Interpersonal Skills: Effective Communication - Types, Stages, and Principles, Slides of Professional Communication

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Interpersonal Skills

By Dima Taha

Effective Communication

Outline

01 Introduction

02 Types of Communication

03 Stages in the Communication Process

04 Communication cycle

05 Basic Principles of Communication

06 Barriers to communication

Introduction

Communication: is simply the act of transferring information from one place, person or

group to another.

This can therefore lead us to define communication as giving, receiving or exchanging

ideas, information, signals or messages through appropriate media, enabling individuals or

groups to persuade, to seek information, to give information or to express emotions. This

broad definition includes body-language, skills of speaking and writing. It also outlines the

objectives of communication and emphasizes listening as an important aspect of

communication.

Types of

Communication

Verbal Communication

Verbal communication refers to the form of

communication in which message is transmitted

verbally; communication is done by word of

mouth and writing.

Objective of every communication is to have

people understand what we are trying to

convey.

In verbal communication always remember

this sentence

- keep it short and simple.

Verbal Communication is further divided into,

two oral /spoken and written communication

Verbal Communication

Oral/Spoken Communication refers to the form of

communication in which message is transmitted verbally;

communication is done by word of mouth and writing.

In oral communication, Spoken words are used. It includes face-

to-face conversations, speech, telephonic conversation, video,

radio, television, voice over internet.

Examples of spoken communication that is used in the workplace

include conversations, interviews, counseling/helping colleagues,

meetings, conferences and so on.

Verbal Communication Disadvantages of Oral/spoken communication:  (^) Poor presentation of the message or the instruction can result in misunderstanding and wrong responses.  (^) Relying only on oral communication may not be sufficient as business communication is formal and very organized.  (^) Less authentic than written communication as they are informal and not as organized as written communication.  (^) Oral communication is time-saving as far as daily interactions are concerned, but in case of meetings, long speeches consume lot of time and are unproductive at times.  (^) There may be misunderstandings as the information is not complete and may lack essentials.  (^) Spoken communication is influenced by both verbal and non-verbal communication such as tone or body language which may twist the meaning of your message in the mind of the receiver.

Verbal Communication Written Communication: Written signs or symbols are used to communicate. A written message may be printed or hand written. In written communication message can be transmitted via, letter, report, memo, reports, student manuals, and electronic mail are the types of written communication used for internal communication. Message, in written communication, is influenced by the vocabulary and grammar used, writing style, precision and clarity of the language used. Written Communication is most common form of communication being used in business.

Verbal Communication Disadvantages of written communication:

• (^) People may not always read them.
• (^) Written communication is time-consuming as the feedback is not immediate.
• (^) Effective written communication requires great skills and competencies in language vocabulary.
• (^) It does not answer questions and there is no immediate feedback.

Non-Verbal Communication

Non-verbal communication is behavior,

other than spoken or written communication,

that creates or represents meaning. In other

words, it includes facial expressions, body

movements, and gestures.

Non-verbal communication is talking without

speaking a word. It is very effective, maybe

even more so than speech.

Non-Verbal Communication Advantages of non-verbal communication:

• (^) You can communicate with someone who cannot hear
• (^) You can communicate in places where you have to avoid talking audibly.
• (^) You can communicate without others around you hearing what is being communicated.
• (^) You can communicate when a person is too far away from you to hear you (for example, by gesturing)
• (^) Non-verbal communication makes conversation short and brief.
• (^) Non-verbal communication saves on time and can be used as a tool to communicate with people who don't understand your language.

Non-Verbal Communication Disadvantages of non-verbal communication:

• (^) Long conversations using non-verbal communication are usually not possible.
• (^) Non-verbal communication varies from culture to culture.
• (^) Particulars of messages using non-verbal communication cannot be discussed in detail.
• (^) It is not useful as a public tool for communication
• (^) It cannot be used everywhere and is less influential than verbal communication

Formal Communication

In formal communication, certain rules, conventions and

principles are followed while communicating message.

Formal communication occurs in formal and official style.

Usually professional settings, corporate meetings,

conferences undergoes in formal pattern.

Informal communication, use of slang and foul language

is avoided and correct pronunciation is required. Authority

lines are needed to be followed in formal communication.

Informal Communication

Informal communication is done using channels that are in

contrast with formal communication channels. It’s just a casual

talk. It happens among friends and family. In informal

communication use of slang words, foul language is not

restricted.

Usually informal communication is done orally and using

gestures. Informal communication, unlike formal

communication doesn‘t follow authority lines, it helps in finding

out staff grievances as people express more when talking

informally. Informal communication helps in building

relationships.