1. 1.

Communication is simply the act of transferring information

from one place to another. Critically evaluate the statement.
(Max- 600 words) 10 M

2. friendly greeting and closing. It makes your entire message feel much more
complete, polished, and professional.

3. Proofread. Enough said.

neral rule, respond to emails as soon as you’re realistically able to. You don’t
want to leave people hanging.

Importance of communication

types of communicatiom

model communication

Correctness Communication Etiquettes

barriers

Uses of good cpmmunication

7 cs important

form End para comment transfer info

Function and Purpose of Communication

Information: The collection, delivery, processing, dissemination of news, data, images,
facts and messages, opinions and comments are needed so that people can
understand and act clearly against international conditions, environment and others in
order to make the right decision.

Socialization: The provision of resources or knowledge that enables people to behave

and act as an effective member of society for which he was aware of its social functions
so that he can be active in the community. Motivation: Explain the goal of every society
in short and long term, encouraging people make their choice and desires, encourages
individual and group activities based on shared objectives to be pursued.
 Debate and Discussion: To provide and exchange the necessary facts to allow the
approval or resolve differences of opinion on public issues, providing relevant
evidence necessary for public interest and to the community more involved in issues
of joint activities at international, national and local. Education: The transfer of
knowledge so as to encourage intellectual development, character formation and
education necessary skills and proficiency in all areas of life.

Advancing Culture: The dissemination of the results of culture and art with the intention
of preserving the past heritage, cultural development by expanding one's horizons,
awaken the imagination and encourage creativity and aesthetic needs

Entertainment: Dissemination of signals, symbols, sound and image (image) of drama,

dance, art, literature, music, comedy, sports, games and so for recreation and leisure
groups and individuals.

Integration: Provides for the nation, groups and individuals the opportunity to get the
messages that are needed so they can know each other and understand and
appreciate the conditions, the views and wishes of others. (Effendy, 2009: 27)

From exposure to the above, the functions of communication so much that can be
simplified into four functions, namely:

Convey information (to inform)

Educate (to educate)
Entertaining (to entertain)
Affect (to influence)
Awareness of Goals and Teamwork – When there is open communication between superiors, co-
workers and subordinates, there is smooth flow of information regarding the goals of the organization.
Coordination between the different departments in particular, leads to greater motivation to work
together towards achieving a common organizational goal, rather than working in isolation.
Better Relationships – By listening to employees, showing empathy and giving them the freedom to
express their opinions without fear of being repressed, a manager can create a climate of openness
that leads to better work relationships. Employees will then feel more comfortable in approaching their
superiors and discussing any matter with them.
Problem-solving – Effective communication can help resolve conflicts between co-workers, work
related and performance related problems. Face–to-face communication is especially suited for
achieving this task, since it is one to one and highly personalized in nature.
Improved Performance – Effective communication by managers at the time of appraising the
performance of their employees can point out areas for improvement. A constructive review of
performance, through which a manager gives positive feedback and counsels the employee, instead
of criticizing him for poor performance, can motivate the employee to perform better.

The different categories of communication include:

 Spoken or Verbal Communication: face-to-face, telephone, radio or television
and other media.
 Non-Verbal Communication: body language, gestures, how we dress or act -
even our scent.
 Written Communication: letters, e-mails, books, magazines, the Internet or via
other media.
 Visualizations: graphs and charts, maps, logos and other visualizations can
communicate messages.
The process of interpersonal communication verbal and nonverbal communication, or body
language,

tone of our voice can give clues to our mood or emotional state, whilst hand signals or gestures
can add to a spoken message.

Receivers can use techniques such as Clarification and Reflection as effective ways to ensure
that the message sent has been understood correctly.

Barriers to Effective Communication

Information Overload

Emotional disconnects Unwillingness to Communicate:

Lack of Source Credibility

Semantics

Filtering
vulnerable to misinformation
Interpretation and making sense
Semantic Barriers
There is always a possibility of misunderstanding the feelings of the sender of the message or getting
a wrong meaning of it. The words, signs, and figures used in the communication are explained by the
receiver in the light of his experience which creates doubtful situations. This happens because the
information is not sent in simple language.
The chief language-related barriers are as under:
(i) Badly Expressed Message, Premature Evaluation
Unwillingness to Communicate:

Reception of signals and reassembling of the encoded message

Selective Perception
Selective perception refers to filtering what we see and hear to suit our own needs.

Dimensions of Communication

Communication has four primary components:

 Message (the content being communicated)

 Source (who the message comes from)
  Form and channel (through which medium)
 Destination/receiver/target (to whom)

 Attitudinal barriers presented by individuals. One person may want information

compressed to bullet points, another may demand granular detail. Personality
conflicts can lead people to delay or refuse to communicate, and dissatisfaction
with the style of a message can result in its being ignored or misinterpreted.
 Ambiguous words/phrases that sound the same but have different meanings.
Here the communicator must ensure that the receiver receives the intended
meaning through careful word choice that avoids the possibility of multiple
interpretations.
 Individual linguistic ability is important to consider: will intended targets
understand industry-specific jargon, complex words, or colloquialisms? Using
words that recipients can’t understand is inappropriate and counter-productive,
resulting in confusion and alienation.
 Physiological barriers like ill health, poor eyesight, or hearing difficulties. Even
a common cold can impact someone’s ability to compose or understand a
message.
 The format and delivery of information is important. Communications have to
take the potential barriers of an audience into account and tailor the message
to reach them.

 Stimulation
 Convincing
 Call to action
 Increase consideration
 Tolerance of alternate perspectives

Factors (ingredients of communication)

Clarity
Impact
Context
Brevity
Value
Effective communication providers
Respectful communication

Uses of effective communication

Type verbal and non verbal

Verbal
Formal –
a) meeting
b) telephone

informal-
meeting friend
grapevine- word of mouth

Main Ideas:
O Oral Communication vs Written
Communication
O The Voice in Delivery
O The Body in Delivery
written communication, oral
communication allows for immediate
listener feedback.

O The listener may provide the speaker

important visual cues (i.e. non-verbal
indicators of agreement, confusion,
scepticism, keen interest, etc.).

O The speaker is responsible for adapting to

the listener’s non-verbal cues.

written communication, oral

communication allows for immediate
listener feedback.

O The listener may provide the speaker

important visual cues (i.e. non-verbal
indicators of agreement, confusion,
scepticism, keen interest, etc.).

O The speaker is responsible for adapting to

the listener’s non-verbal cues.

 Medium, brevity: The quality of being brief in duration.

 active listening: The process of attending carefully to what a speaker is

saying, involving such techniques as accurately paraphrasing the speaker’s
remarks.

Constructive Feedback
listen actively , which involves deferring judgment until you've heard
everything that the other person has to say.
Non-verbal Examples
First Impressions
Distance
Orientation
Posture
Movements
Gestures
Facial Expressions
Eye Contact
Sound Effects
Direct Contact

Personal Appearance
form of communication

Feedback - Feedback is the main component of

communication process as it
permits the sender to analyze the efficacy of the
message. It helps the sender
in confirming the correct interpretation of
message by the decoder. Feedback
The purpose of communication is to get your
message across to others clearly and
unambiguously
. Communication is sending and receiving information between two or more people. The person
sending the message is referred to as the sender, while the person receiving the information is
called the receiver. The information conveyed can include facts, ideas, concepts, opinions,
beliefs, attitudes, instructions and even emotions

The ability to express an idea is well-nigh as important as the

idea itself.– American businessman, Bernard Baruch
 Credible – Does your message improve or highlight your credibility ? This
is especially important when communicating with an audience that doesn't
know much about you.
 Creative – Does your message communicate creatively? Creative
communication helps keep your audience engaged.

Business communication is used for a wide variety of activities including, but not limited to:
strategic communications planning, media relations, public relations (which can include social
media, broadcast and written communications, and more), brand management, reputation
management, speech-writing, customer-client relations, and internal/employee communications.
Companies with limited resources may choose to engage in only a few of these activities, while
larger organizations may employ a full spectrum of communications. Since it is difficult to develop
such a broad range of skills, communications professionals often specialize in one or two of
these areas but usually have at least a working knowledge of most of them. By far, the most
important qualifications communications professionals can possess are excellent writing ability,
good 'people' skills, and the capacity to think critically and strategically.

Knowing why communication is occurring is an important first step - there are

however problems that affect the context of the communication:

Timing
Timing is fundamental to successful communication. as well as considering a suitable time to
hold a conversation you should make sure that there is enough time to cover all that is needed,
including time to clarify and negotiate. Talking to an employee about a strategic decision five
minutes before they have to leave the office for the day, for example, would probably not be as
successful as having the same conversation the following morning.

Location
 It should be fairly obvious that communication is going to be less effective if it is conducted in a
noisy, uncomfortable or busy place. Such places have many distractions and often a lack of
privacy.

Misconceptions
The context of communication is also governed by our own feelings about it.

As already discussed, we stereotype people and therefore can develop inaccurate misconceptions
and false assumptions. When communicating we may assume that:

 all parties know what we are talking about;

 we know the other person’s views and opinions of the situation;
 we should not show any emotion;
 we are right, they are wrong.
There are many other examples of misconceptions highlighting the importance of
careful reflection and clarification in all communication.

7 Cs, communication needs to be:

1. Clear.
2. Concise.
3. Concrete.
4. Correct.
5. Coherent.
6. Complete.
7. Courteous.
huge boost to our productivity? We can make sure that we communicate in
the clearest, most effective way possible
purpose in communicating
specific
better we communicate, the more credibility we'll have
egs

Stronger decision-making and problem-solving

Upturn in productivity
Convincing and compelling corporate materials

Clearer, more streamlined workflow

Enhanced professional image

Sound business relationships

Successful response ensured

horizontal communication

accurate and timely, (2) specific and organized for a purpose, (3) presented within a context that
gives it meaning and relevance, and (4) can lead to an increase in understanding and decrease
in uncertainty.
Information is valuable because it can affect behavior, a decision, or an outcome. For example, if
a manager is told his/her company's net profit decreased in the past month, he/she may use this
information as a reason to cut financial spending for the next month. A piece of information is
considered valueless if, after receiving it, things remain unchanged. For a technical definition of
information see information theory.

Information exchange between departments or functional units as means of coordinating their

activities.
Communication is simply the act of transferring information from one place to another. It may be
vocally (using voice), written (using printed or digital media such as books, magazines, websites
or emails), visually (using logos, maps, charts or graphs) or non-verbally (using body language,
gestures and the tone and pitch of voice).

4. Nonverbal Communication Is More Credible

Although we can rely on verbal communication to fill in the blanks
sometimes left by nonverbal
expressions, we often put more trust into what people do over what they
say.

The involuntary nature of much nonverbal communication makes it more

difficult to control or
“fake.” For example, although you can consciously smile a little and shake
hands with someone
when you first see them, it’s difficult to fake that you’re “happy” to meet
someone. Nonverbal
 communication leaks out in ways that expose our underlying thoughts or
feelings.

For example, nonverbal communication is primarily biologically based

while verbal communication is primarily culturally based. This is evidenced
by the fact that some
nonverbal communication has the same meaning across cultures while no
verbal communication
systems share that same universal recognizability.

Nonverbal Communication
Facts
Facial Expression

Your face can express a myriad of emotions and can readily be understood by
anyone, even someone who does not speak your language. Unlike gestures, which
may vary from culture to culture, facial expressions such as happiness, sadness and
fear are universal, according to HelpGuide.org.

Gestures

Although some people gesture more freely and expressively than others, most
people would find talking without gesturing at all to be difficult. Gesturing is useful not
only to help your listener understand, but you may find that hand movements actually
help you express yourself verbally. Gestures vary from culture to culture, and a hand
movement commonly used in one country may be considered inappropriate or
offensive in another, according to Andrews University.

Posture

The posture of both the speaker and the listener convey a message to the same
degree as the words being spoken. The way you sit or stand shows others whether
you are interested or bored, attentive or distracted. Sitting or standing with erect
posture and facing a person when you speak or listen shows that you are receptive.
Behaviors such as slouching, looking the other way or staring at the ceiling can be
interpreted as rude and disrespectful. Leaning away from someone indicates a
negative attitude, according to Stockton College.

Eyes

No matter what you are saying verbally, your eyes show how you truly feel. People
tend to look at the people to whom they are speaking or listening, and your eyes can
give away your feelings of attraction, boredom, hostility, affection or disgust. Eye
contact is an important part of back-and-forth talk. People engaged in conversation
use eye contact to pace their speech and measure how the other person is
responding.

Touch

Touch can carry a great deal of information. Touch, such as a tap on the shoulder,
can serve to simply get someone’s attention. Certain kinds of touch can convey
positive emotions--such as an affectionate pat on the arm, a friendly slap on the back
or a warm hug. But touch is not always welcome, such as an controlling grip on the
arm or an inappropriate sexual advance.

Space

The amount of space between two people is also a form of nonverbal communication
and often depends on the degree of intimacy or comfort between them.

Nonverbal communication have the following three elements:

Appearance
Speaker: clothing, hairstyle, neatness, use of cosmetics
Surrounding: room size, lighting, decorations, furnishings

Body Language
facial expressions, gestures, postures

Sounds
Voice Tone, Volume, Speech rate

Types of Communication Based on Purpose and Style

Based on style and purpose, there are two main categories of communication and they both bears
their own characteristics. Communication types based on style and purpose are:

1. Formal Communication
 2. Informal Communication

1. 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.

In formal communication, use of slang and foul language is avoided and correct pronunciation is
required. Authority lines are needed to be followed in formal communication.

Language is governed by rules  Phonological rules –govern how sounds are combined to form
words  Semantic rules – define the meaning of specific words  Syntactic rules – govern the
structure of the language, the way symbols can be arranged  Pragmatic rules – govern the
appropriateness of words in given contexts

Good Example
Watch what happens when we're concise and take out the filler words:

Hi Matt,

I wanted to quickly discuss the email marketing campaign that we analyzed

last Thursday. Our target market will want to know about the company's
philanthropic efforts, especially our goals to become sustainable and help
local schools.

This would make a far greater impact, and it would stay in their minds
longer than a traditional sales pitch.

What do you think?

Articulation

O Speak with clarity, emphasizing every

syllable.

O Avoid mumbling and slurring words.