Communication

 Communication is the active process of exchanging information, ideas,

thoughts, or emotions between two or more parties to reach a common
understanding
 It is essential for coordination, leadership, and effective management.
The Communication Process

Communication is rarely a simple one-way transmission; it is often a cyclical

process that involves several key steps:
 Idea Formation: The sender develops a concept or feeling they want to
share.
 Encoding: The sender translates this idea into a communicable form, such
as words, gestures, or symbols.
 Channel Selection: The sender chooses a medium for transmission, such as
a face-to-face conversation, email, or phone call.
The Communication Process cont’d

 Transmission: The message travels through the chosen channel.

 Decoding: The receiver interprets the message and assigns meaning to it,
often influenced by their own experiences and perceptions.
 Feedback: The receiver responds to the message, completing the loop and
allowing the sender to gauge the effectiveness of their communication
Communication Goals

Effective communication goals that can be beneficial for individuals and

organizations:
 Enhance Listening Skills: Develop the ability to listen actively and
empathetically to improve understanding and rapport with others.
 Improve Clarity and Conciseness: Focus on delivering clear and concise
messages to avoid misunderstandings and ensure efficient communication.
 Strengthen Public Speaking Abilities: Enhance public speaking skills for more
impactful presentations and speeches.
 Boost Non-Verbal Communication: Cultivate the use of body language, facial
expressions, and tone of voice to complement and reinforce spoken words.
 Develop Persuasive Communication: Hone the ability to persuade and
influence others, which is crucial in negotiations, sales, and leadership.
Communication Goals cont’d

 Foster Emotional Intelligence: Improve the understanding and

management of one's own emotions and those of others to communicate
more effectively.
 Build Cross-Cultural Communication Skills: Enhance the ability to
communicate effectively with people from diverse cultural backgrounds.
 Enhance Team Communication: Strengthen communication within teams
to improve collaboration and team performance.
 Master Conflict Resolution: Develop skills to manage and resolve conflicts
constructively through effective communication.
ELEMENTS OF COMMUNICATION
Commucation Process vs. Elements of
Communication
 Objectives of Communication
The primary objective of communication is to reach a common
understanding between parties. While the specific purpose varies based on context
(personal vs. professional), most communication aims to achieve one or more of the
following core goals:
1. Information Exchange
The most basic objective is to transmit and receive factual data, ideas, or opinions.
• Knowledge Sharing: Providing others with the necessary information to perform tasks or
understand a situation.
• Feedback: Seeking and providing a response to ensure the message was interpreted
correctly.
2. Influence and Persuasion
Communication is often used to change or reinforce the attitudes, beliefs, or
behaviors of others.
• Motivation: Inspiring or encouraging individuals to take action or improve performance.
• Directing Action: Giving specific orders, instructions, or suggestions to guide a desired
outcome.
Objectives of Communication cont’d

• Marketing & Branding: Persuading customers to buy products or developing a

positive public image.
3. Relationship Building and Maintenance
 At a social level, communication serves to create and sustain connections
between people.
 Fostering Trust: Consistent, transparent communication builds rapport and
mutual respect.
 Emotional Expression: Providing a channel to share feelings, frustrations, or
appreciation, which is vital for mental well-being and social harmony.
Communication Goals vs Objectives
 In communication planning, the terms goals and objectives are often used
interchangeably, but they serve very different purposes. A goal is your final
destination, while objectives are the specific, measurable milestones that
help you get there.
Defining Each Concept

 Communication Goals: These are the overarching results you want to

achieve, such as "improving brand awareness" or "fostering employee
engagement". They define the what and the why of your communication
strategy.
 Communication Objectives: These are the specific, "SMART" (Specific,
Measurable, Achievable, Relevant, and Time-bound) targets that support
your goal. They define the how and the when.
Practical Examples
Types/forms of communication
Types/forms of communication cont’d

Nonverbal communication refers to any form of communication that is not

transmitted through spoken word.

Examples
 Facial expressions: Smiling, frowning, raising eyebrows, furrowing brow,
rolling eyes, etc.
 Gestures: Hand gestures, head nods, shrugging shoulders, pointing, etc.
 Posture: Standing tall, slouching, leaning forward or backward, crossing
arms, etc.
 Eye contact: Direct eye contact, avoiding eye contact, staring, glancing,
etc.
 Touch: Handshakes, hugs, pats on the back, etc.
Strengths and Weaknesses of Nonverbal
Communication
Verbal communication
Verbal communication is any form of communication that occurs through spoken
word. Its key strength is that it tends to be perceived as a trusted and
authentic form of communication.

Examples

 Conversations: Speaking with others in person, over the phone, or through video
conferencing.
 Presentations: Delivering speeches, lectures, video conferences, or other formal
talks to an audience.
 Written correspondence: Communicating through letters, emails, memos, text
messages, or other written forms of communication.
 Face-to-Face Interviews: Answering questions posed by a potential employer in
a face-to-face interview context.
 Video and Podcast: Video and podcast media generally also contain verbal
communication, such as a person telling a story or a recording of a
conversation between characters.
Strengths and Weaknesses
 Visual Communication
Visual communication means the transfer of information to a person in a format that can
be read or viewed.

Examples
 Infographics: Presenting complex information, data, or knowledge in a visually
engaging and easy-to-understand format using charts, graphs, and illustrations.
 Slide Presentations: Conveying information, ideas, or concepts through a
combination of text, images, and design elements in a slideshow format, often
during meetings or conferences.
 Graphs and Charts: Visualizing data, trends, or comparisons through various
graphical representations such as bar charts, pie charts, line graphs, and flowcharts.
 Videos and Animations: Using moving images, graphics, and visual storytelling
techniques to convey a message or concept in an engaging and informative
manner.
 Graphic Design and Branding: Employing design elements like logos, color schemes,
and typography to create a visual identity for a product, company, or organization,
which can be consistently applied across various media and platforms.
Strengths and Weaknesses of visual
communication
Written communication
 Written communication involves the use of words, sentences, and paragraphs encoded in
text in order to communicate.

Examples
 Emails and Letters: Exchanging information, ideas, or requests through written messages in
a formal or informal tone, sent electronically or through postal services.
 Reports and Documents: Compiling research, analysis, or project updates into structured
written formats to inform, persuade, or provide recommendations to an audience.
 Blog Posts and Articles: Sharing knowledge, opinions, or experiences on a specific topic
through written content published on websites, newspapers, or magazines.
 Books and eBooks: Conveying narratives, ideas, or educational content in a longer written
format, distributed in print or digitally for readers to consume and engage with.
 Academic Writing: This is used to present facts and evidence in the form of essays,
research papers, and other publications. Academic writing is often used in the fields of
higher education and research.
Strengths and Weaknesses of Written Communication
 Intrapersonal Communication
 Intrapersonal communication is an individual’s own personal dialogue and
reflection within themselves (Liddicoat & Scarino, 2013).

Example
 Self-Reflection: Engaging in an internal dialogue to assess one’s thoughts,
emotions, or actions in a specific situation or over time.
 Goal Setting: Identifying personal objectives and desired outcomes, along with
outlining a plan to achieve those targets through internal communication.
 Mental Rehearsals: Mentally practicing an upcoming task, speech, or performance
in one’s mind to improve preparedness and reduce anxiety.
 Mindfulness and Meditation: Focusing on the present moment, breathing, and
internal sensations to cultivate self-awareness, emotional regulation, and mental
clarity.
 Daydreaming and Visualization: Using one’s imagination to explore scenarios,
potential outcomes, or aspirations as a form of internal dialogue and problem-
solving.
Strengths and Weaknesses of Intrapersonal
Communication
 Interpersonal Communication
 Interpersonal communication simply refers to communication between two or more
people. However, it is generally used to explain collaboration and group work.

Examples of Interpersonal Communication

 Casual Conversations: Engaging in informal dialogue with friends, family, or
colleagues to share experiences, thoughts, and emotions.
 Active Listening: Demonstrating empathy and understanding by attentively listening
to another person’s ideas or concerns, and providing appropriate responses or
feedback.
 Conflict Resolution: Addressing disagreements or misunderstandings between
individuals by discussing the issues, identifying solutions, and finding common ground.
 Group Discussions: Collaborating with multiple individuals to exchange ideas, solve
problems, or make decisions through open and respectful communication.
 Nonverbal Communication: Conveying meaning or expressing emotions through
body language, facial expressions, gestures, and tone of voice, in conjunction with
verbal exchanges.
Strengths and Weaknesses
 Mass Communication
Mass communication refers to communication at a social scale that is facilitated by
broadcast media such as radio, television, or the internet.

Examples
 Newspapers: For many centuries, daily and weekly newspapers were the key way in
which people received current affairs information.
 Books: Often under-recognized, books are still one of the major forms of mass
communication. The Bible, for example, was responsible for the spread of Christianity
worldwide.
 Radio: Radio gives people instant access to audio information and entertainment. In its
era, it was revolutionary. Radio’s primary limitation is lack of visual communication.
Before long, television came along to resolve this problem.
 Television: Television was the first form of mass communication that has audiovisual
properties – both visual and audio communication. It was also a big driver of shared
national identity because popular programs tended to be broadcast nation-wide. It is in
declined today, superseded by online video platforms.
 Internet: The internet is today’s form of mass communication. Within it, we have mass
communication platforms like social media platforms, YouTube, and websites.
Strengths and Weaknesses of mass
communication
 Synchronous Communication
Synchronous communication refers to real-time interaction between individuals,
allowing for immediate feedback and dynamic exchanges.

Examples
 In-person meetings: Collaborating face-to-face to discuss ideas, share updates,
or make decisions.
 Phone calls: Engaging in real-time conversations to convey information, provide
support, or build relationships.
 Video conferences: Connecting remotely with others using audio and visual
technologies to facilitate communication and collaboration.
 Instant messaging: Exchanging text-based messages in real-time to quickly share
information, ask questions, or coordinate activities.
 Live chat support: Providing immediate assistance to customers or users through
real-time text-based communication.
Strengths and Weaknesses
 Asynchronous Communication
 Asynchronous communication involves the exchange of messages or information
without the requirement for participants to be simultaneously present or engaged.

Examples
 Emails: Sending and receiving messages with attachments, allowing recipients to
respond at their convenience.
 Discussion boards: Posting and replying to topics in online forums, fostering
collaboration and knowledge sharing.
 Recorded video messages: Creating and sharing pre-recorded videos, providing
visual information to be viewed at a later time.
 Collaborative documents: Sharing and editing files with others asynchronously,
enabling teamwork and collective input.
 Social media posts: Crafting and sharing content, allowing followers to engage and
respond in their own time.
Strengths and Weaknesses of Asynchronous
Communication
 Formal Communication

Formal communication refers to structured and professional exchanges that follow

established rules, guidelines, and etiquette.

Examples
 Business letters: Crafting well-structured and professionally formatted
correspondence for official purposes.
 Presentations: Delivering well-organized and polished speeches or lectures to an
audience, using appropriate language and visual aids.
 Reports: Writing comprehensive and coherent documents to present research
findings, project updates, or policy recommendations.
 Agendas and meeting minutes: Creating and distributing structured outlines of
topics to be discussed, along with records of decisions and action items.
 Formal invitations: Sending carefully crafted and elegantly designed invitations for
events, such as weddings, conferences, or award ceremonies.
Strengths and Weaknesses
 Informal Communication
Informal communication involves casual and spontaneous exchanges between individuals,
often characterized by a relaxed tone and the use of colloquial language.

Examples
 Casual conversations: Engaging in unstructured and relaxed dialogues with friends, family, or
colleagues.
 Text messages: Sending and receiving brief, colloquial messages to share updates, ask
questions, or coordinate plans.
 Social media comments: Interacting with others through likes, shares, and comments on
various platforms, such as Facebook, Twitter, or Instagram.
 Informal emails: Writing casual and conversational messages, often using abbreviated
language and emoticons.
 Comedy Shows: Comedians tend to employ informal communication in order to send signals
to the audience that they are in a space designed to make light of social situations.
Strengths and Weaknesses of Informal
Communication
 Metacommunication
Metacommunication refers to communication about communication. It generally
refers to statements or non-verbal cues during a conversation used to check in about
how the conversation is going.
Examples
 Clarifying yourself: Saying in text or verbally, “that was a joke, by the way.”
 Voice inflection: Going up at the end of a sentence can indicate you’re asking a
question.
 Metacommentary: Making a comment about what you’re saying, like, “wow, I’m
going around in circles aren’t I?”.
 Paraphrasing: After a long speech, consciously paraphrasing what you said to
recap the key points.
 Signposting: When giving a speech, starting by signposting what you will say and
the order in which it will be said to help people follow your speech
The 7 C’s of Effective Communication
1. Completeness

 This is one of the most significant aspects of effective communication.

Completeness refers to giving full information about something rather than just
saying it in bits and pieces. It’s the right of the recipient to receive access to the
whole chunk of information to be able to follow the sender’s line of reasoning in
regards to the matter being discussed.
 For example, when Peter told “write a short passage on data science and send
me”, Shawn couldn’t understand the context whatsoever. He had too many
questions in his head about the topic, its length and the style of writing, where
this piece of writing go etc.
 Instead, Peter could frame his instructions as “Shawn I want you to write a 100-
200 word short essay on the recent trends in data science. Submit it to me by
the end of this day. I need it for our blog.”
 Completeness holds much higher salience during the delegation of tasks when
the subordinates need detailed instructions to pursue a task at hand.
 2. Correctness
 The genuineness and the value of your speech lie in its correctness and authenticity.
It’s better to keep quiet rather than talk about something that you aren’t so sure of.
The correctness of the speech would reflect directly on your personality and so it
should be given utmost prominence.
 The legitimacy of the factual information, the language used and grammar are some
of the aspects of correctness amongst others.
 If your audience spots any errors or blunders in your speech, it is no longer valued and
they are likely to be distracted. The credibility of the speaker would also receive a
massive hit and therefore the effectiveness of the communication will be
compromised.
 3. Conciseness
 Conciseness is to keep the speech short and crisp. Nobody likes listening to someone
who delivers long and draggy speeches because people lose interest and attention
very easily. When interacting or delivering the speech, the ultimate objective is to
make sure that the message is received in its intended form. Lack of conciseness will
lead to the loss of essence in the content. Make sure to keep your speech brief and
precise.
 For example,
 Intended message: “could you please receive Amanda from the airport?”
 Delivered method: “Yesterday was a tiring day. Last night I couldn’t sleep properly. My
wife has severe migraine and she’s down. I couldn’t have breakfast in the morning
and I am tired. Amanda has taken her flight from Indonesia last night. She would
reach here in some time. It would be nice if someone could pick her up from the
airport.”
 In this example, the message was simple. Yet, the sender makes it seem complicated
and leaves the recipient feeling puzzled, irritated or exhausted. Also, he may deny the
request. Such delivery of a message makes the message lose its value.
4. Courtesy

 Courtesy refers to communicating with politeness, genuineness and respect

for the person on the other side of the conversation. It will naturally scale up
the value of communication. Courtesy is a tendency which stems out of
empathy for people.
 To be courteous doesn’t mean just use polite, magical phrases like “thank
you”, “sorry”, “please” and “excuse me”. It also means to be honest,
respectful and empathetic of people and not make sarcastic or any other
form of passive-aggressive remarks.
5. Clarity

 Clarity is to transfer accurate and easily comprehendible messages to the

receiver. Before choosing to talk, be clear about your goals for the
conversation. Let the other person know what your objective is for the
interaction. To make your speech clear, always use simple language rather
than using intricate phrases that would make comprehension difficult.
 The recipient shouldn’t be made to “read between the lines”. Even if the
content is complicated in nature, try to divide your ideas, distill it and make
it as simple and clear as possible as that would make it easy for the receiver
to grasp the information well.
 6. Consideration
 Consideration is quite similar to that of courtesy. It means to consider the other
person and to address them putting you in their place. In other words, you talk to
someone in a way you would want someone to talk to you.
 For example, if you prefer someone to talk to you with respect and politeness,
you would exhibit the same behaviors towards others. Just as that of courtesy,
one should be inherently empathetic to be able to show consideration for the
other person. When you are considerate, you sincerely regard people’s interests
and benefits.
 So when you talk to someone, remember to acknowledge their background
such as their age, language proficiency, culture, literacy level, mental state,
character, interests etc. so that you may be relatable to your audience and your
intended message reaches them successfully.
 7. Concreteness
 Concrete communication denotes your message being specific, meaningful
and focused. You don’t beat around the bush to get to a point. Rather it is
solid and concise. You avoid vague and ambiguous messages and only strive
toward making your information well received by the recipient. Your speech is
crisp yet brimming with beneficial information. You incorporate factual
evidence and figures to enhance the authenticity of your speech.
 For example, when you say “Depression is a global issue”, you don’t just bluntly
make that claim but also pitch in the statistical values and empirical evidence
to support your statement.