professional communication 1 - basic elements

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Elements of Professional Communication

PROFESSIONAL COMMUNCIATION

FLG 123: PROFESSIONAL COMMUNICATION

Albukhary International University

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NOTE -TAKING GUIDE• What i s the mean ing o f communica t ion , o rgan iza t ion ,

pro fess iona l , s t ruc ture , and h ie rarchy ?

• What i s the mean ing o f pro fess iona l communica t ion ?

EX P EC TED O U TPU T• D e fi n e a n d g i v e e x a m p l e s o f c o m m u n i c a t i o n .

• D e fi n e , d i ff e r e n t i a t e , a n d g i v e e x a m p l e s o f h i e r a r c h y a n d s t r u c t u r e ; o r g a n i z a t i o n a n d s t r u c t u r e , p r o f e s s i o n a l a n d u n p r o f e s s i o n a l .

• D e fi n e a n d g i v e e x a m p l e s o f p r o f e s s i o n a l c o m m u n i c a t i o n .

IMPORTANCE of COMMUNICATION

Communication is a key part of the success of any activity.



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Misunderstandings can be caused by poor communication.



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Effective communication skills are one of the most important skills that you need because they can help you achieve the best outcome in any situation.



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If communication is effective, everyone feels less pressure.



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For new members of a group, much effort is on learning about how communication works, the different communication policies and procedures that are used.



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Communication is a key part of the success of any activity.

Misunderstandings can be caused by poor communication.

Effective communication skills are one of the most important skills that you need because they can help you achieve the best outcome in any situation.

If communication is effective, everyone feels less pressure.

For new members of a group, much effort is on learning about how communication works, the different communication policies and procedures that are used.



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Review

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Purposes of Communication

COMMUNICATION PURPOSES

Purpose of Data Transfer

1. To inform2. To entertain3. To preserve4. To elicit reaction5. To change opinion6. To convince to take action7. To create change



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To educate

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Communication Exercise

COMMUNICATION EXERCISE

Identify the Purpose of Data TransferA weather forecaster announces that it will

rain this afternoon.A teacher delivers a lecture about the

types of adjectives.A boy takes a photo of his house.A director makes a horror movie.



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Can data be used for more than one purpose?

A sign in the furniture section says 75 to 80% discount on all items.

A shampoo advertisement uses a model with perfect hair.

A weather forecaster announces that it will rain this afternoon, so you should bring an umbrella.

A girl uses a red dress, red bag, red shoes, red nail polish, red sunglasses, and red lipstick.



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Give an Example of CommunicationTo informTo entertainTo preserveTo elicit reactionTo change opinionTo convince to take actionTo create change



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Give an Example of Text-only DataTo informTo entertainTo preserveTo elicit reactionTo change opinionTo convince to take actionTo create change



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Give an Example of Non-Text DataTo informTo entertainTo preserveTo elicit reactionTo change opinionTo convince to take actionTo create change



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Text-Only, Text & Image, or Image Only?Letter of acceptance from Harvard

UniversityEmail from best friend to go swimmingAdvertisement to buy plastic sunglassesAdvertisement to buy diamondsAdvertisement inviting applicants for a

scholarshipSign of an old car for sale at a very low

price



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Communication Elements

ELEMENTS of COMMUNICATION

Data or information is anything that is the message that is sent by a sender.



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The tool used for transferring data is called media or medium of communication.



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Data transfer can be complete, partial, or zero.



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Anything that prevents complete data transfer is called noise, interference, or intervening variable.



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Data or information is anything that is the message that is sent by a sender.

The tool used for transferring data is called media or medium of communication.

Data transfer can be complete, partial, or zero.

Anything that prevents complete data transfer is called noise, interference, or intervening variable.



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Review

100% TRANSFER

SENDER

RECEIVER

MESSAGE

Key Elements of Communication



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ZERO TRANSFER

INTERFERENCESENDER

RECEIVER

PARTIAL TRANSFER

INTERFERENCE

SENDER

RECEIVER

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Data and Information in Communication

TYPES OF INFORMATION or DATA

Data is anything that can be sensed

Data or information is anything that is absorbed by the senses: text, images, sounds, actions, colors, smells, shapes, sizes, textures, or movement.



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Visual data: words, images, movements, spaces, colors, shapes, sizes

Audio data: sounds, silenceOlfactory data: smells, lack of smells



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Tactile data: texture, touch, pressure

Other sensory data: taste, pain, pleasure

Psychological data: empathy, anger



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Data is anything that can be sensedData or information is anything that is absorbed

by the senses: text, images, sounds, actions, colors, smells, shapes, sizes, textures, or movement.

Visual data: words, images, movements, spaces, colors, shapes, sizes

Audio data: sounds, silenceOlfactory data: smells, lack of smellsTactile data: texture, touch, pressureOther sensory data: taste, pain, pleasurePsychological data: empathy, anger



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Types of Information in Communication

Types of Information



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Text Images

Colors Shapes

CATEGORY

SENSE EXAMPLES Books Letters Photos

Charts Diagrams Movies

Sound Silence

Noise Speech Music Radio

Records Tapes

Smell No Smell

Temperature

Texture

Moisture

Salty Sour Sweet

Bitter No Taste

Perfume Food

Scents Natural

smells Hot or cold Smooth or rough Wet, moist, or dry Hot or cold Smooth or rough Wet, moist, or dry

VISUAL

AUDITORY

OLFACTORY

TACTILE

GUSTATORY

INFORMATION

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EXERCISE

Identify: Data, Sender, Receiver

A boy is writing a note to his friend.



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EXERCISE


A girl uses a mirror to arrange her hair.



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EXERCISE


A man inhales to smell the aroma of a fresh cup of coffee.



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EXERCISE


A doctor listens to music on the radio.



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EXERCISE

Identify: Data, Sender, ReceiverA boy is writing a note to his friend.

(Text data, boy sender, friend receiver)A girl uses a mirror to arrange her hair.

(Image data, mirror sender, girl receiver)

A man inhales to smell the aroma of a fresh cup of coffee. (Olfactory data, coffee sender, man receiver)

A doctor listens to music on the radio. (Audio data, radio sender, man receiver)



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Answers

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Communication and Meaning

COMMUNICATION & MEANING

What is Communication?

Communication is the transfer of information from sender to receiver.



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If there is no transfer of information, then there is no communication.



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If there transmission but no transfer of information, then there is communication failure.



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Another word for information is data. There is a slight difference in meaning.



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Data is the content of the message that is sent.

Information is the meaning that is received.



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What is Communication?Communication is the transfer of

information from sender to receiver. If there is no transfer of information, then

there is no communication.Another word for information is data. There

is a slight difference in meaning.Data is the content of the message that is

sent.Information is the meaning that is received.



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Communication Processes

METHODS of COMMUNICATION

WORDS SYMBOLS

GRAPHICS

FACIAL EXPRESSIO

NS

CLOTHING

BODY LANGUAG

E

STOP!

GO!

DANGER!



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100% TRANSFER

SENDER

RECEIVER

1. MESSAGE

Effective Communication Elements



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2. FEEDBACK

3. CONFIRMATION

COMMUNICATION PROCESS



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SENDER RECEIVER MESSAGE FEEDBACK

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Communication Interference

TYPES OF INTERFERENCE

Interference is data that prevents 100% effectiveness of communication

Environmental interference can be distractions or message blockers, message distorters

Sender interference can be projection, misleading input



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Receiver interference can be resistance, sensory challenge or distraction.

Message content interference can be incorrectness, incompleteness, or distortion.



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Message format interference can be incorrectness or unacceptability.

Medium interference can be technical, human, advertent, or inadvertent.



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Interference is data that prevents 100% effectiveness of communication

Environmental interference can be distractions or message blockers, message distorters

Sender interference can be projection, misleading inputReceiver interference can be resistance, sensory

challenge or distraction.Message content interference can be incorrectness,

incompleteness, or distortion.Message format interference can be incorrectness or

unacceptability.Medium interference can be technical, human,

advertent, or inadvertent.



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Review

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Formality in Communication

FORMAL COMMUNICATION

Meaning of Formal CommunicationFormal communication can refer to content or

procedure. Formal Content: Data follows an established

format (appearance, punctuation, spelling) and language (vocabulary). Informal content does not have fixed rules.

Formal Procedure: Data is transferred from one part to another part in an organisational structure according to established rules. Informal have no fixed rules.



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Meaning of Formal Communication

Formal communication can refer to content or procedure.



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Formal Content: Data follows an established format (appearance, punctuation, spelling) and language (vocabulary). Informal content does not have fixed rules.



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Formal Procedure: Data is transferred from one part to another part in an organizational structure according to established rules. Informal have no fixed rules.



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Formal or Informal Data?Evening gownBathing suitLetter of acceptance from Harvard UniversityEmail from best friend to go swimmingAdvertisement to buy plastic sunglassesAdvertisement to buy diamondsAdvertisement inviting applicants for a

scholarshipSign of an old car for sale at a very low price



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Give an Example of Informal DataTo informTo entertainTo preserveTo elicit reactionTo change opinionTo convince to take action



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Next: LESSON #02

Indicators of Professional

Communication

professional communication 1 - basic elements

Technology

example of communication

examples of communication

meaning of communication

examples of professional

poor communication

communication exercise

harvard university email

text image