basic elements in communication
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BASIC ELEMENTS IN COMMUNICATION
ROLE OF COMMUNICATION IN BUSINESS
Pervasive nature of communication
• Regardless of where communication occurs or who is involved, the medium of exchange is always information
COMMUNICATION IN BUSINESS
• Growth of business organizations
• Increased specialization of tasks
• Lack of skill among senders and receivers
• Increased monitoring of business by government
• Relationship between communication and other vital signs of an organization
NEED FOR COMMUNICATION
• Organizations devote much effort to improving communication
• Without good communication ,specialization will be ineffective
• Improved communication usually leads to better morale
• There is a close relationship between communication and such factors as job satisfaction and relationship with co-workers
DEFINITIONS
OF COMMUNICATION• Communication is a process of passing information and understanding from one person to another-Keith Davis
• Communication is any behaviour that results in an exchange of meaning- The American Mgt Association
• Communication is the process by which information is passed between individuals and/or organisations by means of previously agreed symbols –Peter Little
COMMUNICATING AT WORK
• Succeeding in today’s world of work demands that you read, listen,speak,and write effectively.
• E-mail, voice mail, fax, video conferencing, and the Web are revolutionizing the way we exchange information.
• Communicating with workers who differ in race, gender, and age requires new attitudes and skills.
ATTRIBUTES OF COMMUNICATION
• Communication is unintentional as well as intentional.
• Communication is a dynamic process.
• Communication is systemic
• Communication is both interaction and transaction.
NATURE OF COMMUNICATION
MYTHS AND REALITIES
MYTH AND REALITY I
• We only communicate when we intend to
• We frequently communicate messages we are not aware of communicating
MYTH AND REALITY II
• We communicate as if words had specific meanings
• Words do not have meanings; rather, meanings are within people based on their past experiences
MYTH AND REALITY III
• We communicate primarily with words
• The majority of the messages we communicate are based on the nonverbal aspects of communication
MYTHS AND REALITY IV
• We communicate as if communication were a one-way activity
• Communication is a two-way activity in which feedback from the other party is crucial
MYTHS AND REALITY V
• The message we communicate is identical to the message received
• The message finally received by the listener is never identical to the message sent
MYTHS AND REALITY VI
• You can never give someone too much information
• People can be given too much information.
• An information overload can be as much problem as not having enough information
Communication Components-Diagram
Five steps to communication process
• idea formation
• message encoding
• message transmission
• message decoding
• feedback
Communication Components
• Source/Sender
• Message/ Content
• Channel/Medium
• Feedback
• Environment
• Perception
Source/Sender
• Initiate the process of communication
• See mentally the communication from the receiver’s viewpoint
• Search for and use symbols and skills that will bring about understanding.
• Select the right medium.
• Secure feedback from the receiver
Message/ Content
• Information to be transmitted
• Includes both verbal and non-verbal symbols
• Putting the idea into symbols-encoding
Channel/Medium
• Is immediate feedback needed?
• Is there a question of acceptance?
• Is there a need for a documented record?
• Is there a need for detailed accuracy?
Feedback
• Reaction of the receiver
• Agreement or disagreement
• Written or Oral
• Provides guidance for the next message
Characteristics of a good Feedback
• It is specific rather than general• It is descriptive rather than evaluative• It takes into account the needs of both the receiver
and the giver of feedback• It is directed towards the behaviour of the receiver• It is well timed• It is two-way• It is tailored to the individual
Environment
• Place
• Circumstances
• Relationship
• Political,cultural,legal, technological factors
• Time
• Context
Perception
• Interpret messages according to our past experiences
• Fill in missing information
• Interpret messages as per our own attitudes and beliefs
A COMMA MAKES A DIFFERENCE
A woman without her man is nothing.
A woman, without her, man is nothing.
A woman without her man, is nothing.
try
• Man proposes ___________
• To err is human,to forgive__________
• A bird in hand,___________________
Deny
• Man proposes, woman refuses
• To err is human, to forgive foolishness
• A bird in hand and two in a cage
BARRIERS TO COMMUNICATION
Barriers to Communciation
• Physical barriers
• Semantic barriers
• Socio-psychological barriers
• Organizational barriers
• Cross-cultural barriers
PHYSICAL BARRIERS
• Defects in the medium
• Noise in the environment
• Information overload
SEMANTIC/LANGUAGE BARRIERS
• Multiple meanings of words
• Pronunciation
• Ambiguity
• Emotional and cultural attitudes
• Technical terms
SOCIO-PSYCHOLOGICAL BARRIERS
• Self-centered attitudes• Group identification• Self-image• Selective perception• Defensiveness• Filtering• Status block• Resistance to change• Closed mind• Poor communication skills• State of health
ORGANIZATIONAL BARRIERS
• Loss of information• Delay and distortion• Misinterpretation, lack of understanding and
neglect of messages• Too much dependence on written communication• Deliberate withholding of information from
superiors and peers
CROSS-CULTURAL BARRIERS
• National character/ basic personality• Language• Values and norms of behaviour• Social relationships• Concepts of time• Concepts of space• Thinking processes• Non-verbal communication• Perception
OVERCOMING BARRIERS TO COMMUNICATION
ORGANIZATIONAL EFFORTS
• MEDIA
• CHANNELS
• COMMUNICATION POLICY
• ATTENDING TO MEMBER’S NEEDS
MEDIA
• Notice boards,Bulletin boards at visible locations and updated
• Intercom connections• Intranet connections/LAN• Well-trained and disciplined peons• Constant meetings of task
teams,departments and staff for rendering information and motivational messages
CHANNELS
• Who receives?, what information? , through whom?-proper channel and authority.
• Avoid long channels
• Cluster than hierarchy-avoids loss of information, seek clarification
• Suggestion schemes-overcome status block
COMMUNICATION POLICY
• What information?
• When?
• By what method?
• A well implemented policy creates a healthy, open climate and avoids grapevine rumours
ATTENDING TO MEMBER’S NEEDS
• Competence, motivation, and state of health
• Training programs
• Vacation
• Medical Aid, Gymnasium and Recreational facilities
INDIVIDUAL EFFORTS
• IMPROVING LISTENING SKILLS
• FEEDBACK SKILLS
• IMPROVING CROSS CULTURAL COMMUNICATION
Listening is giving your full attention to the person talking, and accepting what
that person says. Listening is not:
1. ordering or directing 2. warning or threatening 3. moralizing or preaching 4. advising, giving solutions or suggestions 5. lecturing,teaching or giving logical arguments 6. judging, criticizing, disagreeing or blaming 7. praising or agreeing 8. name-calling, ridiculing, shaming 9. interpreting, analyzing or diagnosing 10.reassuring, sympathizing, consoling or supporting 11.probing, questioning or interrogating 12.withdrawing, distracting, humoring or diverting the speaker
IMPROVING LISTENING SKILLS
• . By using non-judgmental invitations to talk, you open the doors to meaningful conversation :
• Let's discuss it. • Would you like to talk about it? • Tell me about it. • I'd like to hear about it. • Tell me the whole story. • It sounds like you've got something to say about this. • This seems important to you. • I'm interested in your point of view.
Talking
• Be honest about your own thoughts, concerns and feelings. When in doubt, ask questions:
• When you are responding to a person facing a crisis, rather than use statements such as "You should" or "That's wrong", say:
I feel... I believe... I would want...
IMPROVING CROSS CULTURAL
COMMUNICATION
• Globalization
• Diplomatic missions
• Cultural studies
• The following list outlines points to consider in relation to overcoming communication barriers.
feedback - enables communication to become a two way process with both the sender and the receiver trying to achieve mutual understanding
consider the words used - long complicated sentences and unfamiliar words confuse people. Communication should be clear, complete, concise, concrete, correct and courteous.
• use repetition - repeating messages several time using different examples can help others to understand the messages being sent
use empathy - seeing a situation from another person's viewpoint and trying to understand others opinions concerns and attitudes makes better communicators
timing - poor timing can result in messages not being received effectively
• being positive rather than negative helps make communication more effective - what is wanted not what isn't wanted
select the best location - talk somewhere that will encourage open communication not a noisy shop floor or a busy office
listening reduces miscommunication check written communication for spelling
errors and ensure the sentences are clear, concise and not ambiguous.
THANK YOU