Communication Basics Flashcards
(8 cards)
Communicator-message link
The communicator can be ineffective in articulating the message.
It may be sent to the wrong person.
The information may be wrong or insufficient or not what the receiver needs.
The communicator’s attempt to appear confident may be perceived as rudeness.
The message may rely on technical, historical, or cultural knowledge the receiver does not have.
Message-medium link
The message may be sent at the wrong time or in the wrong manner or form.
An e-mail about an event is delivered too early and the event is forgotten.
A recipient overloaded with e-mails does not see a critical one.
A proposal with grammatical or formatting mistakes damages the credibility of the message and the communicator.
Attendees at a virtual meeting cannot follow a complex presentation.
Medium-receiver link
The receiver may misunderstand the message.
Interruptions or physical conditions (for example, noise, discomfort) damage comprehension.
Different languages and expressions challenge understanding.
The receiver’s expectations differ, and the message becomes confusing or dissatisfying.
Receiver-communicator link.
The feedback loop does not operate well.
There is no feedback loop. For example, there is no question-and-answer period after a presentation, or a contact is not included in an e‑mail.
The communicator does not understand or respond to feedback.
Inviting the other person or people into the conversation.
Allow gaps to develop in which the listener can speak. Avoid interrupting or talking over the speaker. Ask questions that encourage people to speak.
Focusing on what the other person is saying.
This means thinking about the message being communicated right now, not what you will say as soon as the other person stops talking. It also means showing physical signals of interest in what you are hearing. For example, an active listener maintains soft, attentive eye contact with the speaker—not a hard stare but interested engagement. Active listeners may nod to encourage speakers to continue or signal confusion to request repetition and explanation.
Processing unspoken or nonverbal messages the other person is sending.
The listener’s nonverbals can signal the way the listener is receiving the message—with interest, opposition, or enthusiasm. Nonverbals include eye contact, body language such as facial expressions and gestures, and rate or pitch or volume of speech. Nonverbals also include posture. Is the other person leaning away from you, arms folded? This may mean that the other person is not convinced or is resisting the message. Processing nonverbals can be assisted by using emotional intelligence—seeing the conversation from the other person’s perspective and imagining how the other person might be responding to what is being said.
Being aware of the nonverbal messages you yourself are sending.
Your own tone of voice and posture can convey your feelings about what you are saying. A confident tone and strong eye contact can convey your commitment. Some communication experts also believe that you can shape the other person’s reaction to what you are saying by mirroring the other person’s nonverbals. The idea is that by carefully following the other person’s physical actions and postures with similar postures and actions, you create a physiological connection that can become a cognitive connection.
