1. (Resource Person, Department of Computer Science, AIOU)
Business Communication(3456) Unit # 08 Strategies for Successful Interpersonal Communication and Group Meetings
BS (CS)
3rd Semester (Autumn 2016) By
Sardar Ghias Akbar
(Resource Person, Department of Computer Science, AIOU)

2. Introduction of Unit (08)
Strategies for Successful Interpersonal Communication (Dyadic Communication, Interviewing, Telephoning, and Dictating), Strategies for Successful Business and Group Meeting (Background Information, Purpose and Kinds of Meetings, Solving Problems in Meeting or Groups, Leadership Responsibilities in Meeting, Participants Responsibilities in Meetings), How to take minutes of the meeting
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3. Defining Communication
Communication is the conveying of messages by exchanging thoughts or information via speech, visuals, signals, writing, or behavior. Communication requires a sender, a message, and a recipient, although the receiver may not be present or aware of the sender's intent to communicate at the time of communication.
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4. Importance of Communication
Importance of Communication in an Organization. Effective Communication is significant for managers in the organizations so as to perform the basic functions of management, i.e., Planning, Organizing, Leading and Controlling. ... Organizing also requires effective communication with others about their job task.
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5. Concepts of Communication
1. Communication Terms and Concepts: 
   "Communication is the process of sharing meaning through continuous flow of symbolic messages."
2. Communicator (Sender/receiver): 
The participants in communication.  Typically the roles reverse regularly.
3. Message :
A single uninterrupted utterance. Verbal or nonverbal
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4. Code: 
A system suitable for creating/carrying messages through a specific medium
encode (put into code) and
decode (take out of code)
5. Channels(verbal, nonverbal, etc.):
The specific mechanism (“pipeline”) used to transmit the message.
6. Medium (face-to-face, television, web, phone, etc.) :
Form or technology of transmission — determines kind of code used.
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7. Noise:
Interference with message — external (physical), internal (mental) or semantic (misunderstanding/reaction.
8. Environment (part of context): 
That which surrounds and provides a basis for the meaning of a message.
Physical  (surroundings)
Temporal (point in time)
Relational (the existing relationship between communicators - friends, strangers, etc.)
Cultural  (language and behavior community the communicator(s) come from)
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9. Feedback: 
Checks effects of messages
positive feedback - "keep doing what you’re doing"
negative feedback - change what you’re doing.
10. Levels (contexts) of Communication:
Intrapersonal
Interpersonal
Public Communication
Mass Communication (non-interactive)
Computer Mediated Communication (interactive).  
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9. Barriers in Communication
There are many reasons why interpersonal communications may fail. In many communications, the message (what is said) may not be received exactly the way the sender intended. It is, therefore, important that the communicator seeks feedback to check that their message is clearly understood.
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Common Barriers to Effective Communication:
1. The use of jargon: 
Over-complicated, unfamiliar and/or technical terms.
2. Emotional barriers and taboos:
Some people may find it difficult to express their emotions and some topics may be completely 'off-limits' or taboo.
3. Lack of attention, interest, distractions, or irrelevance to the receiver:
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4.Differences in perception and viewpoint:
5.Physical disabilities such as hearing problems or speech difficulties:
6. Physical barriers to non-verbal communication:
  Not being able to see the non-verbal cues, gestures, posture and general body language can make communication less effective.
7. Language differences and the difficulty in understanding unfamiliar accents:
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8. Expectations and prejudices which may lead to false assumptions or stereotyping:
People often hear what they expect to hear rather than what is actually said and jump to incorrect conclusions.
9. Cultural differences: 
The norms of social interaction vary greatly in different cultures, as do the way in which emotions are expressed. For example, the concept of personal space varies between cultures and between different social settings.
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13. Nonverbal Communication
Nonverbal communication between people is communication through sending and receiving wordless clues. It includes the use of visual cues such as body language (kinesics), distance (proxemics) and physical environments/appearance, of voice (paralanguage) and of touch (haptics).
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14. Principles of Effective Communication
Many definitions describe communication as a transfer of information, thoughts or ideas to create shared understanding between a sender and a receiver. The information may be written or spoken, professional or social, personal or impersonal to name a few possibilities. Basically, the communication process involves a sender, receiver, message, channel and feedback. However, this simplistic description significantly under-represents what can actually be a very complex process. Click here for a brief overview of the communication process.
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Essential issues to be aware of in any communication situation are:
1. Content refers to the actual words or symbols of the message that are known as language - the spoken and written words combined into phrases that make grammatical sense. Importantly, we all use and interpret the meanings of words differently, so even simple messages can be misunderstood. And many words have different meanings to confuse the issue even more.
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2. Process refers to the way the message is delivered - the nonverbal elements in speech such as the tone of voice, the look in the sender’s eyes, body language, hand gestures and state of emotions (anger, fear, uncertainty, confidence, etc.) that can be detected. The non-verbals that we use often cause messages to be misunderstood as we tend to believe what we see more than what we hear. Indeed, we often trust the accuracy of nonverbal behaviors more than verbal behaviors. A well-known UCLA study found that only around 7% of the meaning of spoken communication came from words alone, 55% came from facial expression and 38% came from the way the words were said.
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3. Context refers to the situation or environment in which your message is delivered. Important contextual factors that can subtly influence the effectiveness of a message include the physical environment (e.g.. a patient’s bedside, ward office, quiet room etc.), cultural factors (e.g.. international cultures, organizational cultures and so on) and developmental factors (e.g.. first, second or third year student, experience in similar clinical settings, stage of the practicum etc.).
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The goal of communication between a sender and a receiver is understanding of the message being sent. Anything that interferes with this can be referred to as ‘noise’. Communication noise can influence our interpretation of messages and significantly affect our perception of interactions with others. 
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THANKS
3576 Introduction to Computer Concepts