Communication Skills
Definition
Communication is an exchange of facts, ideas, opinions or emotions by two or
more persons.
According to Keith
Davis “Communication is the
process of passing information and understanding from one person to another.”
Process of communication
Various components of the process of communication are as follows:
Sender: The communication process starts with the sender, person or group who wants to
transmit the message to another person or group. Sender
is a person who sends the message. A sender uses symbols to communicate the message and generate the required response. He is called speaker or communicator.
Message: The
communication process begins with making a decision about the message to be
communicated. It should be ensured that the main purpose of the message is
clear. Message is a key idea that the sender wants to communicate. A message is
a physical form of thought or information that can be understood through the
sensory receptors of the receiver (hearing, feeling, touching seeing, and
smelling.)
Channel/ Medium:
Channel or medium is the method or vehicle used to transmit the message. The choice of appropriate medium of communication is essential for making the message effective and correctly interpreted by the receiver. For
business communication, the commonly used channels are telephones, letters,
reports, memos, speech and emails etc…Receiver: Receiver is a person for whom the message is
targeted. The degree to which the receiver understands the message is dependent
upon various factors such as knowledge of the receiver, their responsiveness to
the message.
Feedback: Feedback
is a key component of communication process that allows the sender to
analyze the efficacy of the message. It helps the sender in confirming the
correct interpretation of message by the receiver. The response or reaction may be a smile,
a sigh, a nod or may be asking a question or calling further explanation or
affirmation.
“The observation of
receiver’s response is known as feedback.”
Types of Communication
1. Verbal Communication
2. Non-Verbal Communication
Verbal Communication
Verbal
communication refers to the form of communication in which message is
transmitted by spoken or written words.
"Verbal
communication means communication through spoken or written words."
Verbal
communication can be further divided into:
a. Oral Communication
b. Written Communication
Oral Communication- Oral communication is the communication in which
communication is carried out in oral form. In oral communication thoughts or
messages are transmitted with help of spoken words. It includes face to face
conversation, speech, telephonic conversation, video, television.etc.
Merits and Demerits of Oral Communication
Merits
SAVES TIME
SAVES MONEY
IMMEDIATE FEEDBACK
IMMEDIATE CLARIFICATION
MORE CONVINCING
CAN BE INFORMAL
PERSONAL TOUCH
Demerits
NOT POSSIBLE FOR DISTANT PEOPLE IN THE ABSENCE OF
TELEPHONE OR MOBILE
UNSUITABLE FOR LENGTHY MESSAGES
NO LEGAL VALIDITY
DISTORTION OF MESSAGES
NOT EASY TO FIX RESPONSIBILITY
NO PERMANENT RECORD
Written Communication- Written
communication is the communication in which communication is carried out in
written form. In written communication message can be transmitted via email,
notice, invitation, letter, report, memo etc. Message, in written
communication, is influenced by the vocabulary and grammar used, writing style, precision and
clarity of the language used.
Merits and Demerits of Written Communication
Merits
Merits and Demerits of Written Communication
Merits
ACCURATE
PRECISE
PERMANENT
RECORD
LEGAL
DOCUMENT
WIDE
ACCESS
HELPS
TO FIX RESPONSIBILITY
Demerits
TIME
CONSUMING
EXPENSIVE
QUICK
CLARIFICATION NOT POSSIBLE
NO
USE FOR ILLITERATE PEOPLE
CLUTTER
OF PAPERS
Written Communication | Oral Communication |
1. Formal communication | Informal |
2. Slow communication | Very fast communication |
3. Very rigid | Flexible in nature |
4. Permanent record | No record |
5. Expensive | Free of cost |
6. Suitable for lengthy messages | Suitable for short message |
7. Use of body language is not possible | Can also use body language |
8. Delayed feedback | Immediate feedback |
Non-verbal
Communication
Non-verbal communication is the
communication which is carried out without the help of spoken or written words.
It requires the non-verbal signals for carrying out the communication process
and these non-verbal signals are collectively known as body language.
Elements of non verbal communication:
Elements of non verbal communication:
Personal Appearance
Speaker creates the first impression on listener by personal appearance. The personal appearance includes dress, hair style, and make up etc.
Kinesics
It is the study in which certain body movements serves as a form of non verbal communication. This includes posture, gestures, head nods and facial expression.
Facial expression: It plays a very important role in non verbal communication. Sometimes people say they are pleased to meet you but their face does not reflect it. Smile is a very important part of facial expression. It communicates the friendliness and willingness. Your facial expression should support your verbal language i.e. we should have smile on our face while saying “well-done” and we should have frown while saying “Don’t do that”.
Gesture: Gesture plays a very important role in non verbal communication or body language, and hands play a very important role in gesture. Gesture should co-ordinate with the verbal language.
Posture: Posture is an aspect of non verbal communication or body language. Posture deals with the position of whole body. One can show the domination through his body by keeping it straight and upright. Posture reflects the tense and relaxed condition of an individual. If someone has the formal posture then it reflects the tension on the other hand if someone has the informal posture then it reflects the more relaxed condition of the individual.
Head nods: Head nod is one of the important aspects of body language or non verbal communication. With the help of head nod we can give approval of our attention and our permission. If you nod when someone is talking it means you are encouraging him to talk more. Head position reflects the attitude of a person like Head high position reflects the arrogant nature of a person. We can give affirmative nod to a person if we support anyone and can give negative nod if we disagree to anyone.
Oculesics
The movement of eyes during communication known as Oculesics. Eye contact with the listener is the most important aspect of non verbal communication. It may include eye contact or avoidance of eye contact. Eye contact reflects whether listener is interested in listening or speaker is interested in speaking. Eye contact is of great importance in oral communication especially in face to face communication.
Haptics
Haptics or touch is an important form of non verbal communication for human beings. Touch can convey many factors such as intentions, feelings- both negative and positive, respect and so on. In interpreting touch you need to consider when, where and how the touch is used.
Proxemics
Proxemics is the study of space and distance between humans during communication. Communicator maintains a personal territory around himself. During the communication one should maintain a social distance.
It is the study in which certain body movements serves as a form of non verbal communication. This includes posture, gestures, head nods and facial expression.
Facial expression: It plays a very important role in non verbal communication. Sometimes people say they are pleased to meet you but their face does not reflect it. Smile is a very important part of facial expression. It communicates the friendliness and willingness. Your facial expression should support your verbal language i.e. we should have smile on our face while saying “well-done” and we should have frown while saying “Don’t do that”.
Gesture: Gesture plays a very important role in non verbal communication or body language, and hands play a very important role in gesture. Gesture should co-ordinate with the verbal language.
Posture: Posture is an aspect of non verbal communication or body language. Posture deals with the position of whole body. One can show the domination through his body by keeping it straight and upright. Posture reflects the tense and relaxed condition of an individual. If someone has the formal posture then it reflects the tension on the other hand if someone has the informal posture then it reflects the more relaxed condition of the individual.
Head nods: Head nod is one of the important aspects of body language or non verbal communication. With the help of head nod we can give approval of our attention and our permission. If you nod when someone is talking it means you are encouraging him to talk more. Head position reflects the attitude of a person like Head high position reflects the arrogant nature of a person. We can give affirmative nod to a person if we support anyone and can give negative nod if we disagree to anyone.
Oculesics
The movement of eyes during communication known as Oculesics. Eye contact with the listener is the most important aspect of non verbal communication. It may include eye contact or avoidance of eye contact. Eye contact reflects whether listener is interested in listening or speaker is interested in speaking. Eye contact is of great importance in oral communication especially in face to face communication.
Haptics
Haptics or touch is an important form of non verbal communication for human beings. Touch can convey many factors such as intentions, feelings- both negative and positive, respect and so on. In interpreting touch you need to consider when, where and how the touch is used.
Proxemics
Proxemics is the study of space and distance between humans during communication. Communicator maintains a personal territory around himself. During the communication one should maintain a social distance.
Chronemics
Chronemics is the study of the use of time in nonverbal communication. It includes punctuality, amount of time spent with each other and
waiting time. The way we use time provides a number of silent messages. Coming
on time or little earlier to office reveals your interest sincerity
and serious attitude towards work.
Sign Language
Sign language explores the study of signs and
symbols as a significant part of communication.
Visual Sign: Sign is mark or picture with specific meaning. Visual signs like posters, drawings, photographs, cartoons, salutes etc. can be used to convey a message. We can recognize the traffic lights red, yellow and green. Colors of flowers in bouquet speak volumes about the feeling of the communication.
Visual Sign: Sign is mark or picture with specific meaning. Visual signs like posters, drawings, photographs, cartoons, salutes etc. can be used to convey a message. We can recognize the traffic lights red, yellow and green. Colors of flowers in bouquet speak volumes about the feeling of the communication.
Comments
Post a Comment