Topic 1 Introduction to Communication

What is communication?
-Is a learned skill

Elements in Communication
-Act of giving, receiving or exchanging information, ide
and opinion so that message is completely understoo
both parties
-Sender sends message with certain intention in mind
-Receiver tries to understand and interpret the messag

Major elements in communication

-Sender
-Message
-Channel
-Receiver
-Feedback
-Context
-A speakers intention to convey the message and list
reception

3 things to consider:-The message

-The audience or receiver
-How the message is likely to be received
Successful message both sender and receiver perce
and understand it the same

Factors Affecting Communication

-Communication is a two-way process
a.Status Role
- sender and receiver of a message may be of equ
within a hierarchy
- different levels (eg manager/employer, etc)

b.Cultural Differences
-within or outside the organisation (eg inter-depar
dealings and outside organisations)

c.Choice of Communication channels

- have to be appropriate for purpose and receive

d. Length of Communication
- Serves the purpose and is appropriate
e.Use of language
-poor choice or words or weak sentence structure
f.Disabilities
- impaired sight, dyslexia and poor mental health

g.Known or Unknown Receiver

-a known receiver will understand the message be

h. Individual Perceptions/attitudes/Personalit
eg age and preferred style
i. Atmosphere /Noise/Distraction
surroundings eg noisy place
j. Clarity of Message
clear or ambiguous
k. Lack of Feedback
confirmation of understanding

Choose appropriate channel of communication

a.Consider all aspects of the communication process
( interpretation, understanding, feedback)
b.Think carefully about possible barriers
c.Evaluate the complexity of the message
d.Ask questions
who - characteristics of the receivers
why - purpose
what content of the message
how oral, written, visual, combination of all thre
where location
when timing/time limit/ expected response time
e.Determine whether you are meeting or writing to th
people concerned
f.Decisions about most appropriate channel cost, tim
confidentiality, convention, urgency

Defining Written Communication

-using symbols via words and sentences
-Sharing and exchanging of written symbols between
individuals or groups
-Presentation of ideas in a coherent manner in written f
Manner
-Letters
-Faxes
-Email
-Reports
-Memos
-Advertisments

Why Written Communication?

1.Message is there for posterity so that others can read

again and again
2.Information can be stored and transferred from individ
individual and group to group without relying on m
3.Keep abreast of development in projects
- provides avenue for presenting and defending vie
4.Form of acknowledgment proof/verification
5.Helps clarify thoughts & thinking processes
-Document idea, logic, argument or phraseology
-Materials must be acknowledged and cited

Tips on Written Communication

-a complex process so read extensively- books, magazin

The Writing Process -planning, writing, editing

a.Planning
list down all points and arrange in logical and suita
manner
b.
Writing
-pre-writing that is gathering all necessary informa
substance to writing
- practise writing in target language sentences, par
- write in plain, straightforward style
c. Editing
- check for grammatical errors
- ensure of smooth language flow

Pitfalls to Avoid
a.Confusing language
words that mislead the reader and cause commu
breakdown (ambiguous, bombastic , etc)
b.Verbosity
the use of too many words that may interfere, con
antoganise and bore reader ( eg on p.10)
c.Poor Sentence Structure
leads to fragmented writing and choppy sentences
impede understanding
write short sentences
d.Information Overload
giving so much information till you feel overwhel
and confused

Challenges in Written Communication

1.New Technologies
providing tools spelling check, incorrect grammar
need to observe accepted norms

2.When others fail to respond

understand the message, who will be receiving and
will be perceived

Reasons for not Responding

- poor writing skills
- too much information in text/message
- to many grammatical errors and
mistakes
- barriers between sender and receiver
( cultural, status, role)
- message is not clear or precise
- wrong choice of delivery channel/format
- past experience
- documents not structured, messy or not
laid out well

3.

Asking the Right Questions

Blocked communication pause and
reevaluate the
situation
Ask yourself questions
-Where did it go wrong?
-Why was the message misunderstood?
-Was the timing bad?
-Did I use the correct channel to deliver the
message?
-Are there too many errors or mistakes in the
documents?

Provide the following:-A clear indication of the purpose

-Accurate and objective information
-Appropriate headings and sub-headings
-A suitable order of information
-Concise and precise instructions
-Desired action clearly spelled out
The reader should understand the contents of
the report, know the action to be taken, when to
do it and what manner it should be done

Summary
-Importance of communication , meaning, relationship
between message, sender and receiver
-Giving, receiving and exchanging information
-A two-way process
-Barriers such as status and role
-Stages planning, writing and editing
-Pitfalls- confusing language, verbosity, poor sentence
information overload
-Cite all materials
- Reasons for failure to respond
-Receiver to understand report