Communication Skills part 1

1. 1… !nnocent S!nn3r
Communication Skills.
 Communication:
Communication is a process of transmitting your message from one person to another and it is
process of creating and sharing your ideas.
Etymology:
The word communication is derived from a Latin word ‘communes’ which means ‘communes’ and sharing
something.
Skills:
These are tools which are used to avoid different barriers between your communications.
Communication skills are the process to communicate effectively.
 Communication process:
When we communicate, the following steps are processed:
1. An idea i.e. you have create idea in your mind.
2. Idea changes into message.
3. Message is transmitted.
4. Receiver will receive your message.
5. Receiver will react.
6. Feedback of receiver.
Message:
Message is an information or idea.
Encoding:
Encoding is a process of taking your message and transferring it into a format that can be shared
with another party.
The information has to be encoded or prepared before it can be sent in a format that the other
party has the ability to decode or understand your message.
Of course to encode a message properly you have to know who your audience is and are you
sharing all the information that is necessary? You as well need to have an understanding of what they
know and what the need to know in order to understand your message you need to use a language they
will understand.
Channel:
The channel is the method that you use to convey your message. The type of message you have will
help to determine the channel you should use.
Decoding:
Decoding happens when you receive the message that has been sent to you. The communication
skills require decoding a message successfully including the ability to read and comprehend (understand),
listen actively or ask clarifying questions when it is needed.
If a person you are attempting to communicate seems to be lacking the skills to decode your
message you will either resend it in a different way.
Feedback:
No matter what channel you have used to convey your message you can use feedback to know you
have communicated.
If you are face to face to you audience you can realize through the receiver`s body language. You
can also ask questions to ensure that you have conveyed your message or not.

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 Types of communications:
There are two types of communication:
1: Verbal (It may be through telephone, radio or television or it may be face to face communication. In this type
words are used to transmit any message.)
2: Nonverbal. (It is mostly visual. In this type no spoken words are used rather the message is conveyed through
body language or postures.)
There are further 8 types of communication which are:
1. Accidental communication.
2. Expressive communication.
3. Rhetorical communication.
4. Intra-personal communication.
5. Inter-personal communication.
6. Small group communication.
7. Public speaking communication.
8. Mass communication.
1: Accidental communication:
This is the type of communication that occurs suddenly. It is not planned. Intentions are not involved in this
communication. It is the weakest type of communication. In this type of communication we cannot get our desired
feedback.
E.g. Meeting with any old friend or teacher while going to perform another work.
2: Expressive communication:
It could be accidental communication. This type of communication is concerned with human’s
emotions. It arsis due to some sudden injury, pain, joy. In expressive communication intentions remains unrealized. It
is highly possible to express in the presence of others.
e.g. The communication at Pakistan cricket match or after any mishap (bomb blast) etc.
3: Rhetorical communication:
It is a type of communication which is planned. We can get our desired feedback in it. Intentions are involved
in it. It is the strongest type of communication.
e.g. The address of President or Prime minister to the nation.
4: Intra-personal communication:
It is a type of communication that takes place in your mind or within a person`s mind. Participant is one.
Channel of this communication is mind. Mind itself is a sender and receiver of the message. Feedback is received in
form of actions.
e.g. The thinking of a man before observing interview or before giving the presentation.
5: Inter-personal communication:
It take place between two persons. Participants are two. Medium is voice, sight and body language. Feedback is
immediately given.
e.g. Taking to a cashier at bank etc.
6: Small group communication:
It takes place among a small group. Where participants are more than two. Medium or channel of
communication is voice, sight and body language. Feedback is immediately received.
e.g. Class room discussion or meeting ceremony.
7: Public speaking communication:
This type of communication takes place when a speaker communicates with public. Channel of communication
are voice, sight and body languages. Participants are more than two. Feedback is is received immediately whether
positive or negative.
e.g. The speech of consular to its followers.
8: Mass communication:
It is a type of communication where message is sent through media which involves electronic and print media. The
number of participants cannot be mentioned in it. Channels are TV, radio and newspaper. Feedback is delayed.

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 Elements of communication:
Elements for verbal communication:
It may be through telephone, radio or television or it may be face to face communication. In this
type words are used to transmit any message.
The elements of verbal communication are:
1. Words Selection:
Use simple words so that other may understand the message in a better way. The hard or
difficult words may degrade the interest of the receivers.
2. Voice tonality:
It is not important what you are saying but it is important how you say something.
Sometimes you have to yelling to increase the excitement level of the audience.
e.g. It was Quaid e Azam who made Pakistan. (Showing respect or quality of Quaid e Azam)
It was Quaid e Azam who made Pakistan. (Asking question)
It was Quaid e Azam who made Pakistan. (What did Quaid e Azam do)
3. Speed Control:
The person who is speaking must be well aware of his speed of saying words. Usually
under stress people speak faster than their normal speed.
Elements for nonverbal communication:
(It is mostly visual. In this type no spoken words are used rather the message is conveyed
through body language or postures.
I. Eye contact:
It indicates interest, attention and involvement. It is necessary to engage every member of the
audience by looking at them.
II. Gesture:
It is non-facial body movement intended to express the theme of the message. It may be
articulated with hands, body or arms. It also include the nodding or winking of the eyes.
Body language:
Body language matters a lot in your communication your face expressions, your hand
moving etc.
III. Posture:
It tells the powerful nonverbal story. Positive body postures transmit a message of authority,
confidence, trust and power.
IV. Facial Expression:
The effective nonverbal message can also be conveyed by enthusiastic facial expression
according to the situation.

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 Perception of communication:
Perception is the ability to pick out something through the different senses. It can be through
seeing, hearing, smelling or touching.
Everyman perceives according to his/her own mind that depends upon knowledge, past
events or present feelings.
e.g: A woman without her man is nothing.
Types of perception:
Self-perception:
It is a way you perceive yourself. It is based upon your self-esteem, self-concepts and self-efficacy.
Environmental perception:
Environmental perception focuses on how people sense, mentally process, and act on patterns they
perceive in space and time.
It is the perception of the environment which most concerns human geographers because decision-
makers base their judgments on the environment as they perceive it
Physical perception:
It is based upon the tangible world. It is the way your physical ears or eyes etc. perceive something
and your mind processes it.
E.g. Our idea for color is the common example of physical perception as Red color represents the
danger or love while the blue one represents calm or water.
Cultural perception:
It is not based upon person`s life rather it refers to the large scale of the society. It varies from city to
city and religion to religion. It is developed by the society in which the person is raised.

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 Communication styles:
Communication styles refer to the choices we tend to make when communicating to others. It involves two
basic dimensions:
A. Level of Assertiveness.
B. Level of Expressiveness.
We also use different styles depending on with whom we are communicating.
1: Level of Assertiveness:
The assertive communication style tells others what to do. While the less assertive style ask
others what should be done.
2: Level of expressiveness:
The more Expressive styles show emotions while the less Expressive styles hide from showing it to
others.
1: Direct communication style:
People with direct communication style are highly assertive and not expressive. They tend to tell
others what to do instead of asking others what should be done and they will not easily show emotions in
their communication with others. They may appear cold to others. People with direct communication style
are go-getters in the group.
Direct communication will try to tell you as little as possible before moving on to the next topic
because they are trying to save time. They won’t always stop to listen to others even if the others have
something very valuable to contribute.
They may seem impatient but it’s not meant to be personal. They are attempting to focus on results
rather than emotions.
Tips for people with direct communication style:
1) Make efforts to listen fully to others and avoid interrupting.
2) Allow others for chatting at the begging of the meeting.
3) Recognized that others may feel the need to express their emotions about the topic.
4) Take the time to show your appreciation for other contribution
5) Allow time in your schedule for questions and feedbacks.
Tips to communicate with people having direct style of communication:
1) Ask if they have time to talk before jumping in the communication.
2) Get to the point quickly don’t bore them with lots of background information.
3) 3Use short direct questions.
4) Only promise what you are certain you can deliver. Don’t ask for information about personal issues
unless they start initiates it.
2: Spirited communication style:
People with the spirited communication style are very interested in the big pictures. They are
the dreamers. They are inventers in the group. There communication may be full of grand ideas. People with
the spirited communication style love to flash out ideas, brains strong and talk about the big pictures as long
as they get to do a lot of talking. However they are not always very good at discussing the details or the
exact steps in the topic. Keeping to an agenda is sometimes a challenge for those with the spirited
communication style. Since both time management and remaining focused is challenge for this group. While
they may be very entertaining. Getting them to communicate clearly on specific topics may take the
assistance of someone else to guide them through a conversation and keep them on track by bringing them
back to the subject.
Tips for people with spirited style communication:
1) When considering new ideas to share also consider whether or not you have suggestion on how to
put those ideas into action.
2) Respect agreed upon issues and time limits when in meetings.
3) Make sure you allow others to contribute their ideas and suggestion and that you are listing.
4) Communicate your appreciation for others work and input.

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Tips to communicate with people having spirited style communication:
5) Use an agenda or issue with time limits listed for each topic.
6) Praise them in front of other people.
7) Challenge them to break down their big ideas into specific outcome and steps.
8) Use checklist or reminders as a way to help communicate what needs to be done.
3: Systematic style communication:
Those with a systematic communication style like to focus on facts and details rather than opinion.
They appreciate facts and analysis rather than the big pictures, ideas that have not been proved useful that
may be slower to respond your communication as they are probably analyzing the situation and constructing
a logical response.
Those with a systematic communication style are uncomfortable with expressing their feelings about
things and do not like conflicts. They may tend to shut down communication rather than dealings with
emotional or confrontational situation.
The more information you can give them the happier they will be as long as the information is
relevant to the current discussion or is relevant to the background information.
Tips for people with Systematic communication style:
1) Realize that good working relationship consideration for others feelings is important.
2) Ask clearing questions that will help you to get the information you need.
3) 3Make sure you understand the scope of a project so that you don’t waste time collecting information
that is not going to be needed.
4) If you need to ask for more time for analysis be able to explain the benefits of the information that
you are working on.
Tips to communicate with people having Systematic communication style:
5) Be organize on time, on topic, when you communicate with them give logical reasons for your
actions and for what you ask for them.
6) Allow them time for research and analysis before decision making. Avoid personal topics unless the
open the conversation.
4; Considerate communication style:
Those with the considerate communication style are very concern about the feelings of others.
They want to please others. They like to work with others help and connect to others on a personal level.
They want everyone to have a chance to speak, have their turns and receive recognition for their contribution
of idea in topic. They art natural trainers and counselors and the enjoy helping others.
People with a considerate communication style are very interested in listing others. They want
everyone to have a chance to speak but the hide their emotions and opinions if they think it will displease
others. They may be reluctant to share and opposing ideas even if it is important information because they
are concerned about keeping the peace and being liked. They are also inclined to take direct communication
as a personal matter. It’s difficult for them to separate others opinion about a topic from their opinions about
them.
Tips for people with considerate communication style:
1) Recognize that others opinion about a topic are separate from their opinion about you.
2) Realize that not everyone is comfortable discussing personal topics.
3) Respect your own opinion as you respect others opinion.
4) Recognize that you don’t have to be friend with everyone but you should treat others and be treated
professionally.
Tips to communicate with people having considerate communication style:
5) When possible reassure them that your opinions are not personal.
6) Express a sincere interest in their feelings thoughts and personal life.
7) Encourage them to ask questions and share their opinions.
8) Let them know that you appreciate their help resolve any conflicts.

7. 7… !nnocent S!nn3r
 Assertiveness:
Q: what is assertiveness?
Ans: assertiveness is defines as:
1: Someone who behaves confidently and is not frightened to say what they want or what they believe.
2: Communicating your views and feelings in a calm, direct and respectful way, respecting equally the
views of others.
3: Assertiveness means that you want and needs are open and honest, thinking positively about
themselves.
Q: why a person should be assertive?
Ans: being assertive can have some important benefits:
1) It can increase the chances of your needs being met.
2) It delivers better outcomes.3
3) It helps to create the conditions where you can influence others positively. Other people tend to
respond to assertive behavior in a positive way.
4) Make you more effective at achieving outcomes.
5) It reduces frustration. You aren’t left feeling; you didn’t say what you wanted to.
6) It develops your own self confidence.
Q: what does assertiveness involve?
Ans: Assertiveness is behavior that involves:
1) Expressing your needs, wants in a direct way.
2) Standing up for your own rights in a such way that is not aggressive and does not impact on the
rights of others people to express their views arriving at outcomes which satisfying both
parties/groups.
3) Assertive behavior is typically characterized by being clear about what you want.
4) Keeping calm and confident.
5) Being aware of others views and feelings.
6) Using appropriate body language. E.g. standing confidently, being relaxed, and maintaining eye
contact.
7) Clarifying facts from opinions.
Q: What are the important things in assertiveness?
These things are very important in assertiveness:
1) Honesty: people respect that you are being honest and open about your views.
2) Self-respect: You value your own views and believes and put them forwards as valid and entitled to
be respected.
3) Being assertive is a balancing act.
THE END