Communicatio

n
 What is Communication ?
 The word Communication, is derived from the Latin word
‘communis’ which means to share or communicate. In simple
terms, communication is the process of exchanging ideas,
information etc., between two or more people.
 Communication process includes a sender, a message and a
recipient. Generally, the communication may be in the form of
verbal or written.
 There are a wide range of ways in which we communicate
and more than one may be occurring at any given time.
How Communication Process Works
MESSAGE

Encoding Decodin
g

SENDER RECEIVER

FEEDBACK
1.4 KEY ASPECTS OF EFFECTIVE COMMUNICATION

Communication is a two-way process that starts with the sender.

a.Sender

The sender should be conveying information necessary for mission

accomplishment. The sender must be proactive in making the receiver
understand the message. Too often, what is said is not what is heard.

To prevent this from happening, do the following:

• State one idea at a time.
• State ideas simply.
• Explain when appropriate.
• Repeat if appropriate.
• Encourage feedback.

Read between the lines. Did your choice of words, tone of the sentence and
body language(intentional gestures or subconscious movements) convey the
b. Message

The message is simply the information the sender wants to

communicate to the receiver. The message is usually verbal, but it
can also be non-verbal. To reduce potential problems, the sender
should:

• Use correct terminology (standard commands).

• Speak clearly.
• Time the message to be sent when the receiver is able to listen.
• Use appropriate vocal tone and volume. Commands must be
heard and perceived as an imperative, not a question or
comment. When breaking error chains, or returning others to
situational awareness, express a tone of urgency and importance.
• Be relevant to the receiver, and not a distraction. The message
needs to be inclusive and informative. Inclusive means that it
contains everything necessary for the receiver to understand the
c. Receiver

The receiver needs information to accomplish his/her task. The

effectiveness of the team often rests on its members’ ability to
listen. Unfortunately, most people find listening difficult. The
receiver must exert control over the communication process. For
receivers to have control, it is important that they ensure that the
senders understand what the receivers want and why they want it.

Example 6.1

Without the conning officer exerting positive control over the flow
of information from the navigation evaluator and shipping officer,
important information could be buried in the large amount of
d. Feedback
Feedback does not happen by accident; it is the result of a
deliberate, on-going questioning process engaged in by the
sender. Feedback must be given so that a person receiving it can
hear it in the most objective and least distorted form. To make
team members open to TIMELY feedback, the feedback must have
the following characteristics:

• Descriptive, not Evaluative.

• Well Intended, not HurtfuL .
• Specific, not general.
• Well timed, not Delayed.
• Balanced, not One-Sided.
 Categories of Communication
 Verbal communication is the use of language to transfer information through
speaking or sign language. It is one of the most common types, often used
during presentations, video conferences and phone calls, meetings and one-on-
one conversations. Verbal communication is important because it is efficient. It
can be helpful to support verbal communication with both non-verbal and
written communication.

 Written communication is the act of writing, typing or printing symbols like

letters and numbers to convey information. It is helpful because it provides a
record of information for reference. Writing is commonly used to share
information through books, pamphlets, blogs, letters, memos and more. Emails
and chats are common forms of written communication in the workplace.
 Contd…
 Non-verbal communication is the use of body language, gestures and facial expressions to
convey information to others. It can be used both intentionally and unintentionally. For
example, you might smile unintentionally when you hear a pleasing or enjoyable idea or piece
of information. Non-verbal communication is helpful when trying to understand others’
thoughts and feelings.
If we are displaying “closed” body language, such as crossed arms or hunched shoulders, we
might be feeling anxious, angry or nervous. If we are displaying “open” body language then
we are likely feeling positive and open to information.
 Visual communication is the act of using photographs, art, drawings, sketches, charts and
graphs to convey information. Visuals are often used as an aid during presentations to provide
helpful context alongside written and/or verbal communication. Because people have different
learning styles, visual communication might be more helpful for some to consume ideas and
information.
Characteristics of Communication
Conciseness
Concreteness
Correctness
Courtesy
Candidness
Clarity
The 5 communication styles
Unlike other communication preferences
(DiSC, Enneagram, etc.,) the 5
communication styles are not all created
equal. Some communication styles are more
effective than others.

The 5 types of communication styles

are:

1.Assertive communication
2.Aggressive communication
3.Passive communication
4.Passive-aggressive communication
5.Manipulative communication
1. Assertive communication
The assertive communication style is clear, upfront, and direct without being
pushy, disrespectful, or rude. Assertive communication comes from a place of
confidence. Someone who uses this style of communication expresses their
wants and needs clearly while at the same time actively listening to those
around them. It’s this balance that enables assertive communicators to
achieve consensus and compromise.

People who use assertive communication don’t allow emotions to cloud their
judgment or influence their communication style. They are optimistic,
positive, calm, measured, and solution-oriented. They will hear everyone out
and work with them—but not at the expense of their own wants, ideas, or
values.

The use of “I” statements is a key piece of assertive communication, such as,
“I feel you could have been more polite to our client,” rather than, “You are
acting like an unprofessional child.” Assertive communicators are also less
2. Aggressive communication
The aggressive communication style is intimidating, argumentative, and hostile.
People who communicate this way are generally only concerned with winning and
believe their own opinions to be more worthy or important than those of their team
members, managers, or even clients.
If someone tries to interject or assert their own opinion, aggressive communicators
will steamroll straight over them, leaving those they work with feeling bullied,
ignored, and insignificant.

Even if the opinion being expressed by someone using the aggressive

communication style is ostensibly correct or their idea is a good one, their harsh
tone will undermine what they’re trying to get across, and their team members may
disagree with them simply because of the way the aggressive person is speaking.

Aggressive communicators are speaking from a place of confidence, not unlike the
assertive communicator. The difference is that assertive communicators actively
listen to those around them and care about the feelings of others—aggressive
communicators do not. People who use aggressive communication will frequently
3. Passive communication
The passive communication style is submissive, easy-going, people-
pleasing, and self-effacing. People who communicate this way generally let
more assertive or aggressive types take the lead, largely because they do
not like conflict and will do whatever they can to avoid it. This
communication style is often appreciated by more aggressive
communicators, as passive communicators will stay out of their way and
often take their intimidation and brashness with gentle good humor.

Unfortunately, this can lead to feelings of resentment. Since passive

communicators struggle to clearly communicate their own wants, needs,
and opinions, they are often overlooked.
Although passive communication is sometimes the only option if you’re
dealing with a temperamental or domineering client, constantly letting
people have their way at the expense of what you really want does not
4. Passive-aggressive communication

This communication style combines elements from the passive

and aggressive types of communication styles. On the surface,
people who use this style of communication seem passive and
easy-going. But deep down, they are angry and frustrated, and
this anger will manifest itself in sarcasm, gossip, rumor-
spreading, and patronizing or condescending language.

Passive-aggressive communicators will not outright say they

disagree with or don’t like something; they will instead operate in
the shadows. Unfortunately, their actions have the same toxic
effects that aggressive communication does, if not worse. Their
resentment is contagious—they will sow seeds of doubt and
5. Manipulative communication
The manipulative communication style is hard to pinpoint at
first, as those who employ this style use deception and cunning
to influence outcomes. Manipulative communicators won’t say
what they really mean or how they really feel; their real goals
are often hidden. They will muddy the waters so that their true
intentions aren’t known until their goals are achieved—and
perhaps not even then.

Manipulative communicators know what they want and how to

get it, much like assertive communicators, but they try to
achieve their goals by tricking people as opposed to speaking to
them directly and honestly.
If team members realize they have been bamboozled, they will
understandably become angry and will very likely prefer not to
1.5 IMPORTANCE OF EFFECTIVE COMMUNICATION ON BOARD

The benefits of effective communication are many and obvious as they enhance all aspects
of our personal and professional lives. Ineffective or misunderstood communications in our
personal lives may give rise to problems or embarrassment but in our professional lives the
results of misunderstandings may have much more serious consequences.

In the world of international shipping, with seafarers from many countries sailing on ships
trading to all parts of the world, effective communication among those on board and between
ship and shore is vitally important.

Although used in a slightly different context, a phrase from some British propaganda during
World War II neatly sums up the dangers of ineffective communications: 'Careless talk costs
lives'. That may be over-dramatic in most cases where communications among seafarers or
between ship and shore go awry but it does illustrate the importance of effective
communications and the real dangers if they go wrong.

The IMO analyses reports of casualties and accidents to see if there are any lessons to be
learnt for the future. Many accidents are found to be due mainly to operational issues of
proper procedure, maintenance and design, rather than to proper implementation of
regulations, Effectiveness of bridge resource management and particularly ineffective
relationships among masters, crew and pilot are recurrent themes. Communication difficulties
Communication provides information that crew officers and all the people related
to marine industry need to make decision by transmitting the crucial data and
facts. Communication is important as it facilitates identification and evaluation of
alternatives to navigate and operate with safety and security.

Communication acts to control team member's behavior in several ways. Marine

industry has authority hierarchies and formal guidelines that employees at each
rank are required to follow When mariners at a particular rank are required to
follow their job description or comply to company policies, communication is
performing a control function.

Communication fosters motivation by clarifying to mariners what is to be done,

how well they are doing, and what can be done to improve their performance if it
is sub par. The formation of specific tasks, feedback on progress towards tasks
and reinforcement of desired behavior, all stimulate motivation and require
communication.

Not only this, communication gives vent to the emotional expression of feelings
and for fulfilment of social need. None of the above functions of communications
1.6 BARRIERS TO EFFECTIVE COMMUNICATION
Barriers are influencing factors which impede or breakdown the continuous communications loop.
They block, distort, or alter the information. By identifying the barriers and applying
countermeasures, team members can effectively communicate.

Encoding Barriers:

The process of selecting and organizing symbols to represent a message requires skill and
knowledge. The obstacles listed below can interfere with an effective message.

(a)Lack of Sensitivity to Receiver: A breakdown in communication may result when a message

is not adapted to its receiver. Recognizing the receiver's needs, status, knowledge of the
subject, and language skills assists the sender in preparing a successful message.

For e.g. While giving instructions to officers and crew from different nationalities, the officer
incharge may have to sometimes use more of actions and gestures to put his point of view across.

For e.g. If an officer is angry with the cadet, for example, an effective response may be just listen
to the person for a while and then ask for forgiveness with a promise to do the work in the right
manner next time.

(b) Lack of Basic Communication Skills: The receiver is less likely to understand the message
if the sender has trouble choosing the precise words needed and arranging those words in a
© Insufficient Knowledge of the Subject: If the sender lacks specific
information about something, the receiver will likely receive an unclear or mixed
message.

Have you ever attended a class and experienced how some people can explain
complicated terms and ideas in a simple way? Others cannot. Why?

(d) Information Overload: If you receive a message with too much

information. you may tend to put up a barrier because the amount of information
is coming so fast that you may have difficulty in comfortably interpreting that
information.

If you are communicating any message during an emergency, pick two or three
piece of important information to emphasize instead of overwhelming your
receiver with an information avalanche.

(e) Emotional Interference: Al emotional individual may not be able to

communicate well. If someone is angry hostile. resentful. joyful. or fearful. that
person may be too preoccupied with emotions to receive the intended message.
Transmitting Barriers
Things that get in the way of message transmission are sometimes called "noise." Communication may
be difficult because of noise and some of these problems:

(a)Physical Distractions: A bad weather or a noisy sea/engine room can destroy communication. If an
e-mail message or letter is not formatted properly, or if it contains grammatical and spelling errors,
the receiver may not be able to concentrate on the message because the physical appearance of the
letter or e-mail is sloppy and unprofessional.

(b)Conflicting Messages: Messages that cause a conflict in perception for the receiver may result in
incomplete communication.

For example, if a person constantly uses jargon or slang to communicate with someone from another
country who has never heard such expressions, conflicting messages are sure to result.

© Channel Barriers: If the sender chooses an inappropriate channel of communication,

communication may cease.

Detailed instructions presented over the telephone, for example, may be frustrating for both
communicators. If you are on a computer technical support help line discussing a problem, it would be
helpful for you to be sitting in front of a computer, as opposed to taking notes from the other person
and then returning to your computer station.

(d) Long Communication Chain: The longer the communication chain, the greater the chance for
Decoding Barriers
The communication cycle may break down at the receiving end for some of these reasons:
(a)Lack of Interest: If a message reaches a reader who is not interested in the message, the reader
may read the message hurriedly or listen to the message carelessly. Miscommunication may result in
both cases.

(b)Lack of Knowledge: If a receiver is unable to understand a message filled with technical

information, communication will break down. Unless a computer user knows something about the
Windows environment, for example, the user may have difficulty organizing files if given technical
instructions.

(c)Lack of Communication Skills: Those who have weak reading and listening skills make ineffective
receivers. On the other hand, those who have a good professional vocabulary and who concentrate
on listening, have less trouble hearing and interpreting good communication. Many people tune out
who is talking and mentally rehearse what they are going to say in return.

(d)Emotional Distractions: If emotions interfere with the creation and transmission of a message,
they can also disrupt reception. If you receive a notice from your captain regarding proposed
changes in work procedures and you do not particularly like your captain, you may have trouble even
reading the report objectively. You may read, not objectively, but to find fault. You may misinterpret
words and read negative impressions between the lines. Consequently, you are likely to
misunderstand part or all of the report.
Responding Barriers
The communication cycle may be broken if feedback is unsuccessful.

(a) No Provision for Feedback: Since communication is a two-way process,

the sender must search for a means of getting a response from the receiver. If
a sender does not permit any interruptions nor questions while discussing
projects, he may find that team members may not completely understand
what they are to do. Face-to-face oral communication is considered the best
type of communication since feedback can be both verbal and nonverbal.
When two communicators are separated, care must be taken to ask for
meaningful feedback.

(b) Inadequate Feedback: Delayed or judgmental feedback can interfere

with good communication. If your Chief Officer gives you instructions in long,
compound-complex sentences without giving you a chance to speak, you may
pretend to understand the instructions just so you can avoid the stress of the
Conclusion:
Communication may break down as a result of many
communication barriers that may be attributed to the sender
or receiver. Therefore, effective communication requires
familiarity with the barriers. Choosing the right channel for
communication is also important, because choosing the
wrong medium undermines the message.
Question
s?
Thank
You