Communication Skills ELE 205 Chapter One Communication Process

Communication Skills ELE 205 Chapter One Communication Process Eng. Mohammed Alsumady

Outline 1. Communication definition. 2. Functions of communication. 3. Communication process model. 4. Types of noise. 5. Communication climate. 6. Communication tools.

Communication definition Communication is shared understanding of: a) Feeling. b) Thoughts. c) Wants. d) Needs. e) Intentions of the communicators.

Why we need Communication? • We need Communication to deal with people who are important in our life, work with, live with, learn with…

Functions of Communication a) Practical. b) Social. c) Decision making. d) Personal growth.

Functions of Communication Why we communicate? • Practical needs; buying food, securing a job, renting apartment, health, …. . • Social; meeting other people, demonstrate ties, friendships, and relationships. Are social functions important? & What are the symptoms of failure of social functions?

Functions of Communication cont. Why we communicate? c) Decision making; More information we receive, better decisions we make. We use information to decide: better job, who to marry, where to live, and what to wear a coat or T-shirt.

Functions of Communication cont. Why we communicate? d) Personal growth; intellectual, emotional, social & psychological growth. Through self expression and feedback from others. Feel appreciated and successful, obtain new information, increase awareness, new challenges & experiences…. So, we grow as people

Communication Process Model

Communication Process Model • 1 -Sender & receiver: we can be considered as transceivers. (both sending & receiving messages simultaneously. • 2 - Encoding: senders originate a communication message. An idea comes into mind, and an attempt is made to put this thought into symbols the receiver will understand. Changing thoughts into symbols.

Communication Process Model • 3 -Decoding: The receiver who is the distention of the communication message must assign meaning to the symbols so they can be understood. • Encoding & decoding are unique for each person.

Communication Process Model • 4 - Message: is the idea, thought, feeling, opinion, to be communicated. The messages can be clear (direct) or unclear. • 5 -Channel: The line through which the message travels from sender to receiver, such like: face to face, messages are carried by sound and light waves. Now, technology takes place: email, SMS, voicemail.

Communication Process Model • 6 -Feedback: receiver’s response to the heard, seen or understood message. How the receiver feels about the message &/or sender • 7 -Noise: any interference that prevents shared understanding.

Communication Process Model • 8 - Context: can be divided into: I. Social: deals with the relation between sender & receiver. With who you communicate with: boss, friend, father, son, leader. II. Physical: will dictate what you say and how you say it, in class, home, coffee shop.

Types of Noise 1) Internal Noise: the dialogues which occur inside our heads. 2) External Noise: noise in the environment. 3) Semantic Noise: occurs when sender and receiver have different meaning of words.

1) Internal Noise includes: a) Attitudes. b) Beliefs. c) Feeling. d) Opinions that influence our ability to send and receive messages.

2) External Noise • External noise deal with environment noise like other voices, buzzing of machines and so on. • This type of noise is more obvious than internal noise and is easier to deal with.

3) Semantic Noise • Occurs when sender and receiver have different meaning of words. • Semantic noise often occurs when technicians and lay people talk together.

How to overcome noise? ? 1) Internal noise: being aware of topics and words that you reeling. 2) External noise: turn off noise sources. 3) Semantic Noise: take aware that people may have different meaning of some words.

Outline 1. Communication definition. 2. Functions of communication. 3. Communication process model. 4. Types of noise. 5. Communication climate. 6. Communication tools.

Communication climate is: Communication climate is the environment in which communication either thrives or languishes depending on the sum of elements (and their variations): a)Sender. b)Receiver. c)Channel. d)Method of communication. e)Objective of communication.

Communication climate • Good communication dose not just happen. • Effective communication happens when the people involved work to create a climate of openness, honest and respect.

Communication climate Effective communication also happens when people act to minimize the break downs that are likely to occur.

Communication climate Awareness of the following principles may prevent some breakdowns: 1)We are always communicating: We spend more than 75% of our total time communicating.

Communication climate Awareness of the following principles may prevent some breakdowns: 2) The message sent is not necessarily the same message received: Some experts claim that 50% of our communication is misunderstood.

Communication climate 3) Who sends the message is a part of it: For example if we hear the message “I hate you” the meaning of message change if it were said by a stranger, friend or enemy.

Communication climate 4) The meaning of words are inside of us. When farmers talk about hogs they mean animal.

Communication climate 5) Communication is learned: In general, communication is “culture bound” thus we can learn new and better ways of communication.

Communication Tools is: A series of guidelines and skills for improving our interactions with others: 1) Overcoming barriers 2) Giving and getting feedback 3) Recognizing and limiting overload 4) Improving relations 5) Remaining sensitive to organization structure

Communication Tools 1) Overcoming barriers: a) Gossip: unsubstantiated rumor. • When you hear gossip, check facts by face-to-face with the People directly involved. • Don’t pass any message on.

Communication Tools 1) Overcoming barriers: b) Gaps: occur because people are different. The greater the difference, the greater the miscommunication • Assuming that all people in a one group have a certain stereotype can produce divisions between people. • We must questioning these stereotypes and focus our communication on individuals not on representative members

Communication Tools 1) Overcoming barriers: c) Loss of emotional control: is inability to control emotions, for example: - Skillful persuader may prevent listeners from receiving the information objectively. - Disagreeable or offensive topics cause defensive responses. Ø We can overcome loss of emotional control by: - being aware of phrases , terms or topics that may create an emotional response. - Recognizing that people have different views of the world

Communication Tools 1) Overcoming barriers: d) Defensiveness: The tendency to misinterpret another comments as a personal attack when that was not the intention. q can be minimized by developing an accurate self-concept by checking possible interpretations with speakers and by sharing feeling and thoughts honestly.

Outline 1. Communication definition. 2. Functions of communication. 3. Communication process model. 4. Types of noise. 5. Communication climate. 6. Communication tools.

Communication Tools is: A series of guidelines and skills for improving our interactions with others: 1) Overcoming barriers 2) Giving and getting feedback 3) Recognizing and limiting overload 4) Improving relations 5) Remaining sensitive to organization structure

Communication Tools 2) Giving and getting feedback: always worthwhile for increased understanding. • The source of difficulty come from how we receive feedback and how we provide feedback. • Make your feedback have the impact it deserves by the manner and approach you use to deliver feedback.

Communication Tools 2) Having and getting feedback Get feedback Sender/ Receiver/ Sender Give feedback

Communication Tools 2) Giving and getting feedback: a) giving feedback strategies : • Make the feedback appropriate. • Make the feedback specific. • Make the feedback positive.

Communication Tools 2) Giving and getting feedback: b) receiving feedback: • Ask for feedback then receive it openly. • Acknowledge the feedback. • Consider the feedback received. ØSuggestion boxes, open door policies and team meeting are ways to promote feedback.

Communication Tools 3) Recognizing and limiting information overload: • information overload occurs when you become burdened and overwhelmed by too much paper-based, electronic and verbal information. • Information overload can lead to reduced productivity, added stress, difficulty of making decisions, and decreased attention span and memory. .

Communication Tools 3) Recognizing and limiting information overload: To combat this overload, it is essential to adopt effective strategies for managing information: • Recognize overloads in others • Recognize overloads in self • Limit overload situations

Communication Tools 4) Improving relations: a)Positive regard: accept other people for who they are as human beings, regardless of race, attitudes or believes. b)Empathy: develop an interest of others (even a curiosity) c)Openness: share your own true feelings, experiences and thoughts. d)Trust: • Task trust: carrying out whatever is expected of you. • Interpersonal trust: keeping secrets and supporting colleagues

Communication Tools 5) Remaining sensitive to organization structure: a)Formal networks: • Are those established by management and are often represented in organization charts. • These networks identify a chain of command provide a feedback system and regulate the kind of communication. • You must know your responsibilities which involve sending and receiving information through the proper channels in a specific chain.

Communication Tools 5) Remaining sensitive to organization structure: a)Formal networks: • The greatest advantage of formal networks is the structure they provide for getting the work done. However communication flow may be slow, cumbersome and impersonal. • Such networks could save the company time and money!!

Communication Tools 5) Remaining sensitive to organization structure b) informal networks : Developed as the result of employee friendships, common interests and proximity workers have to one another outside of the chain of command.

Communication Tools 5) Remaining sensitive to organization structure b) informal networks : • They build morale and establish rapport by providing face-to-face contact, immediate feedback, and additional information. • They may generate inaccurate or incomplete information, gossip, or cause resentment among workers who are not a part of the network.

Communication Tools 5) Remaining sensitive to organization structure In summery: Sensitivity to organizational structure requires that you understand informal and formal networks and keep in mind the advantages and disadvantages of both.

Conclusion: 1. Communication is a process that satisfies basic human needs. 2. In order to communicate effectively we need to understand the elements, principles, and barriers that influence this process. 3. Also we need to develop understanding. strategies that will promote

End of chapter 1 Any Question?