EFFECTIVE COMMUNICATION [UWB 10202] Introduction Mdm Siti Aisyah binti Akiah

Outline 1. What is Communication 2. Criteria of an Effective Communication 3. Importance of Effective Communication 4. Communication Model – Elements 5. Forms of Communication 6. Types of Communication

What is Communication? Latin word: “communis” (equal or similarity) Modern day meaning:- the act of / process of communicating the imparting or interchange of thoughts, opinions, or information by speech, writing, or signs something that has been transferred or transmitted a document or message imparting information or opinion any process related to sharing information, ideas & feelings

Is communication taking place? A teacher instructing a student to take off his cap in class but was ignored A group of staffs listening to a briefing on the need for quality work and product given by their manager The Chancellor of Germany giving a talk on German-Malaysia Economic Cooperation to a delegate of Malaysian participants using the German language A navy officer pointing his machine gun towards illegal immigrants after they were caught in a boat off the coast of Pontian An angry motorcyclist raising his middle finger with palm facing inwards to an incoming reckless factory van

EFFECTIVE COMMUNICATION occurs when there is a shared meaning what we do to give and get understanding an active process and a changing event EFFECTIVE COMMUNICATION a two-way process of sending and receiving messages an exchange of words and meanings message that is sent is the same message that is received

Importance of Effective Communication is the key to success to live is to communicate to communicate effectively is to enjoy life more fully we use it : - to share - to inform - to persuade - to make decision - to improve relationships - to discover & uncover information

Elements of Communication WHO (sender) TO WHOM (receiver) WHAT IS SAID (message) USING WHAT & WHERE (channel/mode) THE EFFECT (feedback) Elements of Communication feedback channel

Element 1: The Sender / Source The first person to speak or the one who initiates the communication or creates the message Encoding and sending the message Reacting to feedback from the receiver

Element 2: The Receiver The "listener“, the one or ones for whom the message is intended Receive and interpret the message Store and reacts to the message sent by the source of the message May react by uttering words or in non-verbal ways such as giving out signs, body movements, facial expressions

Element 3: The Message The stimulus produced by the source This is what the sender wants the receiver to know Includes:- - the verbal message (content), and - non-verbal messages inferred from the source (words, grammar, organization, appearance, body movement, personality, self- concept, style, signals) and the environment (noise, interruption)

Element 4: Feedback The reaction that the receiver gives upon receiving the message from the source Enables the source to determine whether the message was understood correctly

Element 5: Channel / Mode The route by which the message flows between the source and the receiver Includes:- means of communication environment interference

Element 5: Channel (Con’t) Means of communication (1) Face-to-face conversations Meetings

Element 5: Channel (Con’t) Means of communication (2) Telephones in offices, cars & airplanes Memos, letters, and telegraphs

Element 5: Channel (Con’t) Means of communication (3) Fax Electronic mail

Element 5: Channel (Con’t) Environment The atmosphere either physically or psychologically when the communication occurs Influence the way the message is interpreted Could be feelings, perceptions, attitude, characteristics of the location, decoration, size and colour in which the communication take place

Element 5: Channel (Con’t) Interference / Barrier (1) Anything that disturbs the transmitted intended message Can be both in the form of internal (meaning of the message) and external (tone of the message) Possible causes:- Language differences Badly expressed messages Arguing or debating

Element 5: Channel (Con’t) Interference / Barrier (2) Lack of background information Jumping to conclusions without waiting for the whole message Distrust Disinterest in the conversation Fear Not listening

Forms of Communication Speech Written Symbols Gestures

Types of Communication Intrapersonal Communication Interpersonal Communication Small Group Communication

Types of Communication (con’t) Intrapersonal Communication Self talk Purpose: to plan, rehearse, prompt to do / or not to do Elements:- - You are the only sender & receiver - The message is made up of thoughts / feelings - The channel: one’s brain - The feedback: discard certain ideas and replace with new ones e.g. dreams, reading aloud to oneself, talking to yourself

Types of Communication (con’t) Interpersonal Communication A process of imparting messages between two or more individuals on a personal, face-to-face level Uses all the elements of communication process Offers the greatest opportunity for feedback Usually takes place in informal and comfortable settings e.g. - discussions - conversations - interviews

of Communication (con’t) Small Group Communication Refers to communication that occurs in groups that are approximately 3 - 10 people Small group communication generally takes place in a context that mixes interpersonal communication interactions with social clustering e.g. work, social, influence Types of Communication (con’t)