01. Communication

Dated: 21-12-2024

Communication is derived from the latin word Communico which means "to share".
Therefore, it is a process of sharing information between 2 people which requires systematic and continuous speaking, listening and understanding.

Why is it Important?

It is a skill which needs to be mastered.
We either learn this skill by

1. Observing people and changing our behavior based on what we see.
2. Education, practice and evaluation from other people.

Your time consumption: 1. 70% for writing, reading, speaking and listening, in general, communication. 2. 69% of this communication time is speaking and listening. 3. 17% for reading. 4. 14% for writing.

Communication Process Cycle

In an organization, a good plan may fail because of ineffective communication.

What is Involved in the Communication Process?

Idea

Information exists in the mind of the sender (who is the source). This can be a concept, idea, information, or feelings.

Encoding

The sender starts to encode his ideas into words or symbols.

Message

This physical product of encoding is a message which can be:

1. Speech in speaking.
2. Written words in writing.
3. Gestures, facial expressions in body language.

Channel

It is the medium used by sender to send information to receiver.
Our choice of channel selection depends on the situational demand

Situation	Medium
Immediate transmission of message	fax instead of letter
Immediate feedback	phone instead of fax
Permanent record of message	written instead of oral
degree of negotiation	Personal meeting
destination of message (a far place)	letter
nature of message (contract)	written

There can be 2, 3 or more channels involved simultaneously.

Decoding

It is the act of understanding messages (words or symbols).
When receiver receives the message, he receives 2 things.

1. Content
2. Context

Content

The actual symbols or letters of the message which is called the language.

Context

It is the way message was delivered and it is called paralanguage.
This includes:

1. Tone of voice
2. Facial expressions
3. Emotional state
4. Gestures

Feedback

This is a 2 way communication and tells the sender that the receiver has understood the message.

Following are the categories of feedback

Evaluation

Making a judgement about the worth, goodness of the sender's statement.

Interpretation

Paraphrasing - Attempting to explain what the sender's statement meant.

Support

Attempting to assist or support the sender.

Probing

Attempting to gain additional information, continue the discussion or clarify the point.

Understanding

Attempting to discover completely what the sender meant by his statement.