Processes and Principles of Effective Communication PDF

**PROCESSES AND PRINCIPLES OF EFFECTIVE COMMUNICATION** 1. Effective communication is a key interpersonal skill 2. Misunderstandings can arise even with good intentions 3. Communication goes beyond simply using words 4. Communication is the art if creating and sharing ideas for a specifi...

**PROCESSES AND PRINCIPLES OF EFFECTIVE COMMUNICATION** 1. Effective communication is a key interpersonal skill 2. Misunderstandings can arise even with good intentions 3. Communication goes beyond simply using words 4. Communication is the art if creating and sharing ideas for a specific purpose **FORMS OF COMMUNICATION** 1. Verbal communication - Spoken language, sounds, and tone of voice 2. Non-verbal communication - Includes body language and facial expressions 3. Written communication - Examples include journals, emails, blogs and text message 4. Visual communication - Utilizes signs, symbols, pictures, graphics and emojis ***"Effective communication depends on the richness of ideas and the skills used to convey them."*** **AUDIENCE** - Anyone who is expected to receive your message **THE IMPORTANCE OF AUDIENCE ANALYSIS IN EFFECTIVE COMMUNICATION** 1. Knowing your audience involves understanding their level and how they need to receive the information 2. Audience analysis is crucial for "packaging" your message 3. Knowing your audience allows you to adjust other elements of communication **SIX KEY PRINCIPLES OF EFFECTIVE COMMUNICATION** 1. Clarity 2. Conciseness 3. Completeness 4. Organization 5. Empathy 6. Flexibility ***"Effective communication is ethical communication"*** **COMMUNICATION IS CONSIDERED ETHICAL ONLY WHEN IT IS:** 1. Genuine 2. Open 3. Cooperative 4. Sensitive to one's cultural and social beliefs **HOW PAST EXPERIENCES AFFECT COMMUNICATION:** POSITIVE EXPERIENCE: If someone has received a positive response in the past, they are more likely to repeat that communication style NEGATIVE EXPERIENCE: If the past response was negative, they may avoid that communication style **PREJUDICE** - someone makes a judgement about a person or group without knowing them well - can come from culture or personal beliefs **THERE CAN BE PREJUDICE AS REGARDS TO:** 1. Age 2. Gender orientation 3. Religious beliefs 4. Race 5. Socio-economic status 6. Physical conditions ***"Being committed means dedication enough time and resources to a conversation and staying open to any issues that come up"*** **NAVAL LANGUAGE/BELLY BUTTON PSYCHE** - Origin dates back to the 1930s and since then, numerous scientist and body language experts have honed this theory **DR. ALBERT MEHRABIAN** - Belly button rule is the most important indicator of reading a person's intention **RESPECTING SOCIO-CULTURAL BELIEFS AND PRACTICES OF OTHERS** - Means valuing and accepting others' traditions and practices, even if they differ from your own **ETHICS** - In communication, it refers to a set of guidelines that dictate right and wrong, guiding individuals and organizations toward effective interactions **COMMUNICATION ETHICS** - How an individual's or group's morals govern their behavior, influencing the quality of communication - Encompasses the moral considerations inherent in various forms of communication **BERNALES, BALON AND BILIGAN (2018)** - Discussed the ethics of communication through the example of a charismatic but immoral leader who uses persuasive rhetoric to influence followers - Emphasize that communication is crucial not only for individuals but also for businesses and organizations **JOHNSON'S TEN BASIC ETHICAL COMMUNICATION** 1. Seek to elicit the best in communication and interactions 2. Listen when others speak 3. Speak non-judgmentally 4. Speak from your own experience and perspective, expressing your own thoughts, needs and feelings 5. Seek to understand others (rather than to be "right" or "more ethical than thou") 6. Avoid speaking for others 7. Manage your own personal boundaries; share only what you are comfortable sharing 8. Respect the personal boundaries of others 9. Avoid interrupting and side conversations 10. Make sure that everyone has time to speak, that all members have relatively equal "air time" if they want it **ETHICAL PRINCIPLES OF COMMUNICATION** 1. Completeness 2. Concreteness 3. Courtesy 4. Correctness 5. Clarity 6. Consideration 7. Conciseness **COMPLETENESS** - Messages must be complete and tailored to the receiver's perspective - Should be fact-based and complex messages need further information or explanation **CONCRETENESS** - Emphasizes clarity and precision in messaging - Relies on factual materials **COURTESY** - Involves considering the feelings and perspectives of the audience while approaching them in a friendly and respectful manner **CORRECTNESS** - Correct language usage is essential in written and verbal business communication **CLARITY** - Clear or plain language is marked by explicitness, short sentences and concrete words while avoiding vague language, formal expressions and clichés **CONSIDERATION** - Requires relating to the target group and being engaged with their needs **CONCISENESS** - A clear message has a consistent storyline without contradictions, supported by reliable information **COMMUNICATION STYLE MATRIX** - Developed by Dr. Eileen M. Russo - Show 4 different communication styles **2 DIMENSIONS SHOWN IN THE COMMUNICATION STYLE MATRIX** 1. Assertiveness level 2. Emotiveness level **COMBINATION OF LEVELS** HIGH EXPRESSIVENESS + HIGH ASSERTIVENESS = SPIRITED HIGH EXPRESSIVENESS + LOW ASSERTIVENESS = CONSIDERATE LOW EXPRESSIVENESS + HIGH ASSERTIVENESS = DIRECT LOW EXPRESSIVENESS + LOW ASSERTIVENESS = SYSTEMATIC