WIIFM

Communication is important because it helps you:

Get your point across Educate Inform Allow for greater understanding Provide feedback Stimulate new ideas, excitement

Objectives:
What is communication
Communication Process

What is Communication?
Communication is the process of exchanging information usually via a common system of symbols. OR We might say that communication consists of transmitting information from one person to another to determine ones needs, wants, desires or affirmative state

Types of Communication
One-way communication

Two-way communication

Forms of Communication
Verbal Communication -7%

Vocal communication 38%

Non-verbal communication 55%

The Communication Cycle

The Communication Cycle

1. Ideas occur This stage of the process is concerned with the decision to send a message. Possible problem areas where communication may break down include: The message is ill-conceived; It is vague or incomplete; It is ambiguous. .

The Communication Cycle

2. Message coded This concerns the decision by the sender as to the appropriate language of the communication having regard to the person receiving the message as well as the decision concerning whether it will be sent using the spoken or written word. Problems might arise because: The wrong language has been chosen; The tone is inappropriate.

The Communication Cycle

3. Message sent

Has the right medium been selected? Much depends upon: The proximity of the receiver; The urgency of the message; The requirement of a written record; The need for tact; Confidentiality;

The Communication Cycle

Instant feedback; Time and cost. Problems arising due to message conveyed inappropriately: Time wasted; Expense; Wrong medium

The Communication Cycle

4. Message received Has the message actually been received? / Verification of receipt. 5. Message decoded This stage of the process considers whether the receiver has comprehended the language used by the sender. Problems may occur if the sender has used jargon or technical terms.

The Communication Cycle

6. Idea understood Has the receiver correctly interpreted the message and understood the idea which the sender is endeavoring to put across? Problems may include: Ambiguity Incompleteness.

Choosing your medium

Depending upon the situation, one method of communication may be better than another.
In person: one-to-one In person: meetings, small groups In person: presentations, large groups Letter Memo Note Email Voice mail

Choosing your medium

To determine the best medium for your message determine:
What you as the sender need to achieve What the receiver needs to know. What the receiver wants to know How detailed, important, and or personal the information in the message is Which behavior you want to influence and how

Share your ideas to

State an opinion or position Give instructions or directions Announce a change Make presentations Participate in meetings Give information in emergencies

Obstacles to sharing ideas(sender)

Your own shyness Fear of rejection Peer pressure Unorganized thinking Others possibly becoming defensive Physical disabilities (impaired sight, hearing, speech) Having to deal with aggressive people

Obstacles to sharing ideas(receiver)

Background noise

Hearing problems
Language barriers Different languages accents use of jargon Use of body language Fear/anxiety Speed of speech Tone of voice

SHARE your ideas a model

State the main point of your message Highlight other important points Assure the receivers understanding React to how the receiver responds Emphasize/summarize your main ideas

Difficulties with communication

To much information Too little information Lack of interest Too little/much previous knowledge Assumptions incorrect information

Difficulties with communication

Inability to express oneself Status of persons involved Communication skills

Questioning techniques the use of: closed or open questions, the type of knowledge required, level of disclosure.
Gender Culture/Background

FOCUS on information a model

Focus the discussion on the specific information you need Open-end question to expand the discussion Close-end question to get specifics Use active listening skills to understand what you are hearing Summarize and close the discussion

Aids to Communication
Listen Actively Relax Observe body language Develop interest in others interests Ask for clarification Plan what you are going to say