. 3- It is impersonal. 4- Written communication is expensive. It costs huge in terms of stationery and the manpower employed in writing/typing and delivering letters. 5- Written communication is time-consuming as the feedback is not immediate. The encoding and sending of message takes time 6- Effective written communication requires great skills and competencies in language and vocabulary used. 7- Too much paper work 8- It does not answer questions and there is no immediate feedback. **[Non-verbal Communication ]** - Nonverbal communication is behavior, other than spoken or written communication, that creates or represents meaning. In other words, it includes facial expressions, body movements, and gestures. Nonverbal communication is talking without speaking a word. It is very effective, maybe even more so than speech. As the saying goes, **"Actions speak louder than words".**  Types of Non-Verbal Communication and its impacts on public speaking -- Media Writing - **[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 and how one stands is an important element of non-verbal communication. **For example**, leaning towards a speaker indicates intense interest. Frequently looking away from the speaker indicates disinterest or impatience - **Sounds** Voice Tone, Volume and Speech rate - **[Advantages of non-verbal communication ]** 1- You can communicate with someone who cannot hear. 2- You can communicate in places where you have to avoid talking audibly. 3- You can communicate without others around you hearing what is being communicated. 4- You can communicate when a person is too far away from you to hear you (for example, by gesturing). 5- Non-verbal communication makes conversation short and brief. 6- Non-verbal communication saves on time and can be used as a tool to communicate with people who don\'t understand your language. - **[Disadvantages of non-verbal communication ]** 1- Long conversations using non-verbal communication are usually not possible. 2- Non-verbal communication varies from culture to culture. 3- Particulars of messages using non-verbal communication cannot be discussed in detail. 4- It is not useful as a public tool for communication