Introduction to communication skills
- 1. Good communication is just as stimulating as black coffee, and just as hard to sleep after
- 2. Since communication happens around us all the time, the process is often taken for granted. Communication comes from the Latin ”communis”, which mean “common”. When we communicate, we are trying to establish ”commonness” with someone. Basically, Communication is the mechanism through which human relations exist and develop
- 4. 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 the acronym KISS - keep it short and simple.
- 5. ORAL/SPOKEN COMMUNICATION WRITTEN COMMUNICATION: In oral communication, Spoken words are used. It includes face-to-face conversations, speech, 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 and so on In written communication, written signs or symbols are used to communicate. A written message may be printed or hand written. In written communication message can be transmitted via, letter, report, memo, reports, bulletins, job descriptions, employee manuals, and electronic mail are the types of written communication used for internal communication
- 6. 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, “ ACTION SPEAK LOUDER THAN WORDS”
- 8. Based on style and purpose, there are two main categories of communication and they both bears their own characteristics. Formal Communication Informal Communication
- 9. In formal communication, certain rules, conventions and principles are followed while communicating message. Formal communication occurs in formal and official style. Usually professional settings, corporate meeting, conferences undergoes in formal pattern. Informal communication, use of slang and foul language is avoided and correct pronunciation is required. Authority lines are needed to be followed in formal communication
- 10. Informal communication is done using channels that are in contrast with formal communication. Its just a Casual talk. I t is established for societal affiliation of members in an organization and face-to-face discussions. It happens among friends and family. In informal communication use of slang words, foul language is not restricted. Usually informal communication is done orally and using gestures. Informal communication, unlike formal communication doesn’t follow authority lines.
- 11. Communication Process can be defined as a procedure that is used to impart a message or information from a sender to a receiver by using a medium of communication. The message goes through five stages when it is sent by the sender to the receiver. These stages are as follows:-
- 12. Sender:The sender is the entity that conveys or sends the message. At this stage, an idea, thought or feeling is formulated in the mind of the sender as a result of an external of internal stimulus or motivation. Message - is what is being transmitted from sender to receiver. Encoding - encoding is a process through which the message is symbolized. It involves giving the message a communication form. Channel - channel is the medium through which message is being sent. The sender selects the most appropriate and effective vehicle that will deliver the message to the receiver. Communication channels may include websites, letters, email, phone conversations, videoconferences and face-to- face meetings.
- 13. Receiver - is the entity that receives the message. Decoding - decoding is the process in which the message is translated and meaning is generated out of it. Feedback - is the process through which receiver sends his response.
- 14. Stages in the communication process Effective communication relies on selecting an appropriate communication channel for your message. Selecting the wrong communication channel can cause communication obstacles including information overload and inadequate feedback
- 15. Communication cycle is a process on how a message flows from one person to another
- 16. The principles of communication are those aspects that have to be taken into account when relaying any communication. These principles provide guidelines for the content and style of presentation adapted to the purpose and receiver of the message. They are called “The seven 7C’S of communication”, they are Completeness, Conciseness, Consideration, Concreteness, Clarity, Courtesy and Correctness
- 17. It refers to clarity of thoughts and expressions. The writing should be correctly planned and expressed in a logical way; the writer should make sure that the ideas flow smoothly from the beginning to the end. The message must be so clear that even the dullest man in the world should readily understand it
- 18. Completeness of facts is absolutely necessary. Incomplete communication irritates the reader, for it leaves him baffled. If wrong actions follows incomplete message, they may also prove expensive. It is an essential factor for effective communication. A message must be organized appropriately and must include all the important details.
- 19. Conciseness refers to thoughts expressed in the fewest words consistent with writing . Be as brief as possible. Brevity in expression effectively wins the attention of the reader but it should not be effected at the cost of appropriateness, clarity, correctness, completeness or courtesy
- 20. Consider the receiver - consideration means preparing every message with the receiver in mind, try to put yourself in their place. For instance adopt the you-attitude and not “we”, emphasize positive, pleasant facts and impart integrity to your messages
- 21. Communication must be correct in tone and style of expression, spelling, grammar, format, contents, statistical information; stress- unstressed, etc. there should not be any inaccurate statements in the message. Efforts must be made to avoid errors in the incorrect written documents. At the core of correctness is proper grammar, punctuation and spelling
- 22. When your message is concrete, then your audience has a clear picture of what you’re telling them. There are details (but not too many!) and vivid facts, and there’s laser-like focus. Your message is solid
- 23. Courteous communication is friendly, open, and honest. There are no hidden insults or passive-aggressive tones. You keep your reader’s viewpoint in mind, and you’re empathetic to their needs.
- 24. A barrier to communication is something that keeps meanings from meeting. Meaning barriers exist between all people, making communication much more difficult than most people seem to realize. It is false to assume that if one can talk he can communicate
- 25. Physicalbarriers- Physical barriers are often due to the nature of the environment. Example poor or outdated equipment, distractions, noise, poor lighting etc Semanticbarriers- semantic refers to meaning of language used. Often the same word is interpreted by different people in different ways according to their mental attitude and understanding
- 26. Physiologicalbarriers–may result from individual personal discomfort, ill health, poor eyesight, hearing difficulties etc. Environmentalbarrier- Noise that physically disrupts communication, such as standing next to loud speakers at a party, pulling and moving of seats in a lecture room, working in a factory etc. Syntacticalbarrier- Mistakes in grammar can disrupt communication.
- 27. Organizationalbarriers- Poorly structured communication can prevent the receiver from accurate interpretation.