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Communication process unit-1
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- 2. 2 Communication Cycle Sender—the personwho originates a message Encoding Message—the information that is exchanged Transmission (channel/medium)—how the message is delivered Decoding Message - the meaning of the message Receiver—the person to whom the message is sent Feedback—the response from the receiver Communication, the exchange of information through speaking, signaling, or writing, involves the following elements:
- 3. 3 A sender communicateseffectively if….. The receiver understands your message. A favorable relationship is established between the receiver and sender. The message encourages a desired response from the receiver.
- 4. 4 Communication Barriers (by Senderand Recipient) Distortion Inadequate communication skills Lack of listening ability Attitudes Incorrect Information Perceptual bias (selective hearing) Information overload Contradictory non verbal messages Communication barriers interfere with sending and receiving messages. Potential barriers include:
- 5. 5 Barriers by OutsideInfluences Noise Physical Environment
- 6. 6 Overcoming the Barriers Defining the Purpose (Are you trying to change the attitude, or ask for other goods) (Are trying to find out what he/she thinks, or asking for advice?) Knowing When and How to Communicate Understanding the Receiver Personal Communication Skills
- 7. 7 Backgrounds of Senderand ReceiverBackgrounds of Sender and Receiver Effective cross-cultural communication recognizes differences in: Language Values Beliefs Customs Religion Education
- 8. 8 Signaling Tone of Voice BodyLanguage – Facial Expressions – Gestures – Physical Movements Written Message Appearance
- 9. 9 Forms of Communication Channelphysical means by which the information is conveyed Medium refers to the nature of the expression of the information (written, spoken or visual) Message (encoded piece of information) We use three terms above to describe the ways in which information was transferred.
- 10. 10 Quality of MessageContent Courtesy Clarity Conciseness Effective messages incorporate the Six Cs to help sender and receiver reach a mutual understanding. Concreteness Correctness Completeness
- 11. 11 Types of Writtenand Oral Communication Informal note Unplanned encounter Memorandum (memo) Planned informal talk Letter Meeting Form of questionnaire Job/Appraisal interview Written telephone message Disciplinary/persuative interview Notice Telephone call Report Committee metting Press release Full staff/workers meeting Training /procedure document Formal lecture or presentation
- 12. 12 Written Communication Informal notes (tocommunicate and item of information very quickly) Advantages: It can be written and left in a prominent place Disadvantages: Expression and handwriting. May not be confidential (obvious). It is not e copy to be kept. Not sure it will be read soon. Alternative forms: Phone Call, Personal Meeting
- 13. 13 Written Communication Memos (formal notesent to a working colleague) Advantages: A copy will be kept by the sender. It allows more detailed explanation. Disadvantages: Very sort (little explanation). Its length may discourage the recipient to understand. Alternative forms: Phone Call, Personal Meeting
- 14. 14 Written Communication Letters (used tocommunicate with people outside the company or organization) Advantages: A copy will be kept by the sender. It can convey a number of points clearly in writing. Disadvantages: Misinterpretation Its length does not allow you to analyze complex ideas. Alternative forms: Personal Meeting
- 15. 15 Written Communication Forms andquestionnaires Advantages: They allow information to be gained from a large number of people in a standard format Opportunity of personal expression Disadvantages: Forms difficult to complete People for personal reasons might reluctant to complete them Alternative forms:Letters, Report Form,question asked in person Enquiries by telephone.
- 16. 16 Written Communication Written telephonemessages: On preprinted form, giving details of the caller. Advantages: Messages can be transmitted effectively Disadvantages: Message might not reach its destination
- 17. 17 Written Communication NOTICES Directform of communicating items of importance to larger number of people within an organization Advantages: Save money and time Disadvantages: People might became overcrowded by looking at notice boards
- 18. 18 Written Communication REPORTS Providean accurate and full examination of a particular event or situation Disadvantages: May discourage people from assimilating them Time and cost They may reach no clear overall conclusion Interpretation of data and recommendations
- 19. 19 Written Communication PRESS RELEASES Piece of information to a newspaper or group of newspapers Advantage: Accurate information
- 20. 20 Written Communication TRANING ANDPROCEDURE DOCUMENTS A Form of reference that must be available in printed form Advantage: Accurate information of consistent policy of the company. Disadvantage: They become long and complex so the employees ignore them
- 21. 21 Develop Writing Skills Startwriting today. Maintain a positive attitude. Practice writing. Decide why you are writing. Write key ideas on paper. Use your outline. Use references to verify correctness. Rewrite. Seek critique. Rewrite again.
- 22. 22 Develop Speaking Skills Choosewords that your audience will understand. Pronounce words correctly and clearly. Practice word emphasis, volume control, pitch, and voice intensity.
- 23. 23 Improve Active ListeningSkills Begin with an open mind. Determine the speaker’s approach to the material. Jot down key words when appropriate. Concentrate. Maintain eye contact with the speaker. Withhold judgment until you have heard the entire message. Provide feedback. Analyze the message.
- 24. 24 Develop Productive ReadingSkills Scan the material. Concentrate. Take notes. Review the material to make sure you understand. Withhold judgment until you have read all the material. Analyze the material.
- 25. 25 a whole-into-parts processthat enables you to develop effective, appropriate messages for any communication situation. – Plan a message. – Compose a draft. – Complete a message. Communication-by-Objectives (CBO):