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Unit 1

• Elements of Communication• Objectives of Communication• Media and types of Communication

What are the most common ways to communicate?

Spoken Word

Written Word

Visual Images

Body Language

All communication methods are important but our emphasis will be

upon the spoken word... since

70 % or all our communication efforts are:

misunderstood, misinterpreted, rejected, disliked, distorted, or not heard (in the same language, same

culture)!

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– What is communication?– Why do we communicate?– How do we communicate?– Verbal communication– Nonverbal communication– Process of communication– Communication channels

Communication

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It is when you express: an Opinion an Impression a Comment a Judgment a Bias

What is Communication?

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There are 3 purposes, either separately or in combination:

1. To Inform2. To Instruct3. To Influence

Why Do We Communicate?

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The Goals of Communication

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There are 2 basic forms of communication:1. Verbal communication2. Nonverbal communication

How Do We Communicate?

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Verbal Communication

Verbal communications uses Language i.e. words and grammar.

We create Thought with words and use grammar to arrange them in the proper sequence.

The Message is then sent in spoken or written form.

Effective communications depends on speaking and writing skills to send messages, as well as listening and reading skills to receive messages.

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Speaking & Writing

More commonly used in business, e.g. instructions, interviews, meetings, etc.

Writing complements spoken messages.

Reading16%

Writing9% Speaking

30%

Listening45%

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Process of Listening & Reading

Step 1: Register the information.- focus your attention.

Step 2: Interpret and evaluate the information.- decide what is important and what isn’t.- look for main ideas and supporting details.- understand the relationship among the ideas.

Step 3: File away the data for future reference.

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Nonverbal Communication

The most basic form of communication. Has few rules and usually occurs

unconsciously.It differs from verbal communication in 2

ways:1. Nonverbal communication is less

structured.2. Nonverbal communication is done

unconsciously and naturally.

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Components of Nonverbal Communication

1. Body - attitudes are analyzed based on body language. - the main aspects are posture, gestures,

face and eyes.2. Voice - tells about the speaker’s emotional state.

- the most important aspect is inflection.3. Space - this is the way you communicate through

distance of the space around you (standing distance, seating, etc.).

4. Surrounding - nonverbal communication is affected by objects around you (seating,

office, dress, etc.).

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Functions of Nonverbal Communication

Used to support & clarify verbal communication. It has 5 specific functions:

1. To provide information.2. To regulate the flow of conversation.3. To express emotion.4. To qualify, complement, contradict or

expand verbal messages.5. To control or influence others.

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Importance of Nonverbal Communication

1. It has more impact even when unplanned.2. Important in conveying feelings; accounts for 93%

of the emotional meaning exchanged in any interaction.

3. More reliable. Most people can deceive more easily with words than with their nonverbal behavior.

It helps to establish credibility and leadership potential.

If you manage the impression you create, you can communicate competence, trustworthiness and dynamism.

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Process of Communication

Has 5 phases linking sender to receiver:1. Sender has an idea.2. Idea is changed into a message (encode).3. Selection of medium & message sent.4. Receiver gets the message (decode).5. Receiver interprets message.6. Receiver reacts and sends feedback to

sender.

Communication is the process of sending and receiving information among people…

SENDER RECEIVER

Feedback

receiver sender

All messages do not reach the receiver due to “distortion”

Sender Receiver

Feedback

Distortion

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Effective Communications

As Sender:Decide what action or response you want.Choose the most suitable language and combination

of written/spoken/nonverbal communication for the message.

Choose the best medium for your message.Put yourself in the receiver’s position. Will he/she

understand? What is his/her emotional state?Make sure that the message cannot be

misunderstood.Check for feedback. Decide if you need to answer.

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Effective Communications

As a Receiver:Give the message your whole attention.Check that the medium suits your needs.Check references and ask for explanations if

necessary.Check for underlying meanings and

implications.Make sure that you provide sufficient and

appropriate feedback.

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Effective Nonverbal Communication

Improvement is mostly through practice and relaxation techniques.

Based on person’s nonverbal communication, we decide:

1. the personality type,2. the level of confidence & self-esteem,

and3. the level of awareness of what others

think.

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Communication Channels

All communications use 1 of 3 channels: written, oral and nonverbal.

Can be formal or informal; domineering to passive.

Each channel has its own characteristics.Each also have different forms or methods

of communicating.

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Written Communication

Common forms: letters, memos, reports, notes, advertisements, press releases, facsimiles, etc.

Varies in formality.

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Written Communication Characteristics

Time◦High preparation time (writer)◦Short reading time◦Writer has no control of ‘if’, ‘when’ and ‘how’

message will be read.◦Slow transmission time except for email.

Cost◦Writer’s and Reader’s time.◦Secretary, materials, postage, etc.

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Written Communication Characteristics

Place – Readers do not have to be in the same place.

Detail – Can be very detailed.Privacy – Can be very private.Record – Permanent record for future reference.Response

◦ Can be delayed.◦ Does not include nonverbal◦ Writer may not know Reader’s response unless they reply.

Relationship – Can be impersonal.

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Written Communication

Conclusion – choose to write if:You have time to prepare,Your reader’s time is limited,Costs are not to high,You need to communicate a lot of details,You need a permanent record,You do not need immediate response, orYou do not need a response at all.

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Oral Communication

Common forms: impromptu face-to-face conversations, telephone calls, interviews, meetings, seminars, workshops, speeches, presentations, etc.

Chief advantage: immediate response.General purpose: collaboration with

audience.

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Oral Communication Characteristics

Time◦Varies; depends on size of audience.◦Listener’s time is longer.◦Speaker has control of ‘when’ and ‘how’ well the

message is heard.◦Transmission is fast.

Cost◦Speaker’s and Listener’s time.◦Possible travel, facility and/or telephone

expense.

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Oral Communication Characteristics

Place – For groups, all must be in the same place; for 1 person, can be face-to-face or on the telephone.

Detail – Can vary.Privacy – For a group, none; for 1 person, yes.Record – None unless on video or audiotape.Response – Immediate but may not include

nonverbal.Relationship – Can build with group or individual.

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Oral Communication

Conclusion – choose to speak to a group if:You have time to prepare and arrange,Your audience has time to attend,Cost is not too high,You need a group to hear or discuss at the same

time,You want to build a group identity or relationship,You want group response with nonverbal response

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Oral Communication

Conclusion – choose to speak individually if:You do not have time to prepare,You need a very fast answer,Costs are not to high,You do not need to communicate a lot of details,You want to build relationship,You do not need a permanent record,You need extensive, immediate response.

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Nonverbal Communication

Common forms: visual aids (graphs, pictures, etc.), tools (tape recorders, dictating machines, etc.), body language.

Body Language: physical appearance, posture, gestures, facial expression.

Voice: accent, intonation, and pitch.Space: use & control of space.Personal Effects: a person’s image of

themselves.

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Nonverbal Communication Characteristics

Time – Preparation time of visual aids vary.

Cost – Cost of visual aids vary.

Place – Both visual aids and body language occur in the same place.

Detail – Form and format of visuals vary; body language details also vary.

Privacy – None.

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Nonverbal Communication Characteristics

Record – Visual aids are a permanent record; body language, no.

Response – Immediate and varied.

Relationship – Can build group or individual relationship.

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Nonverbal Communication

Conclusion – choose to use visual aids if:It complements other forms of

communication.It is not costly.You have enough time to prepare.Be aware and avoid negative signals of body

language.Use body language to transmit positive

signals, e.g. trust, competence, etc.

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Nonverbal Communication: Advantages & Disadvantages

Advantages:◦Reinforces oral communication◦Added visual stimuli◦Simplifies written and spoken word◦Quantifies ideas◦Provides simulations of situations

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Nonverbal Communication: Advantages & Disadvantages

Disadvantages:◦Difficulty interpreting without written or spoken

word.◦Comprehension and interpretation skills needed.◦Can be expensive.

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At the end of this chapter, you should:

know what is communication,its meaning, importance and processObjectives of communication, andknow how messages can be communicated effectively.

The End

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Prepared by-Chetan Goyal/Chet DeewanWrite to me for ppt on any topic-chetangoyal36@gmail.comchetangoyal36@hotmail.comwww.facebook.com/cgoyal2