Elements of communication
- 1. Elements of Communication - Aqsa Quazi This Photo by Unknown Author is licensed under CC BY-NC-ND 3/13/2021 1
- 2. INTRODUCTION FACE TO FACE COMMUNNICATION o Tone of voice o Body language (Non-verbal communication) o Verbal Communication o Physical Communication 3/13/2021 2
- 3. Introduction Communication can be Face-to-face / Face-off Formal/ informal Oral or written or digital 3/13/2021 3
- 4. Categories of communication Face-to-face Communication Face-off Communication Formal Communication Informal Communication Oral Communication Written Communication Visual Communication Digital Communication Symbolic Communication Meta Communication 3/13/2021 4
- 5. Modes of communication 1. Interpersonal Mode 2. Interpretive Mode 3. Presentation Mode 3/13/2021 5
- 6. Transfer of information can be in two ways 1. Using language :- VERBAL COMMUNICATION 2. With the help of body movement :– NON-VERBAL COMMUNICATION 3/13/2021 6
- 7. FACE-TO-FACE COMMUNICATION Mutual influence of individuals’ direct physical presence with his/her body language 3/13/2021 7
- 8. Types of Face to Face Communication 1. Interviews, 2. Meetings, 3. Conferences, 4. Seminars, 5. Workshops, 6. Class-room lectures, 7. Stage-acting, 8. Public lectures, etc. 3/13/2021 8
- 9. Principles/ Dynamics of effective face to face communication 1. In face to face communication at least two individuals (receiver and sender) should be physically and mentally present at the place of communication. 2. In face to face communication there should be proper encoding with most appropriate and pleasing words by sender. 3. In face to face communication there should be proper decoding by the receiver after receiving the message. 4. In face to face communication there should be some (Partial / full) response or feedback. Since it is direct, great care should be taken in the selection of the words which should be appropriate and polite. 3/13/2021 9
- 10. The Advantages of Face to Face Communication Creates More Motivation Makes it Easier to Sense What a Person is Really Thinking Creates a Bond Addressing sensitive issues Clear and concise communication 3/13/2021 10
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- 12. TONE OF VOICE Variation in pitch while speaking Rise and fall of voice Influence of emotion 3/13/2021 12
- 13. Tone of voice in speaking/ speech I didn’t say he borrowed my book. I didn’t say he borrowed my book. I didn’t say he borrowed my book. I didn’t say he borrowed my book. I didn’t say he borrowed my book. I didn’t say he borrowed my book. I didn’t say he borrowed my book. 3/13/2021 13
- 14. Tone of voice in writing/literature In literature, the voice expresses the narrator or author’s emotions, attitude, tone and point of view through artful, well thought out use of word choice and diction. A voice may be formal or informal; serious or light- hearted; positive or negative; persuasive or argumentative; comical or depressed; witty or straightforward; objective or subjective. It includes all words used in busines content, notices, sales emails, product brochures, call-centre- scripts and client presentations. 3/13/2021 14
- 15. Difference between voice, tone and style Voice: cover the personality of the brand (unique, distinctive) Tone: how to use your voice in different situations Style: house style for what your writing looks like, design elements- how to use font, logo. e.g., Be consistent. Be authentic. Be unique 3/13/2021 15
- 16. The four dimensions of tone of voice 1. Funny vs. Serious 2. Formal vs. Casual 3. Respectful vs. Irreverent 4. Enthusiastic vs. Matter-of-fact 3/13/2021 16
- 17. For example, let’s say we’re preparing to write copy for a hospital’s Patients & Visitors site section. We might decide we want a tone profile that is: • Serious: we shouldn’t try to be funny while speaking to patients • Formal: the hospital has a traditional and prestigious brand personality • Respectful: it should not look like we’re making light of a serious situation for patients • Neither enthusiastic nor matter-of-fact: we should convey some sense of empathy, but should not appear overly emotional 3/13/2021 17
- 18. Tone of voice in business It tells costumer who you are Its what makes you different It helps build up trust It can be used to influence and persuade. 3/13/2021 18
- 19. NON-VERBAL COMMUNICATION Nonverbal communication is the transfer of information through the use of body language including eye contact, facial expressions, gestures, posture, and the distance between two individuals. Affects the selection process during interviews • Professional appearance • Things you carry with you • Shake hand. 3/13/2021 19
- 20. Nonverbal Communication During the Interview • Make eye contact with the interviewer for a few seconds at a time. • Smile and nod (at appropriate times) when the interviewer is talking, but don't overdo it. Don't laugh unless the interviewer does first. • Be polite and keep an even tone to your speech. Don't be too loud or too quiet. • Don't slouch. • Do relax and lean forward a little towards the interviewer so you appear interested and engaged. • Don't lean back. You will look too casual and relaxed. • Keep your feet on the floor and your back against the lower back of the chair. • Pay close attention to the interviewer. Take notes if you are worried you will not remember something. 3/13/2021 20
- 21. Nonverbal Communication During the Interview (cont.) • Listen. • Don't interrupt. • Stay calm. Even if you had a bad experience at a previous position or were fired, keep your emotions to yourself and do not show anger or frown. • Not sure what to do with your hands? Hold a pen and your notepad or rest an arm on the chair or on your lap, so you look comfortable. Don't let your arms fly around the room when you're making a point. Nonverbal Communication at the End of the Interview • Before leaving the interview, be sure to give the interviewer another firm handshake and smile. On your way out, say goodbye to the receptionist or anyone else you spoke to during the interview. • Your verbal communication is important too. Don't use slang. Speak clearly and definitely. 3/13/2021 21
- 22. Categories Of Non-verbal Communication Kinesics: body movements/ body language Proxemics: closeness/personal space or Space language Chronemics: Time language Paralingual: This category covers vocal qualities like loudness or tone of voice. 3/13/2021 22
- 23. Kineses Communication without words by movements of various body parts Body language includes: i. Facial expressions ii. Gesture iii. Posture/ body movement iv. Eye contact/oculosis v. Haptics/ touch 3/13/2021 23
- 24. Facial expressions Reveals type and intensity of feelings Surprise: widened eyes and a gaping mouth. Anger: eyebrows squeezed together, forming a crease, eyelids tight and Fear: widened eyes and slanted eyebrows that go mouth is usually slightly facial expression is like This Photo by Unknown Author is licensed under CC BY-SA-NC 3/13/2021 24
- 25. Proxemics or personal space language Non-verbal study of space and distance we use to communicate a message. Territorial space: people use space (territory) to communicate ownership or occupancy of areas and possessions. It is an area around the self that a person will not allow another person without consent INTIMATE: (upto 2 feet) close friends & loved ones PERSONAL: (2 to 4 feet) good friends and family members SOCIAL : (4 to 12) acquantances PUBLIC: (greater than 12 feet) public talking 3/13/2021 25
- 26. Chronemics Chronemics is the study of how time is used in communication. Examples: • delay in replying to personal or business letter or phone call • Coming late for meetings Completion of task within specific time: communicates hard work, sincerity and loyalty 3/13/2021 26
- 27. Paralanguage Paralanguage, also known as vocalics: study of non-verbal cues of voice. Tone, pitch, accent i.e., acoustic properties give cues May change meaning of word Elements of paralanguage are vocal quality, loudness, pitch variation, tone variation, pauses proper word stress etc. Elements 1. Pitch variation 2. Speaking speed 3. Volume variation 4. Proper word stress 3/13/2021 27
- 28. Key points regarding body language First impressions Posture and space usage Handshake Clothing and accessories Attentiveness and eye contact Facial expression and body language 3/13/2021 28
- 29. VERBAL COMMUNICATION ORAL COMMUNICATION- message is conveyed by spoken words Categories of oral communication: 1. Discussion 2. Debate 3. Dialogue WRITTEN COMMUNICATION- transmission of messages in written form. Includes: Email, circulars, report, Internet websites, Letters, Proposals, Telegrams Faxes Postcards Contracts Advertisements Brochures News releases, questionnaires etc. 3/13/2021 29
- 30. ORAL COMMUNICATION MERITS Economical Less time-consuming Immediate feedback Opportunity for clarification Personal touch Communication with larger public Flexible DEMERITS • Less reliable • Mechanical device is needed for long distance • Not suitable for lengthy messages • no record • No legal validity • Chance of misunderstanding • Responsibility cannot be assigned in disputes. • Influenced by self-interest 3/13/2021 30
- 31. WRITTEN COMMUNICATION MERITS • Permanent record • Accurate & precise • Legal document • Wider access • To assign responsibility • Composing in advance • Referred to again and again • Mechanical efficiency • Lengthy message DEMERITS • Time consuming • Expensive • Quick clarification not possible • Difficult to maintain secrecy • Difference in interpretation 3/13/2021 31
- 32. PHYSICAL COMMUNICATION It is a non-verbal communication Importance: In Sports In security agencies In mining & construction industries Helps to draw attention 3/13/2021 32
- 33. Improving physical communication skills Stress management Controlling anxiety Eye-contact Asking for meanings Practice 3/13/2021 33 Reference: Dr. menu pandey; communication skills; nirali prakashan; second edition: 4.1-4.24
- 34. Communication – the human connection – is the key to personal and career success - - Paul meyer This Photo by Unknown Author is licensed under CC BY-NC-ND 3/13/2021 34