Communication Skills

 

UNIT I

Communication Skills:

Nature, 

Process of Communication,

Verbal and Non-Verbal Communication.

Communication skills are the abilities that enable a person to convey, receive, and interpret information and ideas effectively. Communication skills are essential for personal and professional success, as they help to build relationships, exchange information, solve problems, and achieve goals.

The nature of communication refers to the characteristics, features, and types of communication that occur in different contexts and situations. Communication can be classified into various categories, such as:

  • Verbal communication: This is the use of spoken or written words to communicate a message. Verbal communication can be oral, such as face-to-face conversations, phone calls, or presentations, or written, such as letters, emails, or reports. Verbal communication requires clarity, accuracy, and coherence of the message, as well as the appropriate choice of words, tone, and style.
  • Nonverbal communication: This is the use of body language, gestures, facial expressions, eye contact, posture, and voice to communicate a message. Nonverbal communication can complement, contradict, or substitute verbal communication, and can convey emotions, attitudes, and intentions. Nonverbal communication requires awareness, sensitivity, and interpretation of the signals, as well as the consistency and congruence with the verbal message.
  • Visual communication: This is the use of images, graphics, charts, diagrams, symbols, or colors to communicate a message. Visual communication can enhance, simplify, or illustrate verbal or nonverbal communication, and can attract attention, interest, and understanding. Visual communication requires creativity, design, and presentation of the visual elements, as well as the relevance and clarity of the message.
  • Interpersonal communication: This is the communication that occurs between two or more people in a personal or professional context. Interpersonal communication can be formal or informal, and can involve verbal, nonverbal, or visual communication, or a combination of them. Interpersonal communication requires listening, feedback, empathy, and respect, as well as the development and maintenance of relationships.
  • Intrapersonal communication: This is the communication that occurs within oneself, such as self-talk, reflection, or meditation. Intrapersonal communication can influence one’s thoughts, feelings, and actions, and can affect one’s self-esteem, self-confidence, and self-awareness. Intrapersonal communication requires honesty, introspection, and evaluation of oneself, as well as the improvement and growth of oneself.
  • Group communication: This is the communication that occurs among three or more people who share a common goal, interest, or purpose. Group communication can be formal, such as meetings, committees, or teams, or informal, such as clubs, friends, or families. Group communication requires cooperation, coordination, and collaboration, as well as the management of group dynamics, roles, and norms.
  • Mass communication: This is the communication that occurs between a source and a large, diverse, and anonymous audience, through a medium, such as television, radio, newspaper, or internet. Mass communication can inform, persuade, entertain, or educate the public, and can influence public opinion, culture, and society. Mass communication requires credibility, responsibility, and ethics, as well as the adaptation and evaluation of the message.

 

 

 







 

 

 

 

 

 

 

 

 


The process of communication is the systematic and dynamic exchange of information, ideas, emotions, or actions between a sender and a receiver. It involves various steps and elements that help to create and interpret meanings in a particular context. Here are some of the main components of the communication process:

  • Sender: The sender is the person or entity that initiates the communication by having an idea or intention to share. The sender is responsible for encoding the message and selecting the appropriate channel or medium to transmit it.
  • Message: The message is the content or information that the sender wants to convey to the receiver. The message can be verbal, nonverbal, written, or visual, depending on the mode of communication. The message should be clear, relevant, and consistent with the sender’s goal and the receiver’s needs.
  • Encoding: Encoding is the process of transforming the sender’s idea or intention into a meaningful message that can be understood by the receiver. Encoding involves choosing the right words, symbols, signs, or behaviors to represent the message. Encoding also requires considering the context, culture, and background of the receiver.
  • Channel: The channel is the medium or mode of communication that the sender uses to transmit the message to the receiver. The channel can be oral, written, electronic, or nonverbal, depending on the nature and purpose of the communication. The channel should be suitable for the message and the receiver, and should be free from noise or interference.
  • Receiver: The receiver is the person or entity that receives the message from the sender. The receiver is responsible for decoding the message and providing feedback to the sender. The receiver should be attentive, open-minded, and empathetic to the sender’s message.
  • Decoding: Decoding is the process of interpreting and understanding the message that the receiver receives from the sender. Decoding involves analyzing the words, symbols, signs, or behaviors that the sender used to encode the message. Decoding also requires considering the context, culture, and background of the sender.
  • Feedback: Feedback is the response or reaction that the receiver gives to the sender after receiving and decoding the message. Feedback can be verbal, nonverbal, written, or visual, depending on the mode of communication. Feedback helps to confirm, clarify, or correct the message, and to maintain the communication cycle.

Noise in communication is any unwanted or disruptive factor that interferes with the effective transmission and reception of a message. Noise can affect the communication process at any stage, from the sender to the receiver, and can reduce the clarity, accuracy, and coherence of the message. Noise can also cause misunderstanding, confusion, frustration, or conflict between the communicators.

There are different types of noise in communication, depending on the source, nature, and level of the interference. Some of the common types of noise are:

  • Physical noise: This is the external noise that comes from the environment or the channel of communication, such as background sounds, static, or distortion. Physical noise can make it difficult for the sender and the receiver to hear or see the message clearly, and can distract their attention or concentration. For example, loud music, traffic noise, or a poor phone connection can be sources of physical noise.
  • Psychological noise: This is the internal noise that comes from the mind or the emotions of the sender or the receiver, such as preconceived notions, biases, prejudices, or fears. Psychological noise can affect the way the sender and the receiver encode and decode the message, and can influence their perception or interpretation of the message. For example, anger, anxiety, boredom, or stress can be sources of psychological noise.
  • Semantic noise: This is the noise that comes from the language or the symbols used in the message, such as ambiguity, vagueness, complexity, or unfamiliarity. Semantic noise can make it difficult for the sender and the receiver to understand the meaning or the intention of the message, and can cause miscommunication or confusion. For example, jargon, slang, idioms, or technical terms can be sources of semantic noise.
  • Cultural noise: This is the noise that comes from the cultural differences or the diversity of the sender and the receiver, such as values, beliefs, norms, or customs. Cultural noise can affect the way the sender and the receiver communicate and relate to each other, and can cause misunderstanding, misinterpretation, or offense. For example, gestures, eye contact, personal space, or humor can be sources of cultural noise.

 

Some common barriers to communication are:

  • Poor listening: This is when the receiver fails to fully listen to the sender’s message, resulting in misunderstanding, missing details, or lack of empathy. Poor listening can be improved by practicing active listening, which involves paying attention, asking questions, paraphrasing, and providing feedback
  • Unnecessary use of jargon: This is when the sender uses unfamiliar or technical terms that the receiver may not understand, leading to confusion, frustration, or exclusion. Jargon should be avoided or explained when communicating with people who are not familiar with it.
  • Distractions: This is when the sender or the receiver is interrupted or distracted by external factors, such as noise, notifications, or colleagues that take away their attention from the message. Distractions can be reduced by choosing a quiet and comfortable place, turning off or silencing devices, and minimizing interruptions.
  • Mismatched communication styles: This is when the sender and the receiver have different preferences or habits in how they communicate, such as being direct or indirect, formal or informal, or expressive or reserved. Mismatched communication styles can cause misinterpretation, conflict, or resentment. They can be overcome by being aware of one’s own and others’ communication styles, adapting to the situation and the audience, and respecting diversity.
  • Bad timing: This is when the sender or the receiver is not in the right mood, state of mind, or situation to communicate effectively, such as being angry, tired, stressed, or busy. Bad timing can affect the quality, clarity, and tone of the message, as well as the receptivity and responsiveness of the receiver. Bad timing can be avoided by choosing an appropriate time and place, checking the availability and readiness of the receiver, and postponing the communication if necessary.
  • Unresolved conflict: This is when the sender or the receiver has a negative or hostile attitude towards the other party, due to a previous or ongoing disagreement, misunderstanding, or difference. Unresolved conflict can hinder the communication process, as it can create bias, distrust, defensiveness, or avoidance. Unresolved conflict can be resolved by addressing the issue, expressing feelings, listening to the other’s perspective, and finding a solution.
  • Too much or too little information: This is when the sender provides either too much or too little information to the receiver, making the message either overwhelming or insufficient. Too much information can cause the receiver to lose interest, attention, or comprehension, while too little information can cause the receiver to feel confused, dissatisfied, or misled. The sender should provide the right amount of information, depending on the purpose, context, and audience of the communication.
  • Poor manners: This is when the sender or the receiver behaves rudely, disrespectfully, or inconsiderately towards the other party, such as interrupting, criticizing, blaming, or insulting. Poor manners can damage the communication process, as they can offend, hurt, or anger the receiver, and harm the relationship. Poor manners can be prevented by following the basic rules of etiquette, such as being polite, courteous, and respectful.
  • Cultural differences: This is when the sender and the receiver belong to different cultural backgrounds, values, beliefs, or norms that influence how they communicate and interpret messages. Cultural differences can create barriers to communication, as they can cause misunderstanding, miscommunication, or offense. Cultural differences can be bridged by being aware of one’s own and others’ cultures, being open-minded and tolerant, and learning about and appreciating diversity.
  • Language barriers: This is when the sender and the receiver speak different languages, dialects, or accents that make it difficult for them to communicate and understand each other. Language barriers can obstruct the communication process, as they can cause confusion, errors, or misinterpretation. Language barriers can be overcome by learning the common language, using simple and clear words, avoiding slang or idioms, and using visual aids or translators.

 

The difference between verbal and non-verbal communication is that verbal communication uses words, either spoken or written, to convey a message, while non-verbal communication uses gestures, facial expressions, body language, and other visual cues to communicate without words. Some of the main differences are:

  • Verbal communication is more direct and explicit, while non-verbal communication is more implicit and subtle.
  • Verbal communication can provide precise and detailed information, while non-verbal communication can provide emotional depth and context to messages.
  • Verbal communication can be influenced by language and dialect, while non-verbal communication can have cultural universality in some expressions.
  • Verbal communication can be hindered by language barriers, while non-verbal communication can overcome language barriers.
  • Verbal communication requires conscious effort and articulation, while non-verbal communication is often unconscious and spontaneous.
  • Verbal communication can be faster in conveying information, while non-verbal communication can be slower, allowing for more subtle nuances.

 

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