C& RS

Slide 2:

For The Students of Master of Engineering (Gujarat Technological University)

Unit- I [Concept of Communication] :

Unit- I [ Concept of Communication ] Definition Forms Objectives Characteristics Process Roadblocks Role of Verbal & Non-verbal Communication Barriers to Effective Communication How to overcome Communication Barriers

What is Communication?:

What is Communication? The word derives from LATIN Language In Latin it means “to share ” or “sharing” It can be defined as “the exchange of information, ideas, knowledge between the sender and receiver through an accepted code of symbol” - Meenaxi Raman & Sangita Sharma “Communication is the process by which information is transmitted between individuals and/or organizations so that an understanding response results” - T.S.Mattews (Communication in Business) “Communication is an exchange of facts, ideas, opinions, or emotions by two or more persons” –W.H. Newman & C.F. Summer Jr.

PROCESS OF COMMUNICATION:

PROCESS OF COMMUNICATION

COMMUNICATION occurs as following::

COMMUNICATION occurs as following:

In Communication Cycle:

In Communication Cycle First Sender (who sends the message) encodes the message by using source Then he sends the message to the receiver via Channel (Medium) Receiver receives the message and tries to understand (Decoding) it After decoding, Receiver Respond to the Sender and it is known as FEEDBACK

Forms of Communication :

Forms of Communication Oral Written

ORAL FORM OF COMMUNICATION:

ORAL FORM OF COMMUNICATION PRESENTATION SPEECH SEMINAR CONFERENCE MEETING TELEPHONIC TALK FACE-TO-FACE DICTATION INTERVIEWS GROUP DISCUSSION VIDEO CONFERENCES VOICE CONFERENCES INSTRUCTIONS

WRITTEN FORM OF COMMUNICATION:

WRITTEN FORM OF COMMUNICATION LETTER WRITING REPORT PROPOSAL FAXES E-MAIL APPLICATION MEMOS MANUALS CIRCULARS RESEARCH PAPERS BROCHURES BULLETINS/NEWSLETTERS

OBJECTIVES OF COMMUNICATION:

OBJECTIVES OF COMMUNICATION TO INFORM TO PURSUE TO ANALYSE TO ADVISE TO ORDER TO SUGGEST TO EDUCATE TO WARN TO MOTIVATE TO RAISE MORALE

OBJECTIVES OF COMMUNICATION:

OBJECTIVES OF COMMUNICATION The other objectives of communication are like: 1. To be Understood 2. To Be Accepted 3. To Get Something Done 4. To Understand Others

Characteristics of Good Communication:

Characteristics of Good Communication CLARITY COMPLETENESS CONCISENESS CONSIDERATION COURTESY CORRECTNESS

OTHER CHARACTERISTICS:

OTHER CHARACTERISTICS - Clearness and integrity of message to be conveyed. - Adequate briefing of the recipient. -Accurate plan of objectives. -Reliability and uniformity of the message. -To know the main purpose of the message. -Proper response or feedback. -Correct timing. -Use of proper medium to convey the message properly. - Use of informal communication.

TIPS FOR EFFECTIVE COMMUNICATION:

TIPS FOR EFFECTIVE COMMUNICATION Proper Encoding Proper Channel Proper Decoding Proper Communication Environment Co-operation between Sender & Receiver Proper Feedback Assume the presence of Noise/Barriers Mitigate the barriers before sending the Message

ROADBLOCKS OF COMMUNICATION:

ROADBLOCKS OF COMMUNICATION Directing Interpreting Moralizing Persuading Judging Ridiculing Name Calling Warning

ROADBLOCKS TO EFFECTIVE COMMUNICATION:

ROADBLOCKS TO EFFECTIVE COMMUNICATION 1. Ordering, directing, commanding 2. Warning, admonishing, threatening 3. Moralizing, preaching, imploring 4. Advising, giving suggestions or solutions 5. Persuading with logic, lecturing, arguing 6. Judging, criticizing, disagreeing, blaming 7. Praising, agreeing, evaluating positively, buttering up 8. Name calling, ridiculing, shaming 9. Interpreting, analyzing, diagnosing 10. Reassuring, sympathizing, consoling, supporting 11. Probing, questioning, interrogating 12. Distracting, diverting, kidding

Verbal Communication:

Verbal Communication Oral Communication: Oral communication is information spoken by mouth; the use of speech. Some of the examples of Oral Communication are: Face to face communication, Telephonic Communication, Public Address System (Speech), Informal rumor mill (Grape Wine), Audio & Visual Media(Radio, TV), Lectures, Conference-Interchange of views, Meetings, Cultural Affairs. Written Communication : Communication by means of written symbols (either printed or handwritten). Some examples of Written Communication are: Orders, Instructions, Letters, Memos, Reports, Policy manuals, Information Bulletin, Complaint System, Suggestion System, etc

Non-verbal Communication:

Non-verbal Communication Body Language includes facial expression, eye contact, postures, gestures, touch. Para Language is the way we say something rather than what we say, is another nonverbal code . Space and Time Language : Space Language includes surroundings (Design & Language). It communicates social status also. Sign Language : A sign language is a language which, instead of conveyed sound patterns, uses visually transmitted sign patterns.

Non-verbal Communication:

Non-verbal Communication Personal Appearances Facial Expression Posture Gesture Eye Contact

Cues:

Cues A Cue is a type of communication used by an adult to let a child know what is expected of him/her in a given situation. Cues are a type of receptive communication . Designing and using a consistent routine is the beginning of teaching cues. Given time in this type of the routine, the child will first begin to anticipate his/her part in the routine. Given more experience with the routine, the child may begin to anticipate the routine from some part of the routine. Touch cues are ways an adult can touch a child to communicate a desired action. For example, an adult may gently pull a child's arm upward with a grasp at the wrist to cue the child to lift arm during a dressing routine. A sensory cues is some sensory input used to help a child anticipate an event: For example, a smell of lotion before it is applied to the child's arm or the sound of water splashing before placing the child in the bathtub. Object cues are some concrete piece of a routine that is used to represent that routine. For example, a diaper may be an object cue for diaper changing. When deciding what cues to use with a child, it is important to remember to select cues that the child can easily discriminate one from the other. Otherwise the cues may be confusing to the child.

Signals:

Signals Signals are movements the child uses to communicate needs, desires and feelings to adults. Signals are a form of expressive communication. Signals may start as a BEHAVIOR that the child is not intentionally using to communicate. But because an adult consistently responds to this behavior, the child begins to understand that producing this behavior causes a particular event to occur. For example, a child may inadvertently clap hands with an adult. If hand clapping is enjoyable for the child and the adult consistently responds by hand clapping with the child, the child may signal for more hand clapping by clapping the adults hand again. Signals are usually first seen within an already occurring activity. As the child becomes more sophisticated, he or she may produce the signal to initiate the activity.

Symbols:

Symbols Symbols are representations of an event, action, object, person, or place that can be used to communicate about the event, action, object, person, or place. Symbols can be used for both RECEPTIVE and EXPRESSIVE communication. Objects, parts of objects, pictures, print, actions, gestures, signs, and speech can all be symbols. Symbols may start as cues and signals. The more a symbol resembles what it represents, the more concrete that symbol is. The less a symbol resembles what it represents, the more abstract that symbol is. An example of a concrete symbol would be a spoon, used during mealtimes, to represent mealtime. A less concrete (or more abstract) symbol would be a small line drawing of a person eating . The spoken phrase "time to eat" would be the most abstract because those sounds don't look, smell, or feel like food or the action of eating. Concrete symbols are more easily associated with what they represent than are abstract symbols. When determining how closely a symbol resembles an event, action, object, person, or place it is important to consider how the child perceives that event, action, object, person, or place. For example, a symbol based on visual similarities may not be as concrete for a person with a visual impairment as it would be for an individual who is fully sighted. A symbol based on an action may be abstract for an individual with physical impairment such that he/she had never performed that action.

Barriers to Communication:

Barriers to Communication Physical (Intrapersonal) Psychological (Interpersonal) Different Languages Individual Linguistics Ability System Design / Organizational

How to Overcome the Barriers:

How to Overcome the Barriers Identify the Problem Find out the cause Work on Alternative solution Opt for the best solution Follow up rigorously

Other ways of Overcoming Barriers:

Other ways of Overcoming Barriers Use familiar Words Use short word in place of long Use signals Always think about the receiver Try to put yourself in the shoes of a receiver

References:

References “Technical Communication-Principles & Practice” by Meenakshi Raman & Sangeeta Sharma “Essentials of Business Communication” by Rajendra Pal, J S Korlahalli “Effective Technical Communication” by M. Ashraf Rizvi “Communication in Business” by T.S.Mattews “Communicative English” by Prakash Khuman & Bhupesh Gupta www.family-university.org www.tsbvi.edu