Effective Communication Fundamentals of Communication- Definition, Meaning, Types, Process and Importance. Effective communication Concept & Practice of Effective Communication Barriers to Effective Communication Methods to Improve communication Skills Written Communication Skills Report Writing Letter Writing Preparation of promotional material Oral communication Skills Understanding audience Use of language Use of tone Understanding body language

Fundamentals of Communication What is communication? “ Communication is something so simple and so difficult that we can never put it in simple words” says T. S. Mathews. But we need a definition to understand the term. Peter Little defines communication as follows: “ Communication is the process by which information is transmitted between individuals and or organizations so that an understanding response results. W.H. Newman and C.F. Summer Jr. “ Communication is an exchange of facts, ideas opinions, or emotions by two or more persons. Communication transmits information not only about tangible facts and determinable ideas and opinions but also about emotions.

Not only information is transmitted but also one’s attitude and frame of mind. Words signify nothing and the tone is the real thing Similarly high sounding expressions of bravery may be only a mask to conceal a person’s timidity, cowardice, which may be betrayed by facial expressions. Here facial expressions are an important part of communication. The definition by William Scott is more comprehensive and satisfying since it touches all the aspects of the communication process: Administrative Communication is a process which involves the transmission and accurate replication of ideas ensured by feedback for the purpose of eliciting actions which will accomplish organizational goals.

4 important points are emphasized: Process of communication involves the transmission of ideas Ideas should be accurately replicated or reproduced in the receiver’s mind . Communication is a two way process including transmission of feedback. Purpose of communication is to elicit action However this definition fails to highlight on emotions and the purpose of all communication may not be to elicit action but seeking information, persuading others etc can be equally important objectives of communication. What is therefore important is:

Process of communication involves exchange of facts, ideas, opinions or emotions between two or more persons. Feedback is an essential aspect of communication. Main purpose of communication is to inform or to bring round to a certain point of view or to elicit action. Characteristics of Communication ( Nature Of Communication) Dynamic Communication is situation or subject specific. Communication required a channel or a medium The elements or components of communication are inter-related or connected. People are wholly or completely involved when they communicate.

The Communication Process In order to analyze the activity of communication we must know the process and the elements involved in the process. It is therefore imperative to understand the definition of communication Communication is a process of passing information and understanding from one person to another – Keith Davis. Communication is any behaviour that results in an exchange of meaning – AMA Communication is the process by which information is passed between individuals and organizations and or organizations by means of previously agreed symbols- Peter Little. These definitions show that communication involves exchange of thoughts between two parties.

Now Let us understand the communication Process: The whole process of Communication involves the following elements Message Sender Encoding Channel Receiver Decoding. Feedback. 1. Message: A piece of information, spoken or written to be passed from one person to another. It is the subject matter of communication. It may involve any fact, idea, opinion, figure, attitude or course of action, including information. It exists in the mind of the communicator.

Transmitter/Sender: He is the sender of the message or communicator or spreader, a person who transmits the message.. The person who transmits the message is known as the communicator/sender. There is always a communicator in the process. He conceives and initiates the message. He is the driving force to change the behavior of the receiver. Encoding: Process of conversion of the subject matter into symbols is called encoding. When a set of symbols is agreed upon by 2 or more persons we call it a code. when a message is sent out in a code we call the process encoding. the communicator plays and organizes his ideas into a set of symbols, signs, etc. Encoding process translates the ideas, facts, feelings, opinions into symbols, signs, words, actions, pictures and audio-visuals etc. It is upto the sender to select a medium he feels proper to communicate effectively to the intended listener or receiver.

Communication Channel: Later the sender has to select a channel for sending the information. Communication channel means the medium or media through which the message passes, eg: written in the form of letters, memos, circulars, notes or manuals, or oral in the form of face to face conversation, telephone, radio meeting, conference Receiver: A person who receives the message is called the receiver. Decoding: The process of translating a message into ordinary understandable language. Receiver converts the symbols, signs words received from the sender to get the meaning of the message. Feedback: This is the last element but the most important element in the communication process. Communication is an exchange process. The exchange to be complete the information must go back to the communicator so that he can know the reaction of the receiver. The sending back of the knowledge about the message to the transmitter is known as feedback. It ensures that the receiver has received the message and understood it in the same manner as the sender meant. Feedback enables the communicator to carry out corrections or amendments or change the message to be effective. This completes the communication process or the cycle of communication. .

It begins with the SOURCE or the transmitter of the communication It begins with the SOURCE or the transmitter of the communication. When this person puts his thought or idea into words or other symbols which can be understood by the intended receiver , it is called ENCODING This requires a selection of a suitable medium through which the information can be passed on to the receiver Transmitting or sending the message is only half the process. The person to whom the message is sent is called the audience or the receiver. Receiver decodes the words or symbols sent by the sender to facilitate understanding . This process is called Decoding The response or the return of the message is called Feedback. It may come in words, signs or behavior. When the feedback is got by the sender either in the form of spoken words or written report or non verbal behavior by the receiver one cycle or the process of communication is complete.

What is Feedback Feedback is the knowledge of the receiver’s response to our communication. It can be used to modify the communication method to make it more effective. In face to face communication there is immediate feedback In written communication feedback is slow In mass communication the feedback can be so delayed or so slow that it is almost negligible yet it is important. “ It is the reaction or response of the receiver which is communicated to the sender. It completes one cycle of communication thus becoming the final link in the chain.” It may be verbal or nonverbal, oral or written or through body language, maybe immediate or delayed face to face or direct or indirect positive or negative. Like communication feedback is continuous and obtained all the time.

Need for Feedback Checks the understanding of the message Emotional reaction of the receiver forms an important part of the success of communication Provides an opportunity to understand and to be understood Increases the accuracy of the communicated message. Reduces doubt and hostility as communicators can explain, argue, confirm or defend their points of view Extends the communication cycle and ensures its continuity.

Business Communication Definition by Scott: Administrative communication is a process which involves the transmission and accurate replication of ideas ensured by feedback for the purpose of eliciting actions which will accomplish organizational goals. Importance: Growth in the size of the organizations Growth of trade unions Growing importance of human relations Public relations Technological advances Motivation and morale. *******************************************************************

Principles of effective communication Clarity about the purpose Compose your message with care Consistent with the purpose of communication Simplicity. Emphasis on attention / compose your message to attract attention Remove all the barriers to effective communication Know the Receiver Select your media with care Provide for feedback Act Promptly on receiving responses