PROCESS OF PROCESS OF COMMUNICATIONCOMMUNICATION

INTRODUCTIONINTRODUCTION

The key to effective communication is The key to effective communication is reception of messages. It then implies that the reception of messages. It then implies that the transmission of message sent and received transmission of message sent and received does not presuppose that communication has does not presuppose that communication has occurred. Only on receiving the intended occurred. Only on receiving the intended message that one can conclude that message that one can conclude that communication has occurred. The touchstone communication has occurred. The touchstone of effective communication is hearing of the of effective communication is hearing of the meaning “intended” and to carry out the meaning “intended” and to carry out the message. It then appears that communication message. It then appears that communication to be effective not only needs the skill of self-to be effective not only needs the skill of self-expression but also the skill of effective expression but also the skill of effective listeninglistening. .

EFFECTIVEEFFECTIVE COMMUNICATION COMMUNICATION

The key to effective communication The key to effective communication is reception of messages. There are is reception of messages. There are four factors affecting reception of four factors affecting reception of messages:messages:

(1) Attention(1) Attention (2) Perception (2) Perception (3) Comprehension(3) Comprehension (4) Acceptance(4) Acceptance

0bstacles to 0bstacles to communicationcommunication

While a message source may be able to deliver a While a message source may be able to deliver a message through a transmission medium, there are message through a transmission medium, there are many potential obstacles to the message successfully many potential obstacles to the message successfully reaching the receiver the way the sender intends. reaching the receiver the way the sender intends. 

WHAT ARE OBSTACLES ?WHAT ARE OBSTACLES ?

The potential obstacle The potential obstacle affecting communicationaffecting communication

•Poor EncodingPoor Encoding

•Poor DecodingPoor Decoding

•Medium FailureMedium Failure

•Communication NoiseCommunication Noise

BARRIERS TO EFFECTIVE BARRIERS TO EFFECTIVE COMMUNICATIONCOMMUNICATION

TYPES OF OBSTACLESTYPES OF OBSTACLES

LanguageLanguage

Poor structure to the communicationPoor structure to the communication

Cultural barriersCultural barriers

The use of the wrong mediumThe use of the wrong medium

Physical barriersPhysical barriers

Physical barriers are often due to the nature of the environment. It is the situation in which a sender or a receiver is not in a state of communicating. Either he is tired or ill.

A distracting A distracting environmentenvironment

A distracting environmentA distracting environment

• Your voice not being strong enoughYour voice not being strong enough

• Too many others talking in the room at the Too many others talking in the room at the same timesame time

• Police and ambulance sirens outside the Police and ambulance sirens outside the venuevenue

• Too many phone calls coming in to their Too many phone calls coming in to their office while they're trying to read your memooffice while they're trying to read your memo

• Interruptions while they try to read your Interruptions while they try to read your reportreport

Overcoming obstacles to Overcoming obstacles to communicationcommunication

Any type of Any type of obstacles can obstacles can be dealt with & be dealt with & overcome with overcome with some effort on some effort on our partour part..

A few ways of breaking down A few ways of breaking down the obstaclesthe obstacles

• Be clear, precise & to the point. Plan your Be clear, precise & to the point. Plan your communication.communication.

• Use simple, direct & jargon free language.Use simple, direct & jargon free language.

• Use repetition to confirm that the Use repetition to confirm that the message has been received & understood message has been received & understood correctly.correctly.

• Depend on first hand communication as Depend on first hand communication as far as possible far as possible

• Insist on feedback.Insist on feedback.

• Use different channels & methods of Use different channels & methods of communication.communication.

• Try to minimize noise & other Try to minimize noise & other disturbances by interacting with disturbances by interacting with concerned authorities.concerned authorities.

• Improve your levels of concentration to Improve your levels of concentration to avoid distractions.avoid distractions.

• Don’t prejudge. Listen first, evaluate Don’t prejudge. Listen first, evaluate later.later.

Keys to Effective Keys to Effective

CommunicationCommunication For marketers understanding how communication For marketers understanding how communication

works can improve the delivery of their message.  works can improve the delivery of their message.  From the information just discussed, marketers From the information just discussed, marketers should focus on the following to improve should focus on the following to improve communication with their targeted audience:communication with their targeted audience:

• Carefully Encode Carefully Encode • Allow Feedback Allow Feedback • Reduce Noise Reduce Noise • Choose Right AudienceChoose Right Audience

Communication rulesCommunication rules

RULES FOR COMMUNICATIONRULES FOR COMMUNICATION

• Clarity:Clarity: To be effective, communications must be understood, To be effective, communications must be understood, and to be understood, they must be clear.and to be understood, they must be clear.

• BrevityBrevity: It makes both written and oral communications easier : It makes both written and oral communications easier

to understand. Only one idea should be used in a sentence. to understand. Only one idea should be used in a sentence.

• Simplicity:Simplicity: Short, simple words, phrases, and sentences Short, simple words, phrases, and sentences should be used. Every word should count. Extra words only should be used. Every word should count. Extra words only serve to confuse.serve to confuse.

• Precision:Precision: Precise words should be used. Precise words should be used.

• Integrity:Integrity: Communication should always be used as a means, Communication should always be used as a means, never as an end. never as an end.

Communicating Better at WorkCommunicating Better at Work

Communicating Better at WorkCommunicating Better at Work

Understand that communication is a two-way Understand that communication is a two-way street. It involves giving information and getting street. It involves giving information and getting feedback from employees. It is not complete feedback from employees. It is not complete simply when information is given. simply when information is given.

Put more emphasis on face-to-face communication Put more emphasis on face-to-face communication with employees. Don’t rely mainly on bulletin with employees. Don’t rely mainly on bulletin boards, memos and other written communication. boards, memos and other written communication.

Ask each time when an instruction is given Ask each time when an instruction is given whether the message is clear. Most vagueness is whether the message is clear. Most vagueness is caused by failing to be specific. caused by failing to be specific.

Why poor communicator Why poor communicator fails & good communicator fails & good communicator

succeeds ?succeeds ?

NINE FUNDAMENTALS OF NINE FUNDAMENTALS OF COMMUNICATIONCOMMUNICATION

the two (2) parties in communication - the the two (2) parties in communication - the sender and the receiver of message; sender and the receiver of message;

the two (2) major communication tools - the the two (2) major communication tools - the chosen message and the transmitting media; chosen message and the transmitting media;

the four (4) main communication functions - the four (4) main communication functions - encoding, decoding, response, and feedback; encoding, decoding, response, and feedback;

and lastly, the ' background noise' - and lastly, the ' background noise' -

CONCLUSIONCONCLUSION

Thus, Communication is an Thus, Communication is an exchange of information and exchange of information and transmission of meaning. It is transmission of meaning. It is considered as a crucial function considered as a crucial function of modern management. So it is of modern management. So it is essential to remove barriersessential to remove barriers..