Communication Flashcards
(20 cards)
what Is communication
Communication refers to the process by which we create, transmit and interpret ideas, facts, data, feelings and opinions. It is a way of sharing experiences or interchange between two or more persons.
Communication is a process. It is where each one of us specifically assign and engage in the act of conveying a certain meaning so that two or more individuals create a level of understanding that is shared among all parties.
SENDER
This is the person who creates the message. This is also referred to as encoding, that is converting the idea into codes through writing.
MESSAGE
The message refers to the information that will be conveyed to the recipient.
CHANNEL
The channel refers to the medium that will be used to deliver the message to the receiver which may include: television, telephone, radio, electronic mail etc.
RECEIVER
The receiver decodes or deciphers the message and interprets it from his or her point of view.
FEEDBACK
Feedback is provided by the receiver. This allows the sender to determine whether or not the message was effectively and accurately communicated.
noise
Noise can affect the message at any point in the communication process. Noise relates to any distraction which interferes with the message itself or the communication process as a
whole.
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COMMUNICATION PROCESS
Visual Communication
In the workplace, it is common to incorporate visual communication in order to share ideas that
relate to the business, provide information to those that work in the company, and to outline specific points that need to be emphasized for the success of the business.
Examples of visual communication include: conference calls, information presented on the television,
visual aids such as: pictures, posters, signs
Oral/ Verbal Communication
Verbal communication could be said to be the most used form of communication. Verbal
communication is a core component when it comes to the overall success of a business. Verbal means
that certain sounds, specific languages, and the spoken word may be used.
Examples of verbal communication include: meetings, presentations, lectures, telephone calls, face-
to- face conversations
Non-Verbal Communication
Simply put, non-verbal communication refers to communication without words. A person may say
something, but the expression on that person’s face may give a different meaning to what was said.
Non-verbal communication is often very subtle and can include: body language, tone of voice and facial gestures.
Written Communication
Written communication is also quite important when it comes to the workplace. This form of communication involves interaction that makes use of the written word whether it is hand written or typed.
Examples of written communication include: emails, letters, memorandums, agendas reports etc
Formal Communication
These are official methods approved by management.
These includes meetings, announcement on notices boards, memoranda, messages over public
address systems, interviews, performance appraisals, company magazines. etc.
Informal Communication
These are unofficial methods of communication.
These include: rumours and the grapevine, secret signs and gestures as well as casual conversation between employees.
Language Barriers
Language and linguistic ability may act as a barrier to communication, however when communicating in the same language, the terminology used in a message may act as a barrier if it is not fully understood by the receiver. For example, a message that includes a lot of specialist jargon and abbreviations will not be understood by a receiver who is not familiar with the terminology used.
Psychological Barriers
The psychological state (mindset) of the communicators will influence how the message is sent, received and perceived. For example, if someone is stressed they may be preoccupied by personal concerns and may not be as receptive to the message or they may interpret it in a way that was not intended.
Physical Barriers
An example of a physical barrier to communication is geographic distance
between the sender and receiver. Communication is generally easier over shorter distances as more communication channels are available and less technology is required. Examples may include: faulty
telephone connections, defects in mechanical or electronic equipment, and poor postal services. Although, modern technology often serves to reduce the impact of physical barriers.
Systematic Barriers
Systematic barriers to communication may exist in structures and organizations where there are inefficient or inappropriate information systems and communication channels, or where there is a lack of understanding of the roles and responsibilities for
communication. In such organizations, individuals may be unclear of their role in the communication
process and therefore not know what is expected of them.
WHEN SELECTING CHANNELS OF COMMUNICATION
When using written communication: Ensure you construct message in a professional tone. Create a professional, positive tone by using simple, direct language. If you need to convey unwelcomed information, craft it with special care.
Know your audience: The intended readers of your correspondence can vary. It is important to consider their backgrounds, technical expertise and educational levels as well as their mindsets and possible reaction to the message in your writing.
Consider the cost: the cost of communication is also important. Before adopting a system of communication businesses have to consider the cost effectiveness of the channel.
Ensure that information is organized properly and is done in the right format. The format will vary based on the type of written communication you choose to utilize.
safety guide lines
Consider the level of confidentiality of the message: In selecting methods of communicating it
is important to consider the nature of the message. Different channels may increase the risk of
private information becoming accessible to unauthorized persons. Therefore, selecting the
most appropriate channel to convey different types of messages is a very important aspect to
consider.
