What are different elements of communication.how a communication takes place and much more.

1. Unit 1
• Elements of Communication
• Objectives of Communication
• Media and types of Communication
1/8/2014

2. What are the most common ways to
communicate?
Written Word

3. All communication methods are important
but our emphasis will be upon the spoken
word... since
70 % or all our communication efforts are:
misunderstood, misinterpreted, rejected, di
sliked, distorted, or not heard (in the same
language, same culture)!

4. Communication
–
–
–
–
–
–
–
What is communication?
Why do we communicate?
How do we communicate?
Verbal communication
Nonverbal communication
Process of communication
Communication channels
1/8/2014

5. What is Communication?
It is when you express:
 an Opinion
 an Impression
 a Comment
 a Judgment
 a Bias
1/8/2014

6. Why Do We Communicate?
There are 3 purposes, either separately or in
combination:
1. To Inform
2. To Instruct
3. To Influence
1/8/2014

7. The Goals of Communication
To change behavior
To get and give
Information
To persuade
To get action
To ensure understanding
1/8/2014

8. How Do We Communicate?
There are 2 basic forms of communication:
1. Verbal communication
2. Nonverbal communication
1/8/2014

9. Verbal Communication
Verbal communications uses Language i.e.
words and grammar.
We create Thought with words and use
grammar to arrange them in the proper
sequence.
The Message is then sent in spoken or
written form.
Effective communications depends on
speaking and writing skills to send
messages, as well as listening and reading
skills to receive messages.
1/8/2014

10. Speaking & Writing
More commonly used in business, e.g.
instructions, interviews, meetings, etc.
 Writing complements spoken messages.

Writing
9%
Speaking
30%
Reading
16%
Listening
45%
1/8/2014

11. Process of Listening & Reading
Step 1: Register the information.
- focus your attention.
Step 2: Interpret and evaluate the
information.
- decide what is important and what isn’t.
- look for main ideas and supporting details.
- understand the relationship among the ideas.
Step 3: File away the data for future
reference.
1/8/2014

12. Nonverbal Communication


It
1.
2.
The most basic form of communication.
Has few rules and usually occurs
unconsciously.
differs from verbal communication in 2
ways:
Nonverbal communication is less
structured.
Nonverbal communication is done
unconsciously and naturally.
1/8/2014

13. Components of Nonverbal Communication
1. Body - attitudes are analyzed based on body
language.
- the main aspects are
posture, gestures,
face and
eyes.
2. Voice - tells about the speaker’s emotional state.
- the most important aspect is inflection.
3. Space - this is the way you communicate through
distance of the space around you (standing
distance, seating, etc.).
4. Surrounding - nonverbal communication is affected
by objects around you (seating,
office, dress, etc.).
1/8/2014

14. Functions of Nonverbal Communication
Used to support & clarify verbal
communication. It has 5 specific
functions:
1. To provide information.
2. To regulate the flow of conversation.
3. To express emotion.
4. To qualify, complement, contradict or
expand verbal messages.
5. To control or influence others.
1/8/2014

15. Importance of Nonverbal Communication
It has more impact even when unplanned.
2. Important in conveying feelings; accounts for
93% of the emotional meaning exchanged in any
interaction.
3. More reliable. Most people can deceive more
easily with words than with their nonverbal
behavior.
It helps to establish credibility and leadership
potential.
If you manage the impression you create, you can
communicate competence, trustworthiness and
dynamism.
1.
1/8/2014

16. Process of Communication
Has 5 phases linking sender to receiver:
1. Sender has an idea.
2. Idea is changed into a message (encode).
3. Selection of medium & message sent.
4. Receiver gets the message (decode).
5. Receiver interprets message.
6. Receiver reacts and sends feedback to
sender.
1/8/2014

17. Communication is the process of sending
and receiving information among people…
Feedback
receiver
SENDER
sender
RECEIVER

18. All messages do not reach the
receiver due to “distortion”
Feedback
Receiver
Sender
Distortion

19. Effective Communications
As Sender:
 Decide what action or response you want.
 Choose the most suitable language and combination
of written/spoken/nonverbal communication for the
message.
 Choose the best medium for your message.
 Put yourself in the receiver’s position. Will he/she
understand? What is his/her emotional state?
 Make sure that the message cannot be
misunderstood.
 Check for feedback. Decide if you need to answer.
1/8/2014

20. Effective Communications
As a Receiver:
 Give the message your whole attention.
 Check that the medium suits your needs.
 Check references and ask for explanations if
necessary.
 Check for underlying meanings and
implications.
 Make sure that you provide sufficient and
appropriate feedback.
1/8/2014

21. Effective Nonverbal Communication
Improvement is mostly through practice
and relaxation techniques.
Based on person’s nonverbal
communication, we decide:
1. the personality type,
2. the level of confidence & selfesteem, and
3. the level of awareness of what others
think.
1/8/2014

22. Communication Channels
All communications use 1 of 3 channels:
written, oral and nonverbal.
 Can be formal or informal; domineering to
passive.
 Each channel has its own characteristics.
 Each also have different forms or methods
of communicating.

1/8/2014

23. Written Communication
Common forms:
letters, memos, reports, notes, advertisem
ents, press releases, facsimiles, etc.
 Varies in formality.

1/8/2014

24. Written Communication Characteristics
Time
◦ High preparation time (writer)
◦ Short reading time
◦ Writer has no control of ‘if’, ‘when’ and ‘how’
message will be read.
◦ Slow transmission time except for email.
Cost
◦ Writer’s and Reader’s time.
◦ Secretary, materials, postage, etc.
1/8/2014

25. Written Communication Characteristics
Place – Readers do not have to be in the same
place.
Detail – Can be very detailed.
Privacy – Can be very private.
Record – Permanent record for future reference.
Response
◦ Can be delayed.
◦ Does not include nonverbal
◦ Writer may not know Reader’s response unless they reply.
Relationship – Can be impersonal.
1/8/2014

26. Written Communication
Conclusion – choose to write if:
 You have time to prepare,
 Your reader’s time is limited,
 Costs are not to high,
 You need to communicate a lot of details,
 You need a permanent record,
 You do not need immediate response, or
 You do not need a response at all.
1/8/2014

27. Oral Communication
Common forms: impromptu face-to-face
conversations, telephone
calls, interviews, meetings, seminars, work
shops, speeches, presentations, etc.
 Chief advantage: immediate response.
 General purpose: collaboration with
audience.

1/8/2014

28. Oral Communication Characteristics
Time
◦ Varies; depends on size of audience.
◦ Listener’s time is longer.
◦ Speaker has control of ‘when’ and ‘how’ well the
message is heard.
◦ Transmission is fast.
Cost
◦ Speaker’s and Listener’s time.
◦ Possible travel, facility and/or telephone
expense.
1/8/2014

29. Oral Communication Characteristics
Place – For groups, all must be in the same place;
for 1 person, can be face-to-face or on the
telephone.
Detail – Can vary.
Privacy – For a group, none; for 1 person, yes.
Record – None unless on video or audiotape.
Response – Immediate but may not include
nonverbal.
Relationship – Can build with group or individual.
1/8/2014

30. Oral Communication
Conclusion – choose to speak to a group if:
 You have time to prepare and arrange,
 Your audience has time to attend,
 Cost is not too high,
 You need a group to hear or discuss at the same
time,
 You want to build a group identity or relationship,
 You want group response with nonverbal response
1/8/2014

31. Oral Communication
Conclusion – choose to speak individually if:
 You do not have time to prepare,
 You need a very fast answer,
 Costs are not to high,
 You do not need to communicate a lot of details,
 You want to build relationship,
 You do not need a permanent record,
 You need extensive, immediate response.
1/8/2014

32. Nonverbal Communication





Common forms: visual aids
(graphs, pictures, etc.), tools (tape
recorders, dictating machines, etc.), body
language.
Body Language: physical
appearance, posture, gestures, facial
expression.
Voice: accent, intonation, and pitch.
Space: use & control of space.
Personal Effects: a person’s image of
themselves.
1/8/2014

33. Nonverbal Communication Characteristics
Time – Preparation time of visual aids vary.
Cost – Cost of visual aids vary.
Place – Both visual aids and body language
occur in the same place.
Detail – Form and format of visuals vary;
body language details also vary.
Privacy – None.
1/8/2014

34. Nonverbal Communication Characteristics
Record – Visual aids are a permanent
record; body language, no.
Response – Immediate and varied.
Relationship – Can build group or individual
relationship.
1/8/2014

35. Nonverbal Communication
Conclusion – choose to use visual aids if:
 It complements other forms of
communication.
 It is not costly.
 You have enough time to prepare.
Be aware and avoid negative signals of body
language.
Use body language to transmit positive
signals, e.g. trust, competence, etc.
1/8/2014

36. Nonverbal Communication:
Advantages & Disadvantages
Advantages:
◦
◦
◦
◦
◦
Reinforces oral communication
Added visual stimuli
Simplifies written and spoken word
Quantifies ideas
Provides simulations of situations
1/8/2014

37. Nonverbal Communication:
Advantages & Disadvantages
Disadvantages:
◦ Difficulty interpreting without written or spoken
word.
◦ Comprehension and interpretation skills needed.
◦ Can be expensive.
1/8/2014

38. The End
At the end of this chapter, you should:
know what is communication,its
meaning, importance and process
Objectives of communication, and
know how messages can be communicated
effectively.
1/8/2014

39. Prepared by-Chetan Goyal/Chet Deewan
Write to me for ppt on any topicchetangoyal36@gmail.com
chetangoyal36@hotmail.com
www.facebook.com/cgoyal2
1/8/2014