Communication Skills

In simple words we can say that ““just to convey the message”

If we go in more detail we can say that “ communication is the process of transmitting (A B) & Receiving (B A) Messages.

What is communication?

Communication is a dynamic process…through this process we convey a thought

or feeling to someone else.how it is received depends on a set of

events, stimuli, that person is exposed to.how you say what you say plays an

important role in communication.

Communication - Meaning

7% wordsWords are only labels and the listeners put

their own interpretation on speakers words38% paralinguistic

The way in which something is said - the accent, tone and voice modulation is important to the listener.

55% body languageWhat a speaker looks like while delivering a

message affects the listener’s understanding most.

Communication

Total Communication Process

Reading16%

Writing9% Speaking

30%

Listening45%

Communication Process

Context• Internal Means• External Means

Sender (Encoder) Message Medium Receiver (Decoder) Feed Back Noise

Components of Communication

Context tells us reason for communication and reasons may be

1. Internal

2. External

Context

Internal means a company wants to Discuss an idea/Issue to its employees – the message should be either in writing or verbal

In eternal context –some query from stakeholders or from outside the organization-

You may response to queryEmailFaxTelephoneLetterVerbal etc.

Context---Internal/External

When you sending the message, you are the “Encoder” .

Here the word you mean writer/Speaker decides whether the message should be in written or oral. He/She may choose Words, Symbols, Pictures or Graphics that express the objective in the real sense.

Sender (Encoder)

Message is basically the basic idea that you want to communicate.

The message may be Verbal, means (Written or Spoken) Non-Verbal, means( Symbols, Pictures or unspoken).

This is very much important component of communication “ Your message should be or MUST be clear and easy to understand”

The most important element in message is your receiver . You must be well aware about your receiver.

While preparing a message you should keep in mind how your receiver will interpret the message.

Message

You (Sender) should also keep in mind your relationship with the receiver while preparing message.

some times wrong message may create a loss to your organization , to yourself.

or it can create a bad impression for you/your company.

Message

Medium is basically channel through which your message reaches to receiver & channel vary from situation to situation.

E.g. Let’s say Govt of Pakistan wants to convey its message to Pakistani Nation , now Govt will select the effective medium it may be.

T.V Radio Papers Or all of the above “keeping in view the

Importance of the message.”When we talk at Micro /Organizational Level the

medium may be writing or non-Verbal

Medium

To whom the message is being sent.e.g. in case of Govt of Pakistan's Message,

Pakistani Nation is receiver (Decoder).In simple words we can say that receiver is

your reader (in case of press , letters etc.) or Listener (In case of TV, radio, Speaker Etc.)

Receiver is also known as decoder.

Receiver (Decoder)

Feedback is basically the response/reaction of Receiver after receiving the message.

Sender always need feedback to check weather the message effectively reached or not…? Or in other words….

Sender need feedback to examine the success or failure of the message.

Feedback

Any interference in the communication process that distorts the sender’s meaning

Noise

Source: Human being who has an idea or emotion

Receiver:The person or group toward whom the source

directs messages, intentionally or unintentionallyMessage:

The written, spoken, & unspoken elements of communication to which we assign meaning

Channel:The pathway through which messages pass

between source & receiver

Components of the human communication process

Noise:Anything that interferes with the clear

reception and interpretation of a messageEncode:

The translation of ideas, feelings, and thoughts into a code

Decode:The interpretation of ideas, feelings, &

thoughts that have been translated into a code

Components of the human communication process

Context:The physical & psychological communication

environmentFeedback:

Verbal and nonverbal responses to messages

Components of the human communication process

Components of the human communication process

VerbalWrittenOral (face to face, telephone, chat)

Non-verbalGesturesPosturesMovements

Symbolic

Types of Communication

Written

Oral (face to face, telephone, chat)

Verbal Communication

Elements in message meaning

Facial expression

Body language

Verbal Meaning

55%

7%

Verbal vs. Non Verbal

38%

Communication The process of acting upon information

Human CommunicationThe process of making sense out of the world

and sharing that sense with othersInterpersonal Communication

The process of interacting simultaneously and sharing mutual influence with another person

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Key Terms

If some one achieve the desired level of objective through communication , we can say that it is “effective communication”.

e.g. If your communication get the proper response from the receiver it means that you effectively conveyed the message

Effective Communication

Encourage creative and Critical ThinkingConsider audience’s information needsConsider Audience's Technical BackgroundConsider Audience's Cultural Background

and GenderConsider Audience's Knowledge of the

Subject

How to achieve effective Communication

Be knowledgeable:Learn principles, concepts, & ideas

Be skilled:Translate knowledge into action

Be motivated:Resolve to use knowledge & skill

Be flexible:Select the right behavior, one size does not fit all

Be other-oriented:Use decentering to develop empathy for your

partner

How can you improve your communication effectiveness?

The End