Professional Communication 1 - Basic Elements

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PROFESSIONAL
COMMUNCIATION
NOTE-TAKING GUIDE
•
•

What is the meaning of communication, organization,
professional, structure, and hierarchy?
What is the meaning of professional communication?

EXPECTED OUTPUT
•

Define and give examples of communication.

•

Define, differentiate, and give examples of hierarchy and
structure; organization and structure, professional and
unprofessional.

•

Define and give examples of professional communication.

FLG 123: PROFESSIONAL COMMUNICATION

mr.jaime.aiu@gmail.com

Albukhary International University

IMPORTANCE of COMMUNICATION

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.



 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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COMMUNICATION PURPOSES
Purpose of Data Transfer
1.
2.
3.

4.
5.
6.

7.

To inform
To entertain
To preserve
To elicit reaction
To change opinion
To convince to take action
To create change



To educate


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COMMUNICATION EXERCISE
Identify the Purpose of Data Transfer
 A 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.




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.




Give an Example of Communication
 To inform
 To entertain
 To preserve

 To elicit reaction
 To change opinion
 To convince to take action

 To create change




Give an Example of Text-only Data
 To inform
 To entertain
 To preserve






Give an Example of Non-Text Data
 To inform
 To entertain
 To preserve






Text-Only, Text & Image, or Image Only?
 Letter of acceptance from Harvard University
 Email from best friend to go swimming
 Advertisement to buy plastic sunglasses

 Advertisement to buy diamonds
 Advertisement inviting applicants for a

scholarship
 Sign of an old car for sale at a very low price




ELEMENTS of COMMUNICATION

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.




 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.



Key Elements of Communication
100% TRANSFER

RECEIVER

SENDER
PARTIAL TRANSFER

SENDER

INTERFERENCE

RECEIVER

ZERO TRANSFER

SENDER

INTERFERENCE


RECEIVER

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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.




 Visual data: words, images,

movements, spaces, colors, shapes,
sizes
 Audio data: sounds, silence
 Olfactory data: smells, lack of
smells




 Tactile data: texture, touch,

pressure
 Other sensory data: taste, pain,
pleasure
 Psychological data: empathy, anger




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.
Visual data: words, images, movements, spaces, colors,
shapes, sizes
Audio data: sounds, silence
Olfactory data: smells, lack of smells
Tactile data: texture, touch, pressure
Other sensory data: taste, pain, pleasure
Psychological data: empathy, anger




Image courtesy of www.thatwhitepaperguy.com.

Types of Information
SENSE

CATEGORY
VISUAL

INFORMATION

 Text

 Colors

 Images

 Shapes

 Sound

 Noise

EXAMPLES

Books
 Letters
 Photos


Charts
 Diagrams
 Movies


TACTILE

GUSTATORY



Records
Tapes





Perfume



Scents

 No Smell



Food



Natural
smells

 Temperature  Moisture

OLFACTORY



 Smell

AUDITORY

Speech
Music
Radio



 Silence

 Texture
Salty
 Sour
 Sweet



Bitter
 No Taste






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


EXERCISE
Identify: Data, Sender, Receiver

 A boy is writing a note to his

friend.




EXERCISE

 A girl uses a mirror to arrange

her hair.




EXERCISE

 A man inhales to smell the

aroma of a fresh cup of coffee.




EXERCISE

A doctor listens to music on

the radio.




EXERCISE
 A 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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COMMUNICATION & MEANING

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.





If there transmission but

no transfer of
information, then there is
communication failure.





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.




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.




METHODS of COMMUNICATION
WORDS

SYMBOLS

GRAPHICS

FACIAL
EXPRESSIONS

CLOTHING

BODY
LANGUAGE

STOP!

GO!

DANGER!




Effective Communication Elements
100%

TRANSFER

RECEIVER

SENDER




COMMUNICATION PROCESS
SENDER  RECEIVER  MESSAGE  FEEDBACK




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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




Receiver 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.












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
Receiver 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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FORMAL COMMUNICATION
Meaning of Formal Communication
 Formal 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.



Meaning of Formal Communication

Formal 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
organizational structure
according to established rules.
Informal have no fixed rules.




Formal or Informal Data?
 Evening gown
 Bathing suit
 Letter of acceptance from Harvard University

 Email from best friend to go swimming
 Advertisement to buy plastic sunglasses
 Advertisement to buy diamonds
 Advertisement inviting applicants for a

scholarship
 Sign of an old car for sale at a very low price



Give an Example of Informal Data
 To inform
 To entertain
 To preserve





Next: LESSON #02

Indicators of
Professional
Communication

Professional Communication 1 - Basic Elements

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