Part 2 - Introduction To Communication Skills (Communication Strategies, Elements Of Communication)

           

 I hope you are keeping up to pace with the previous article where we talk about what is discourse community, characteristics of discourse community, difference between academic factual essay and many more. In today's article am going to cover a lot on the term ''COMMUNICATION''

In our PREVIOUS ARTICLE, we said since communication happens around us all the time, the process is often taken for granted. A large amount of time is spent communicating hence there is need to make sure that ideas and information are put in a way that everyone involved can understand. Thinking about what to say, working out the best way of saying it, finding the right words, making sure the other person understands and understanding anything he\she says in reply are all vital stages in communication.

Other scholars define communication as....

Communication is the act of transmitting messages using signs, symbols or verbal interaction or to express ideas, thoughts, feelings to someone else but the information transferred must be understandable. 

THE COMMUNICATION PROCESS OR ELEMENTS OF COMMUNICATION

• The Source
• The Message
• The Destination
• The Medium
• The Feedback

So guys those are some few communication process or elements of communication that we have. I encourage each and everyone of you to do more research on them and try your possible best to know more about the communication process or what we also call the elements of communication. This can therefore lead us to define communication as giving, receiving or exchanging ideas, information, signals or messages through appropriate media, enabling individuals or groups to persuade, to seek information, to give information or to express emotions. This broad definition includes body-language, skills of speaking and writing. It also outlines the objectives of communication and emphasizes listening as an important aspect of communication. Let's quickly look at some terminologies in communication relating to the types that we have.

TYPES OF COMMUNICATION

In communication process, a source (encoder) encodes a message and afterward utilizing a medium/channel sends it to the collector (decoder) who unravels the message and in the wake of handling data, sends back suitable criticism/answer utilizing a medium/channel. Individuals speak with one another in various ways that rely on the message and its setting where it is being sent. Decision of correspondence channel and your way of conveying likewise influence correspondence.

There are two sorts of correspondence in view of channel, VERBAL COMMUNICATION AND NON - VERBAL COMMUNICATION

         

Verbal Communication

Verbal correspondence alludes to the type of correspondence wherein message is sent verbally; correspondence is finished by overhearing people's conversations and composing. Objective of each correspondence is to have individuals comprehend what we are attempting to convey. In verbal correspondence generally recall the abbreviation KISS - keep it short and straightforward. At the point when we converse with others, we accept that others comprehend what we are talking about on the grounds that we know what we are talking about. Be that as it may, this isn't true. Typically individuals bring their own mentality, insight, feelings and considerations about the point and thus makes obstruction in conveying the right importance.

Oral/Spoken Communication

In oral communication, Spoken words are used. It includes face-to-face conversations, speech, telephonic conversation, video, radio, television, voice over internet. Examples of spoken communication that is used in the workplace include conversations, interviews, counseling/helping colleagues, meetings, conferences and so on (Wenbin Nah, 2008). In oral communication, communication is influenced by pitch, volume, speed and clarity of speaking.

The following are the advantages of communication:-

Advantages of Oral/spoken communication

i. Oral communication allows for immediate feedback such as the opportunity to ask

questions when the meaning is not entirely clear.

ii. The sender is able to check and see whether if the instruction is clear or has created

confusion.

iii. There is high level of understanding and transparency in oral communication as it is

interpersonal.

iv. There is no element of rigidity in oral communication. There is flexibility for allowing

changes in the decisions previously taken.

v. Spoken instructions are flexible and easily adaptable to many diverse situations.

vi. The feedback is spontaneous in oral communication. Thus, decisions can be made

quickly without any delay.

vii. Oral communication is not only time saving, but it also saves upon money and efforts.

viii. Oral communication is best in case of problem resolution. The conflicts, disputes

and many issues/differences can be put to an end by talking them over.

ix. Oral communication is an essential for teamwork and group energy.

x. Oral communication promotes a receptive and encouraging morale among organizational

employees.

   

Disadvantages of Oral/spoken communication

i. Poor presentation of the message or the instruction can result in misunderstanding and

wrong responses.

ii. Relying only on oral communication may not be sufficient as business communication is

formal and very organized.

iii. Oral communication is less authentic than written communication as they are informal

and not as organized as written communication.

iv. Oral communication is time-saving as far as daily interactions are concerned, but in case

of meetings, long speeches consume lot of time and are unproductive at times.

v. Oral communications are not easy to maintain and thus they are unsteady.

vi. There may be misunderstandings as the information is not complete and may lack

essentials.

vii. It requires attentiveness and great receptivity on part of the receivers/audience.

viii. Oral communication (such as speeches) is not frequently used as legal records

except in investigation work.

 Written Communication

In written communication, composed signs or images are utilized to convey. A composed message might be printed or written by hand. In composed correspondence message can be sent by means of, letter, report, reminder, reports, releases, sets of expectations, representative manuals, and electronic mail are the sorts of composed correspondence utilized for interior correspondence. For speaking with outside climate recorded as a hard copy, electronic mail, Internet Web destinations, letters, proposition, wires, faxes, postcards, contracts, notices, leaflets, and news discharges are utilized (Wenbin Nah, 2008). Message, in composed correspondence, is affected by the jargon and punctuation utilized, composing style, accuracy and lucidity of the language utilized.

      

Benefits of composed correspondence

I. Composed correspondence is great for confounded and indispensable directions, which can be

given in an exact and uniform way.

ii. Composed correspondence helps in setting down clear standards, strategies and rules for

running of an association.

iii. It is a permanent means of communication: written instructions can be used for future

references. Therefore important where record maintenance is required

iv. It assists in proper delegation of responsibilities.

v. Written communication is more precise and explicit

vii. It provides ready records and references.

viii. Legal defenses depend upon written communication as it provides valid records

ix. There is a lesser chance for the message to be misunderstood.

x. Authority is transmitted more effectively with a written order than with an oral one

Disadvantages of written communication

i. People may not always read them.

ii. Written communication takes time.

iii. It is impersonal or unfriendly.

iv. Written communication is expensive. It costs huge in terms of stationery and the

manpower employed in writing/typing and delivering letters.

v. Written communication is time-consuming as the feedback is not immediate. The

encoding and sending of message takes time

vi. Effective written communication requires great skills and competencies in language and

vii. Too much paper work

viii. It does not answer questions and there is no immediate feedback.

       

 Non-verbal Communication

According to McConnell, (2003), nonverbal communication is behavior, other than spoken or written communication, that creates or represents meaning. In other words, it includes facial expressions, body movements, and gestures. Nonverbal communication is talking without speaking a word.

 

Forms of Non - verbal communication

1. Chronemics - The use of time and perception of usage of time to communicate.

2. Proxemics - The use of personal space and distance between communicators.

3. Kinesics - The use of body movement, gestures and facial expressions in communication 

4. Oculesis - The nature and use of the eye in communication.

5. Haptics - The use of touch in communication

6. Paralanguage - The use of voice or sound during communication

7. Objectics - The use of the environment, clothing and other artifacts to communicate.

       

Advantages of non-verbal communication

i. You can communicate with someone who cannot hear.

ii. You can communicate in places where you have to avoid talking audibly.

iii. You can communicate without others around you hearing what is being communicated.

iv. You can communicate when a person is too far away from you to hear you (for example,

by gesturing)

v. Non-verbal communication makes conversation short and brief.

vi. Non-verbal communication saves on time and can be used as a tool to communicate with

people who don't understand your language

Disadvantages of non-verbal communication

i. Long conversations using non-verbal communication are usually not possible.

ii. Non-verbal communication varies from culture to culture.

iii. Particulars of messages using non-verbal communication cannot be discussed in detail.

iv. It is not useful as a public tool for communication

v. It cannot be used everywhere and is less influential than verbal communication.

       

TERMINOLOGIES IN COMMUNICATION

Communication is such a board topic that every scholar looks at it in different ways. In order not to confuse students with types, forms, examples and the like, we want to look at some key terminologies and concepts in the communication literature. These are as follows,

• Intrapersonal And Interpersonal Communication
• Public And Mass Communication

Four Language Skills Needed by Communications

 

Intrapersonal And Interpersonal Communication

Whiles the two terms are often used interchangeable, a student of Communication skills must know  the differences between the two terms. In Intrapersonal Communication, communication occurs within oneself (individual) and also requires the use of the mind, diaries, audio recordings, thought and analysis whiles In Interpersonal Communication, communication occurs between two or more people which also requires phone, letters, computers and exchange of ideas. 

Guys, please go ahead and read more about Intrapersonal And Interpersonal Communication and also remember it is instructive to also note that within Interpersonal Communication, there arises Dyadic and Small Group Communication.

 Four Language Skills Needed By Communicators

Language is a system of symbols that permit people to communicate or interact. Every communicator needs four language skills in order to succeed as an effective communicator. In order of acquisition, 

• Listening
• Speaking
• Reading
• Writing

Listening and Speaking (Primary skills)

Reading and Writing (Secondary skills)

Speaking and Writing (Productive skills)

Listening and Reading (Receptive skills)

BARRIERS TO EFFECTIVE COMMUNICATION

• Physical barriers
• Psychological barriers
• Physiological barriers
• Linguistic barriers
• Transmission
• Prejudice

      

Importance of communication

Communication plays a powerful role in the nation building and development and contributes significantly to bringing about social changes. Communication has led to development in a community. Below are other major reasons as to why we communicate,

i. We communicate in order to educate and give instruction to the people we are communicating with

ii. To provide knowledge for instance in school, church, political rallies etc

iii. To give expertise and skills for smooth functioning by people in society

iv. To create awareness and give opportunity to people to actively participate in public life.

v. We communicate for Information in case you want to know something you have to ask and be told

vi. We listen for entertainment

vii. We listen for discussion and to persuasion

viii. We listen for understanding and insight - we depend on communication for self awareness. Communication helps us to understand ourselves and others

ix. To develop meaningful relationships - it is through communication contacts that

human beings basic and social needs are met. Psychology has it that people need each other

x. Influence and persuasion - human beings spend most of their time trying to

influence each other to think as they do, act as they do and like what they like.

REVISION QUESTIONS

1. i. With clear illustrations, give the definition of communication

ii. Explain five purposes of communication

iii. using a diagram ,explain the communication process

2. Explain five factors to consider when choosing a communication media

3. However careful one is when communicating, barriers will sometimes occur. Explain the barriers to effective communication.

4. Communication is a dynamic process of action and interaction towards a desired goal.

Explain any four elements of communication process.

5. Explain five principles of communication

6. There are different types of communication situations. In light of this sentence, describe upward, lateral, downward and grapevine communication. Give example in each situation.

7. Differentiate these two terms: interpersonal and intrapersonal communication.