DEPARTMENT OF INFORMATION STUDIES INFS 325 PUBLIC RELATIONS

DEPARTMENT OF INFORMATION STUDIES INFS 325 - PUBLIC RELATIONS LECTURER: DR. MUSAH ADAMS Monday, March 1, 2021 1

COMMUNICATION v. DEFINITIONS ØIt is a process of exchanging information, imparting ideas and making one’s self understood by others. It also includes understanding others in return. ØIt has also been defined “as the process by which a person, group or organisation transmit some type of information to another person, group or organisation” Monday, March 1, 2021 2

DEFINTION CONT’D v. It is a meaningful interaction among people so that thoughts are transferred from one person to another in such a manner that the meaning and the value of such thoughts is same in the minds of both the sender of the communication as well as the receiver of the communication Monday, March 1, 2021 3

REASONS/GOALS OF COMMUNICATION ØInforming/education ØPersuading ØMotivating ØBuilding mutual understanding Wednesday 9 th Sept, 2015 ØInformation dissemination 4

REASONS/GOALS OF COMMUNICATION CONT’D ØExpressing emotions/ideas ØBuilding Relationships ØEntertaining ØDecision making Monday, March 1, 2021 5

THEORIES OF COMMUNICATION SPANS FROM TRADITIONAL TO CONTEMPORARY ØTwo-step flow theory ØConcentric-circle theory(Pollster Elmo Roper) ØThe communication theory of the late Pat Jackson emphasized “systematic investigation – setting clear strategic goals and identifying key stakeholders. ” This encompass a five step process. Monday, March 1, 2021 6

THEORIES OF COMMUNICATION CONT’D 1. Building awareness 2. Developing a latent readiness 3. Triggering the event 4. Intermediate behaviour 5. Behavioural change Monday, March 1, 2021 7

THE COMMUNICATION PROCESS MODEL ØTHE S-E-M-D-R process, that is, Source, Encoder, Message, Decoder and Receiver which based on Shannon and Weaver’s communication model. ØIn its simplest form, communication has four elements: a source, a communication channel, a destination and a message. Monday, March 1, 2021 8

COMPONENTS IN THE COMMUNICATION PROCESS ØSource ØEncoder ØMessage ØDecoder ØReceiver ØFeedback Monday, March 1, 2021 9

CATEGORIES OF COMMUNICATION Ø VERBAL COMMUNICATION Ø NON-VERBAL COMMUNICATION. Monday, March 1, 2021 10

VERBAL COMMUNICATION CONT’D v. TWO TYPES: ØOral Communication ØWritten Communication Monday, March 1, 2021 11

VERBAL COMMUNICATION Ø Oral Communication refers the spoken words in the communication process. Can be face to face communication which is in the form of direct talk and conversation between the speaker and the listener when they are both physically present at the same place or Telephone/intercom system conversation or on the voice chat Monday, March 1, 2021 over the internet. 12

ORAL COMMUNICATION CONT’D v. ADVANTAGES: Ø Eliminates Ambiguity (Discussed and Clarified) ØRapid feedback ØConveys personal warmth and friendliness ØDevelops sense of belonging Monday, March 1, 2021 13

ORAL COMMUNICATION CONT’D v. DISADVANTAGES: ØLanguage Barrier ØWhen communication is too lengthy and distant ØWhen information is statistical in nature Monday, March 1, 2021 14

VERBAL COMMUNICATION CONT’D Ø Written Communication means putting the message in writing and is generally in the form of instructions, letters, memos, formal reports, information about rules and regulations, policy manuals, information bulletins and so on. Monday, March 1, 2021 15

Written COMMUNICATION CONT’D v. ADVANTAGES: ØAddresses issues of evidence ØWhen many persons must be contacted at the same time. ØWhen transmitting lengthy statistical data. ØWhen formal authority is to be exercised. Monday, March 1, 2021 16

Written COMMUNICATION CONT’D v DISAVANTAGES: ØVery time consuming ØNo immediate feedback ØNo opportunity to clarify ambiguities ØConfidential written material may leak out before time Monday, March 1, 2021 17

NON – VERBAL COMMUNICATION Has been defined as “… the exchange of messages primarily through non-linguistic means, including kinesics (body language), facial expressions and eye contact, appearance, tactile, communication, space and territory, environment, paralanguage (vocal but non-linguistic cues), and the use of silence and time” Monday, March 1, 2021 18

NON – VERBAL COMMUNICATION CONT’D ØFUNCTIONS: ØManages our social and professional relationships ØHelps present the self we want others to see ØConveys our mood/state of mind ØConveys interpersonal feelings ØSupports our verbal message if we are speaking Monday, March 1, 2021 ØProvides feedback, assurance etc. if we are listening 19

NON – VERBAL COMMUNICATION CONT’D v Basic types of non-verbal communication include; ØKinesics-Body motion such as facial expressions, gestures etc ØPhysical Characteristics – Body shape, posture, height Øweight, hair and so on ØPolemics – position, orientation, space and physical contact ØParalanguage – voice quality, volume speech rate, choice of words, manner of speaking etc. Monday, March 1, 2021 20

NON – VERBAL COMMUNICATION CONT’D ØEnvironment – Type of buildings where the office is, room design, furniture, interior decorating. ØTime – being late or early for appointments, keeping others waiting and so on. ØDress – appropriate dress reflects the status symbol. Personalities are generally Monday, March 1, 2021 communicated through dresses. 21

Some nonverbal messages and their interpretations ØFacial expressions • Frown – displeasure • Smile – friendliness • Raised eyebrows – disbelief, amazement • Biting lips – nervousness Monday, March 1, 2021 22

ØGestures Pointing finger – authority, displeasure Arms at side – open to suggestions, relaxed Hands on hips – anger, defensiveness ØVoice Shaky – nervousness Broken – unprepared Strong/clear - confident Monday, March 1, 2021 23

ØBody gestures ØEye Contact • Fidgeting – nervousness • Sideways glance – suspicion • Shrugging shoulders – indifference • Steady – Active listener • Sitting on edge of chair – listening, • No eye contact – disinterest, guilt great interest • Shifting while sitting – Nervousness Monday, March 1, 2021 24

BARRIERS TO COMMUNICATION ØNoise barriers ØRedundancy ØPoor timing ØInappropriate channel ØImproper or inadequate information Monday, March 1, 2021 25

BARRIERS TO COMMUNICATION CONT’D ØInterpersonal barriers: • Status • Attitude ØMisunderstanding people ØLack of integration • Familial • Emotions • Values Monday, March 1, 2021 26

EFFECTIVE COMMUNICATION SKILLS: LISTENING ØEffective listening can: • Make the speaker feel heard and understood. • Create an environment where everyone feels safe to express ideas, opinions, and feelings, or plan and Monday, March 1, 2021 27

EFFECTIVE COMMUNICATION SKILLS: LISTENING solve problems in creative ways. • Save time by helping clarify information, avoid conflicts and misunderstandings. • Relieve negative emotions. Monday, March 1, 2021 28

TIPS FOR EFFECTIVE LISTENING ØFocus fully on the speaker. ØAvoid interrupting or trying to redirect the conversation to your concerns. ØAvoid seeming judgmental. ØShow your interest in what’s being said. Monday, March 1, 2021 29

Effective Communication Skills: Non-verbal Communication v. Tips for improving how you read non-verbal communication ØPractice observing people. ØBe aware of individual differences. ØLook at nonverbal communication signals as a group. Monday, March 1, 2021 30

NON-VERBAL COMMUNICATION SKILLS CONT’D. • Use nonverbal signals that match up with your words. • Adjust your nonverbal signals according to the context. • Use body language to convey positive feelings. Monday, March 1, 2021 31

EFFECTIVE COMMUNICATION SKILLS: MANAGING STRESS ØWhen stress becomes constant and overwhelming, it can hamper effective communication by disrupting your capacity to think clearly and creatively, and act appropriately. ØWhen you are stressed, you are more likely to misread other people, send confusing or off-putting nonverbal signals, and lapse into unhealthy knee-jerk patterns of behaviour Monday, March 1, 2021 32

QUICK STRESS RELIEF FOR EFFECTIVE COMMUNICATION v. To deal with stress during communication: ØRecognize when you are becoming stressed. ØTake a moment to calm down. ØBring your senses to the rescue and quickly manage stress by taking few deep breaths, clenching and relaxing muscles, etc. ØLook for humour in the situation. ØBe willing to compromise. ØAgree to disagree, if necessary, and take time away from the Monday, March 1, 2021 situation so everyone can calm down. 33

EFFECTIVE COMMUNICATION SKILLS: EMOTIONAL AWARENESS Emotional awareness – the consciousness of your moment-to-moment emotional experience – and the ability to manage all of your feelings appropriately is the basis for effective communication Monday, March 1, 2021 34

HOW EMOTIONAL AWARENESS CAN IMPROVE EFFECTIVE COMMUNICATION. ØUnderstand empathize with what is really troubling other people. ØUnderstand yourself, including what’s really troubling you and what you really want. ØCommunicate clearly and effectively, even when delivering negative messages. Monday, March 1, 2021 35

HOW EMOTIONAL AWARENESS CAN IMPROVE EFFECTIVE COMMUNICATION CONT’D Ø Build strong, trusting, and rewarding relationships, think creatively, solve problems, and resolve conflicts. Ø Stay motivated to understand empathize with the person you’re interacting with, even if you don’t like them or their message Monday, March 1, 2021 36

END OF LECTURE THANK YOU!! Monday, March 1, 2021 37