Communication

Process

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What is communication
process?

“Transmission of a message from a

sender to a receiver in an
understandable manner.”

•The communication process is a guide toward

realizing effective communication.
•Effective communication leads to understanding.
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Components of Communication

• The communication process is made up of four key

components.
• Those components include encoding, medium of
transmission, decoding, and feedback. Sender and Receiver
are also a part of it.
Sender Message Receiver

Feedback

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Being presented by: Bilal

The Communication Process

Sende Receive
r r

Encoding Decoding
Message
Importance of understanding
communication process
"If I went back to college again, I'd concentrate on two areas:
learning to write and to speak before an audience. Nothing in life
is more important than the ability to communicate effectively."
-- Gerald R. Ford
• Communication is only successful when both the sender and the
receiver understand the same information as a result of the
communication.
Importance of Communication in Business:
• Effective communication is vital to all businesses. The
communication process involves:

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Importance of understanding
communication process -cont

Importance of Communication in the Workplace

•Communication is important in a workplace setting because
people must interact with one another in ways that will get the
job done quickly and effectively.
"Communication is really all anyone ever gets paid for
ultimately...and if you cannot effectively communicate...you will
PAY...not get paid..." -- Doug Firebaugh

Importance of Communication in Leadership

•Itis simply impossible to become a great leader without being a
great communicator.
"The art of communication is the language of leadership." —
James Humes
•Good Leaders, Good Communicators.

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Importance of understanding communication
process -cont

Significance of Communication in
Relationships
•Definitely, communication plays the main role
in establishing relationships. Communication is
important in relationships as it allows us to
share interests, aspirations and concerns, to
support each other, to organize our lives and
make decisions, and to work together.

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Types of Communication

•People communicate with each other in a

number of ways that depend upon the message
and its context in which it is being sent. Choice of
communication channel and your style of
communicating also affect communication. So,
there are a variety of types of communication.

•Types
of communication based on the
communication channels used are:
1.Verbal Communication
2.Nonverbal Communication

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Verbal Communication
• Verbal communication refers to the form of communication in which message is
transmitted verbally; communication is done by word of mouth and a piece of
writing. Objective of every communication is to have people understand what we
are trying to convey. In verbal communication remember the acronym
KISS(keep it short and simple).
• Verbal Communication is further divided
into:
1. Oral Communication
2. Written Communication

1. Oral Communication
In oral communication, Spoken words are used.
It includes face-to-face conversations, speech,
radio etc.

2. Written Communication
In written communication, written signs or
symbols are used to communicate. A written
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message may be printed or hand written. 5
Non Verbal Communication
• Nonverbal communication is the sending or receiving of wordless
messages. We can say that communication other than oral and
written, such as gesture, body language, posture, tone of
voice or facial expressions, is called nonverbal communication.
Nonverbal communication is all about the body language of
speaker.

• Nonverbal communication has the following three

elements:

1. Appearance
Speaker: clothing, hairstyle, neatness, use of
cosmetics.
Surrounding: room size, lighting, decorations,
furnishings
2. Body Language
facial expressions, gestures, postures
3. Sounds
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Voice Tone, Volume, Speech rate 07/28/2
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Types of Communication

> Impersonal communication

> Interpersonal communication
Principles of Effective
Communication
1. Principle of clarity.
2. Principle of Objective
3. Principle of understanding the
receiver
4. Principle of consistency
5. Principle of completeness
6. Principle of Feedback
7. Principle of time

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Barriers in Communication
• Communicating is straightforward. What
makes it complex, difficult, and
frustrating are the barriers we put in the
way.

• Top Barriers :
• EXPECTATIONS • CONFLICT AVOIDANCE
• AVOIDANCE (CHAOS)
• FIXING • EXCLUSION
• SCAPEGOATING • BOUNDARY OR BARRIER
• PROBING • Information overload
• SPEAKING IN CODE • Trust and credibility
• CONTROL • Time
• BLAMING • Emotions
• Message congruency

Objective : thoughts and goals

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Subjective : feelings 5
7 C’s of Communication

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 Clarity: Your message should be clear and easily
understood by the audience. Avoid using jargon,
technical terms, or ambiguous language that may
lead to confusion. Be specific and concise in your
communication.
Conciseness: Keep your message brief and to the
point. Avoid unnecessary details and wordiness.
Respect your audience's time by delivering your
message efficiently.

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 Coherence: Ensure that your message flows
logically from one point to the next. Use appropriate
transitions and organizational structure to make
your message coherent and easy to follow.
Correctness: Your message should be free of
grammatical, spelling, and punctuation errors.
Errors can detract from your credibility and the
effectiveness of your message.

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 Completeness: Provide all the necessary
information that your audience needs to understand
the message and take appropriate action. Address
the "who, what, where, when, why, and how"
aspects of your communication.
Consideration: Consider the needs, interests, and
perspective of your audience. Tailor your message
to their level of understanding and background.
Show empathy and respect for their viewpoints and
concerns.

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 Courtesy: Maintain a polite and respectful tone in
your communication. Use courteous language and
avoid language that could be offensive or
disrespectful. Courtesy fosters positive
relationships and a favorable response from the
audience.

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Influences on Effective Communication

> Body language

> Culture
> Environment
> Feelings
> Location
> Past experiences
> Perception
> Situations
Improving Personal Communication

> Send clear messages

> Use words carefully
> Use repetition
> Use appropriate timing
> Develop listening skills
BARRIERS TO EFFECTIVE COMMUNICATION

Physical Barriers:
•Distance: Physical separation between
individuals can hinder communication. For
example, if people are in different locations, it
may be more challenging to communicate
effectively.
•Noise: Loud or distracting environments,
such as background noise in a crowded room
or poor phone connections, can make it
difficult to hear and understand messages
Psychological Barriers:
•Perception: People perceive and interpret
information differently based on their
individual perspectives, experiences, and
beliefs. This can lead to misinterpretations
and misunderstandings.
•Emotions: Strong emotions like anger, fear,
anxiety, or stress can interfere with the ability
to communicate effectively. Emotional
reactions may cause individuals to react
defensively or irrationally.
Language Barriers:
•Language Differences: Differences in
language and dialects can impede
communication between people who do not
share a common language. This includes
non-native speakers of a language.
•Jargon and Technical Language: Using
specialized terminology or jargon that the
receiver does not understand can create
confusion.
Cultural Barriers:
•Cultural Differences: Variances in cultural
norms, values, and communication styles
can lead to misunderstandings. Gestures,
non-verbal cues, and even humor can be
interpreted differently across cultures.
•Stereotypes and Prejudices:
Stereotyping and preconceived notions
about people from different cultures can
lead to biased communication.
Interpersonal Barriers:
•Lack of Trust: If there is a lack of trust
between communicators, it can be
challenging to convey or receive
information openly and honestly.
•Poor Listening Skills: Ineffective
listening, such as interrupting or not
paying attention, can hinder the
communication process.
Organizational Barriers:
•Hierarchy: Hierarchical structures and
rigid organizational cultures may
discourage open communication,
especially from lower-level employees to
higher-level management.
•Information Overload: Too much
information or excessive communication
can overwhelm individuals and make it
difficult to focus on important messages.
Environmental Barriers:
•Lighting and Seating: Poor lighting or
uncomfortable seating in meeting rooms can
distract participants and affect their ability to
communicate effectively.
•Technology Failures: Technical issues with
communication tools like phones, video
conferencing, or email can disrupt
communication.
Timing Barriers:
1.Timing Issues: Sending or delivering a
message at an inappropriate time can
hinder effective communication. For
instance, discussing a serious matter
during a busy workday might not yield
the best results.
Selective Attention: People often filter out
or pay attention only to information that
aligns with their interests or concerns,
potentially missing critical details.
IMPORTANCE OF COMMUNICATION

Understanding: Communication is the primary means through

which people exchange information, ideas, and thoughts. It helps
individuals understand one another, their needs, and their
perspectives. Without clear communication, misunderstandings and
conflicts can arise.
Building Relationships: Communication is fundamental to
building and maintaining relationships. It allows individuals to
connect emotionally, share experiences, and develop trust. Strong
relationships are vital for personal happiness and professional
success.
Effective Problem Solving: Effective communication is key to
identifying and solving problems. It enables individuals and teams
to collaborate, share insights, and work together to find solutions.
HOW TO OVERCOME BARRIERS TO
EFFECTIVE COMMUNICATION
Active Listening:
1. Pay full attention to the speaker.
2. Avoid interrupting or formulating your response before
they finish.
3. Ask clarifying questions to ensure you understand their
message.
Clear and Concise Language:
1. Use simple and straightforward language.
2. Avoid jargon, technical terms, or complex vocabulary
unless the audience is familiar with them.
3. Be mindful of your tone and body language, as they can
convey additional meaning.
Empathy and Understanding:
1. Showempathy by acknowledging the feelings
and perspectives of the other person.
2. Beopen to understanding their point of view,
even if you disagree.
3. Avoid making judgments or assumptions.
Feedback and Confirmation:
1. Encourage the other person to provide feedback
or ask them if they understood your message.
2. Confirm
your understanding of their message by
summarizing or paraphrasing it.
Cultural Sensitivity:
1. Be aware of cultural differences in
communication styles, customs, and norms.
2. Adapt your communication to respect and
accommodate cultural diversity.
Reduce Emotional Barriers:
1. Manage your own emotions and remain
calm during difficult conversations.
2. Use "I" statements to express your feelings
and avoid blaming language.
Use Visual Aids:
1. Inpresentations or written communication, use
visuals like charts, graphs, or diagrams to
enhance understanding.
2. Visual aids can simplify complex information.
Clarify Misunderstandings:
1. If
you suspect a misunderstanding has occurred,
address it directly by asking questions and
seeking clarification.
2. Avoid
assuming that the other person fully
grasped your message.
Encourage Open Communication:
1. Create an open and welcoming communication
environment where individuals feel safe sharing
their thoughts and concerns.
2. Promotea culture of open dialogue within
organizations and teams.
Tailor Your Message:
1. Customizeyour message to the needs and
preferences of your audience.
2. Consider
factors like their level of knowledge,
background, and communication style.
Reduce Noise and Distractions:
1. Choose a suitable location for
communication, free from excessive noise or
distractions.
2. Ensure that communication tools and
technology are functioning correctly.
Practice Effective Time Management:
1. Choose the right time for important
conversations or message delivery.
2. Avoid discussing critical matters when
people are rushed or stressed.
Provide Context:
1. Include relevant background information to
help the audience understand the message's
context.
2. Explain why the information is important and
how it relates to their interests or goals.
Use Multiple Communication Channels:
1. Depending on the situation, consider using
various communication methods (e.g., face-to-
face, email, phone, video) to ensure the
message reaches the intended audience
effectively.
Training and Skill Development:
1. Invest in communication skills training for
yourself and your team to enhance
overall communication competence.
Seek Mediation: In cases of prolonged
conflicts or serious misunderstandings,
consider involving a neutral third party, such
as a mediator or facilitator, to help bridge
communication gaps.
 Decision Making: In both personal and
professional contexts, decisions are made based on
information and feedback received through
communication. Good decision making relies on
accurate and timely communication.
Conflict Resolution: Misunderstandings and
conflicts are a natural part of human interaction.
Effective communication skills help resolve conflicts
by facilitating open and honest discussions,
negotiation, and compromise.

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 Knowledge Sharing: In educational and
professional settings, communication is how
knowledge is transferred from one person to
another. It is the basis of teaching, learning, and the
dissemination of information.
Workplace Efficiency: Clear communication in the
workplace is essential for productivity and
efficiency. It ensures that tasks and responsibilities
are understood, reduces errors, and minimizes the
need for corrections and revisions.

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 Customer Relations: In business, effective
communication is critical for building and
maintaining customer relationships. It allows
companies to understand customer needs, address
concerns, and provide excellent service.
Innovation and Creativity: Collaborative
communication can foster innovation and creativity.
When diverse perspectives are shared and valued,
new ideas and solutions can emerge.

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 Personal Growth: Communication skills are
essential for personal development. They help
individuals express themselves, build self-confidence,
and develop empathy and emotional intelligence.
Globalization: In an increasingly interconnected
world, effective cross-cultural communication is
crucial. It enables individuals and organizations to
work with people from diverse backgrounds and
cultures.

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 Safety: In fields like healthcare, aviation, and
emergency response, clear and accurate
communication is a matter of safety.
Miscommunication can lead to errors with serious
consequences.
Advocacy and Influence: Effective communication
is essential for advocating for one's beliefs, ideas, or
causes. It can influence opinions, policies, and
societal change

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ASSINGMENT 3

1.What are the key elements of the

communication process, and how do they
interact with each other to facilitate effective
communication?
2.Explain the concept of encoding and decoding in
the communication process. Provide examples to
illustrate each.
3.What role does feedback play in the
communication process, and why is it
important for ensuring clear and accurate
communication?

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4.Discuss the potential barriers or sources of noise
that can disrupt the communication process. How
can these barriers be overcome or minimized?
5.Describe the significance of context in
communication. How can the context of a message
affect its interpretation?
6.Differentiate between verbal and non-verbal
communication. Provide examples of each and
explain how they complement each other in
conveying messages.
6.How does technology impact the communication
process in the modern world? What are the
advantages and disadvantages of technology in
communication?
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8.Explain the concept of effective listening and
its importance in the communication process.
What are some strategies for becoming a
better listener?
9.In a business context, why is effective
communication crucial for leadership and
management? Provide examples of how
leaders can use communication to achieve
organizational goals.
10.Discuss the role of culture in
communication. How can cultural differences
influence the way messages are sent and
received?
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11.In a healthcare setting, how can effective
communication between healthcare
professionals and patients improve the quality
of care? What challenges might arise in
healthcare communication?
12.What is the role of empathy in interpersonal
communication? How can individuals
demonstrate empathy in their interactions with
others?
13.Examine the ethical considerations in
communication. When might ethical dilemmas
arise in communication, and how can they be
addressed?
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 THANK YOU

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