Study Notes on Chapter 1: Communication

I. What is communication?

Communication is like sending a secret message to your friend! Imagine you want to tell your friend a secret, so you write a message and put it in a bottle. You then throw the bottle in the ocean and your friend fishes it out and reads the message. That’s like how we communicate with each other. We use words, signs, or even our actions to send a message and the other person receives it and understands it. But, it’s not always that simple, sometimes the message gets mixed up like when the bottle gets lost in the ocean, so we need to make sure we’re clear and use the right words or signs to make sure the message gets through. And just like how your friend sends a message back to you in the bottle, people give feedback or respond to the message we sent. And if your friend sends back a message that makes sense and is relevant, that means the communication was a success!

Now that you have understood what is communication, let’s look at the points of definition in communication:

• Communication is the exchange of information, ideas, thoughts, feelings, and emotions through speech, signals, writing, or behavior.
• Communication process includes a sender (encoder) who encodes a message and sends it to the receiver (decoder) using a medium/channel.
• The receiver decodes the message, processes the information and sends back appropriate feedback/reply.
• A communication is complete and effective when the listener responds relevantly and appropriately.

II. Types of Communication

a) Based on communication channels

1. Verbal Communication:

• Involves the use of words and languages to deliver the intended message.
• Includes both written and oral forms of communication.
• Examples of written communication include letters, emails, reports, and chat platforms.
• Examples of oral communication include face-to-face conversations, lectures, and conferences.
• The effectiveness of verbal communication depends on the clarity of speech, grammar, vocabulary, and tone.

2. Nonverbal Communication:

• Involves the use of body language, facial expressions, and gestures to convey a message.
• Can include things like eye contact, posture, and tone of voice.
• Can provide additional information or emphasis to verbal communication.
• Can also convey a message on its own, without the use of words.
• The effectiveness of nonverbal communication depends on the appropriateness and consistency of the nonverbal cues used.
• Types of non verbal communication:
  • Physical nonverbal communication includes body language, facial expressions, gestures, touches, and posture. It accounts for 55% of all communication.
  • Paralanguage involves the way in which words are spoken, including tone of voice, intonation, pitch, stress, and style of speaking. It accounts for 38% of all communication.
  • Aesthetic communication is the use of art forms such as dance, painting, sculpture, and music to convey ideas and thoughts.
  • Appearance is also a form of nonverbal communication and can be used to make an impression. It’s important to dress appropriately for formal interactions.
  • Symbols such as religious or sectarian symbols can also be used as a form of nonverbal communication.

3. Visual Communication:

• Involves the use of images or videos to convey a message.
• Can include things like infographics, posters, diagrams, and videos.
• Can be a powerful tool for conveying complex information or data.
• Can be easily shared and accessed through various platforms and devices.
• The effectiveness of visual communication depends on the design, layout, and readability of the visual elements.

b) Based on purpose and style

Formal communication is an essential skill for any professional or organizational setting. Here are some key pointers to keep in mind to master the art of formal communication:

• Vertical communication: This is when information flows up and down the organizational hierarchy. Imagine you’re playing a game of telephone, but with important company information. Make sure you’re passing along the right message!

• Horizontal communication: This is when you’re talking to peers on the same level. Think of it like a group project – everyone needs to be on the same page to make sure the project is a success!

• Diagonal communication: This is when you’re talking to people in different departments or levels within the organization. Imagine you’re playing a game of chess, you have to think ahead and make strategic moves to make sure everyone is working together efficiently.

• Overall tip: Remember to always follow the rules and conventions of formal communication, and pay attention to the hierarchy of the organization. And most importantly, always be direct and clear in your communication to avoid misinterpretation or distortion.

• Bonus tip: Add some fun to your communication by using visual aids, infographics or storytelling to make it more engaging and easily understandable.

Informal communication is a key aspect of social interactions and relationships, both in personal and professional settings. Here are some key pointers to keep in mind to master the art of informal communication:

• Informal communication: This type of communication is casual, friendly, and unofficial. It can happen between family, friends, neighbors, members of the community, and other social relations. Imagine you’re catching up with old friends at a coffee shop – that’s informal communication!

• Grapevine: This is the informal communication network that happens within an organization. It’s like the office gossip – employees of different departments and levels meet and discuss matters casually and informally. Imagine you’re at a party, and everyone is catching up on the latest office gossip – that’s the grapevine!

• Overall tip: Informal communication is a great way to build relationships and address certain needs and grievances of employees. But remember, just like at a party, it’s important to be mindful of what you say and who you say it to.

• Bonus tip: Be a good listener and don’t hesitate to ask questions. It’s important to understand the other person’s perspective and make sure you’re on the same page.

III. Communication Networks

This refers to the method and pattern used by members of an organization to pass on information to other employees. It’s like a map of how information travels within a company. Imagine you’re trying to send a package to a friend, but you don’t know the right address. A communication network is like a GPS that helps you find the right route to get your package to your friend.

Different companies have different ways of communicating information. Some companies have established and predefined networks for specific projects or ventures.

The structure of communication within a company depends on the size of the organization. Imagine you’re trying to organize a surprise party for your friend in a big city like New York. It’s going to be a lot more complicated than organizing a surprise party in a small town. The same goes for communication networks in a big company vs. a small company.

• Vertical Network: This is when information flows up and down the hierarchy in the organization, like a game of telephone between a boss and their subordinates.

• Circuit Network: This is when two colleagues communicate and exchange information back and forth, like a game of ping pong.

• Chain Network: This follows the chain of command and information flows from the top down, but it can be less clear and take more time.

• Wheel and Spoke Network: This is when all communication flows through one central leader, but it’s not efficient for bigger organizations.

• Star Network: This is when there are multiple channels of communication open between all members, great for teamwork.

Remember, the best network for your organization will depend on its size and structure. And, good communication is key!

IV. Characteristics of effective communication

Communication is like a muscle, the more you use it and work on it, the stronger it becomes! Following are a few pointers to make it stronger:

1. Clarity:

• Use simple language and short sentences.
• Explain each idea or point in separate bullet points or paragraphs. Example: When writing an email to a professor about a project, use clear and direct language to state the purpose of the message and break down the project into specific points for easy understanding.

2. Conciseness:

• Keep communication brief and to the point.
• Avoid using irrelevant words or adjectives. Example: When giving a presentation, use only the necessary information and avoid going off on tangents to stay on topic and keep the audience’s attention.

3. Concreteness:

• Base communication on data and tangible information.
• Avoid abstract ideas and thoughts. Example: When writing a report on sales figures, use specific numbers and data to support the analysis and conclusions.

4. Coherence:

• Organize information in a logical and sequential manner.
• Ensure that main ideas and meaning are easily understood. Example: When giving a speech, use transition words and phrases to connect ideas and maintain a clear and consistent flow.

5. Completeness:

• Convey all necessary facts and information.
• Tailor the message to the receiver’s intellect and attitude. Example: When writing a job application, include all relevant information about your qualifications and experience to give the employer a complete understanding of your suitability for the position.

6. Courteousness:

• Be polite, considerate, respectful, open, and honest.
• Avoid anything offensive or with a hidden negative tone. Example: When communicating with a customer, use a friendly and professional tone and address any concerns they may have in a respectful and helpful manner.

7. Listening for Understanding:

• Observe nonverbal cues to understand the complete message.
• Be objective, practical and in control of emotions. Example: When in a meeting, actively listen to what others are saying and pay attention to their nonverbal cues to fully understand their perspective and to respond appropriately.

8. Focus and Attention:

• Keep focus and attention during the communiqué.
• Avoid distractions. Example: When having a phone conversation, find a quiet and comfortable place to avoid distractions and stay focused on the conversation.

9. Emotional Awareness and Control:

• Understand emotions you and the other person are bringing to the discussion.
• Manage your own emotions and respect the emotional state of others. Example: When giving feedback to a team member, be aware of your own emotions and the emotions of the team member, and use language that is constructive and respectful.

V. Barriers to effective communication

Barriers to communication are obstacles that prevent the successful transfer of a message from the sender to the receiver. These barriers can be physical, psychological, emotional, cultural, linguistic, organizational, technological, or physiological, among others.

• Physical Barriers:
  • These include external factors such as noise, outdated equipment, and distance that can impede the transmission of a message.
  • For example, a construction site next to an office building may make it difficult for employees to hear each other over the noise.

• Organizational Structure Barriers:
  • These include unclear systems and processes within a company that can lead to confusion and inefficiency.
  • For example, if the chain of command is not clearly defined, an employee may not know who to contact for a specific issue.

• Language Barriers:
  • Misunderstandings can occur when individuals do not share a common language or have different levels of proficiency.
  • For example, a non-native speaker may have difficulty understanding technical jargon in a meeting.

• Cultural Barriers:
  • Different cultural backgrounds can lead to misunderstandings as words and symbols may be interpreted differently.
  • For example, a gesture that is considered polite in one culture may be considered rude in another.

• Emotional Barriers:
  • Negative emotions such as anger, fear, and mistrust can affect the quality of communication.
  • For example, if an employee is upset, they may not be able to effectively communicate with their colleagues.

• Attitude Barriers:
  • Negative attitudes such as dissatisfaction or shyness can impede communication.
  • For example, an introverted employee may be reluctant to speak up in a meeting.

• Perception Barriers:
  • Different perspectives can lead to misunderstandings.
  • For example, two employees may interpret the same message differently.

• Physiological Barriers:
  • Health issues such as poor eyesight or hearing difficulties can make communication difficult.
  • For example, an employee with a hearing impairment may have trouble participating in a conference call.

• Technology Barriers:
  • The constant evolution of technology can make it difficult for individuals to keep up and effectively communicate through new mediums.
  • For example, an older employee may struggle to use new collaboration software.