Chapter 1: Communcation Skill Notes

What is Communication?

Communication can be defined as the process of sharing information, ideas, thoughts,

and feelings between two or more individuals through a common system of symbols, signs,
or behavior to reach a shared understanding. The word "communication" comes from the
Latin word “Communicare”, meaning "to share" or "to make common". It is a two-way
process that involves a sender, a message, a channel, a receiver, and feedback to ensure
the message is understood

Elements of Communication

The core elements of communication are the Sender, who initiates the message; the
Message, the information being shared; the Channel, the medium through which it's
sent; the Receiver, the person who gets the message; and Feedback, the response that
closes the communication cycle. These elements, along with the context and potential
barriers, form the communication process essential for effective information exchange in all
forms, including those used in Artificial Intelligence.

The Communication Cycle Elements

 Sender: The individual or entity who has an idea or information to convey.
 Message: The actual information, idea, or thought that the sender wants to communicate.
 Encoding: The process by which the sender converts the message into a format (words,
symbols, gestures) that the receiver can understand.
 Channel: The pathway or medium through which the encoded message is transmitted, such
as speaking, writing, body language, or visual aids.
 Receiver: The person or group to whom the message is directed.
 Decoding: The process by which the receiver interprets the message to understand its
meaning.
 Feedback: The response from the receiver to the sender, confirming that the message was
received and understood, which completes the cycle.
 Key components of the communication cycle

 Transmitting: The sender conveys the message through a chosen medium.

 Listening: The receiver actively listens and understands the message.

 Feedback: The receiver acknowledges and responds to the message, completing the
communication cycle.

Methods of Communication

Choosing the right method depends on your audience, cost, urgency, and the type of
information you need to convey.

Communication can be broadly categorized into these methods:

 Verbal Communication: This involves using spoken or written words.

o Oral/Spoken Communication: Face-to-face conversations, phone calls, speeches, and

classroom teaching are examples of this type.

Examples: Asking a question, giving instructions, participating in a discussion.

o Advantages: Quick response and easy exchange of ideas.

o Disadvantages: Can be prone to misinterpretation if not clear and precise.

Written Communication: This includes using written words to convey messages, such as
letters, emails, SMS, notes, articles, books, and newspapers.

Examples: Writing an email, sending a text message, creating a report.

 Non-verbal Communication: Conveying messages without using words. This

includes:

o Body Language/Gestures: Using hands or head to share ideas.

o Facial Expressions: Conveying feelings like happiness or sadness through

face movements.

o Posture: Body positions that show confidence and emotions.

o Eye Contact: Crucial for showing interest and attention.

 o Touch: Communication through touch, such as a handshake.

o Space: The distance maintained between communicators can signify

closeness or intimacy.

o Paralanguage: Refers to the tone, speed, and volume of your voice, which can
alter the meaning of a message.

Examples: Smiling to express happiness, waving to greet someone.

o Importance of Non-verbal Communication: In daily communication, non-verbal

elements (like body movements, facial expressions, tone of voice, etc) make
up a significant portion of our communication, much more than words alone.

 Visual Communication: Using visuals like images, charts, graphs, and videos to
effectively convey information. This can be seen in presentations, advertisements,
and multimedia content.

Examples: Using icons, graphs, charts, or maps to present data.

Key factors for effective communication (The 7 C's):

 Clear: State your message clearly.

 Concise: Use simple language and be to the point.

 Concrete: Use appropriate words and phrases.

 Correct: Ensure correct grammar and spelling.

 Coherent: Ensure your message is logically structured and related to the topic.

 Complete: Provide all necessary information.

 Courteous: Be respectful and friendly.

 Importance of Feedback:
 Feedback is crucial for evaluating the effectiveness of a message and ensuring it has been
successfully conveyed and understood.

 A good feedback is clear, specific, and provides actionable suggestions for improvement.

a. Clarifies Understanding and Improves Performance

 Feedback highlights strengths and weaknesses in a student's performance, providing a

roadmap for improvement.

 It helps students understand what they're doing well and where they need to focus their
efforts for improvement.

 By addressing misunderstandings and gaps in communication, feedback ensures that

students are on the right track and promotes a deeper understanding of the subject matter.

b. Fosters Engagement and Motivation

 Positive feedback reinforces good performance and encourages students to continue their
efforts and take on new challenges.

 Constructive criticism, when delivered thoughtfully, can motivate students to overcome

weaknesses and strive for excellence.

Positive Feedback, Negative Feedback, and No Feedback:

Positive Feedback acknowledges good performance, providing praise and

encouragement.

Negative Feedback points out areas for improvement and suggests how to
change or correct a situation.

No Feedback occurs when the receiver does not provide any response or
acknowledgment, which can sometimes signal disagreement or a lack of
understanding.

Positive Feedback
 Purpose: To appreciate and praise good work or performance, increasing confidence and
reinforcing positive behaviors.
 Characteristics:
o Focuses on what was done well.
o Often provides appreciation, gratitude, or a reward.
o Helps people do their work better.
Example: "You are doing a great job, keep it up!"

Negative Feedback
 Purpose: To identify areas needing improvement, suggest changes, or correct mistakes.
 Characteristics:
o Points out what needs to be changed or improved.
o Can be constructive if it offers solutions or guidance for growth.
o Helps people learn and develop new skills.
Example: "You need to improve your vocabulary".

No Feedback
 Purpose: Not a deliberate form of feedback, but rather an absence of response from the
receiver.
 Characteristics:
o The receiver receives the message but provides no acknowledgment or reply.
o Can indicate that the message was not understood or received.
o Sometimes signals disagreement.
 Example: A person doesn't reply to an email or give any comment on a task.

Barriers to Effective Communication

Various factors can hinder the communication process, leading to misunderstandings or

misinterpretations. These include:

 Physical Barriers: Environmental factors such as distance, noise, or distractions.

 Linguistic Barriers: Differences in language, dialect, or vocabulary leading to

misinterpretations.

 Interpersonal Barriers: Poor listening skills, assumptions, or lack of empathy.

 Organisational Barriers: Hierarchical structures, complex communication channels, or
inadequate information flow.

 Cultural Barriers: Differences in cultural norms, customs, or values that can impact
message interpretation.

Overcoming Communication Barriers

To foster effective communication, individuals can adopt various strategies to overcome

these barriers, including:

 Active Listening: Paying close attention to the speaker, clarifying doubts, and summarizing
the message to ensure accurate understanding.

 Clear and Concise Language: Using simple, understandable language and avoiding jargon
or ambiguity.

 Providing Constructive Feedback: Offering specific and helpful suggestions for

improvement.

 Developing Empathy: Attempting to understand and appreciate the other person's

perspective.

Perspectives in Communication
 Perspectives are the ideas, views, or fixed ways of thinking that can influence how
individuals interpret or perceive messages.

 These perspectives can sometimes create communication barriers, highlighting the

importance of understanding and respecting diverse viewpoints to ensure effective
communication.

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