Introduction to Communication

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Topic 1-Introduction To communication
You should be able to: 1. Explain what communication means 2. Identify the main elements in communication process 3. differentiate between oral and written communication 4. Highlight basic tips on writing 5. List common pitfalls to be avoided writing

Task 1


Take two minutes to list down all the words that you can associate with communication. Write down your own definition for communication.



Case 1
Vice–President to Secretary –  “Please call an Urgent meeting of all managers”.  

Fixed meeting for the next morning

Case 1


Secretary thought 

“Urgent” meant “Serious” and not “Immediate”

Case 2


Reads ad about international power conference in Chennai Keen to attend Writes immediately to Chief Power Engineer -

 

The Chief Power Engineer


An international conference on power generation which would be of great interest to us is being held in Chennai. The enclosed brochure shows that the technical information to be presented in the conference would be of great help in our upcoming projects. The registration fee is just Rs.5,000/- & the cost of travel & stay about Rs.8,000/-. Hence, only Rs.13,000/- will be required. I am informing you about the conference now, so that you can take a decision in time for me to make necessary arrangements for train / flight bookings and stay.

CPE Replies
Vinay Prasad, →Thanks for informing me about the conference in Chennai. I will certainly attend it. Please make all the necessary arrangements for me as suggested in your memo →Ashok Jha 

What is communication?
Communication is ‘the act of giving, receiving or exchanging information, ideas and opinions so that the “message” is completely understood by both parties’.

Elements in Communication
Sender  Message  Channel  Receiver  Feedback  Context 

Task 2


Time to mime!

Successful Communication
Communication is successful only when both the sender and the receiver perceive and understand the message in the same way.  Three things required to get the message across successfully are: 

◦ The message; ◦ The audience or receiver; and ◦ How the message is received.

Task 3
The meaning of communication lies in the way that it is received. DO YOU AGREE?

Factors Affecting Communication
a. b. c. d. e. f.

Status/Role Cultural Difference Choice of Communication Channels Length of Communication Use of Language Disabilities

Factors Affecting Communication Continued…
g. h. i. j. k.

Known or Unknown Receiver Individual Perceptions/Attitudes/Personalities Atmosphere/Noise/Distraction Clarity of Message Feedback

Task 4 - Effectiveness of Communication
Role plays in groups of 5.  Comment on the effectiveness of what is communicated?  How would one choose the most appropriate channel of communication? 

Difference between Oral and Written Communication
Oral communication-conveying ideas, thoughts or information via spoken language  Written communication-exchanging information using written symbols (letters, words and sentences). It can be in the form of letters, faxes, emails, reports, memos, and advertisements. 

Written Vs
Involves creative effort • Begins in the mind 2. Delay occurs length of delay varies • Provides record -hence effective for long periods 3. Limited number of cycles 1. 1.

Oral

Face – to – face / phone • More expressive 2. Cycles occur faster in rapid succession • No records can be maintained unless recorded in writing 3. Involves many cycles

continued…


Writing can be improved through
◦ Extensive reading ◦ Note-taking ◦ Listening



Grammar and vocabulary also important for the unity and coherence of the ideas and supporting points presented.



Think carefully about possible barriers. Evaluate the complexity of the message and decide how it might be best conveyed.



Ask yourself these questions: • Who? Characteristics of the receiver(s). •...
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