COMMUNICATION SKILLS THE NATURE OF COMMUNICATION Dr. Abdullah AL-Zahrani

THE NATURE OF COMMUNICATION  Definitions.  Constituents.  Aims.  Inappropriate Assumptions.  Objectives.  Barriers.  Levels.  Styles.

THE NATURE OF COMMUNICATION Definitions:  Communication = to make it common. = to make it shared. = to make it shared.  Communication deals (sending and receiving) with information, feelings, thoughts, messages, ideas, attitude, and understanding,..etc.  Effective communication can be measured in terms of whether or not the sender ’ s message has had the intended impact on it ’ s receiver.

THE NATURE OF COMMUNICATION Definitions (cont.):  Effective communication versus versus Miscommunication. Miscommunication.  Real communication versus versus Feedback loop. Feedback loop.

THE NATURE OF COMMUNICATION Communication is a continuous process that composed of : 1. Sender ( thought and encoding ). 2. Medium (means, channels). 3. Receiver( reception, decoding, and understanding ). 4. Message. (Transmission ) 5. Feedback. 6. Noise.

THE NATURE OF COMMUNICATION Message medium receiver feedback sender noise

THE NATURE OF COMMUNICATION  Sender can be writer, speaker, and encoder.  Medium can be memo, report, letter, interview, speech, telephone conversation, gesture, tone of voice, physical movement, picture, and chart.  Receiver can be reader, listener, perceiver, and decoder.

THE NATURE OF COMMUNICATION The most common inappropriate assumptions about communication includes :  Communication is a simple, one-way act.  Effective communication is easy.  The message sent ( intended ) is the same as the message received ( interpreted ).  Communication is a human skill cannot be improved.

THE NATURE OF COMMUNICATION Aims of the communication in the individuals level includes :  Requesting information “ To inquire ”.  Informing information “ To inform ”.  Initiate people to understand the information and implement it “ To persuade ”.  Enjoyment “ To entertain ”

THE NATURE OF COMMUNICATION The objectives of the communication within the organization are:  Meeting organizational goals.  Satisfying professional responsibilities.  Fulfilling personal roles.

THE NATURE OF COMMUNICATION  Barriers are mainly the noise which exist in and effect each part within the communication process.  Barriers includes the following: 1.Distractions; A. Senses, e.g. Poor lighting, Overheated room, smoke filed. B. Appearance, e.g. Poor appearance of a speaker, coffee spots on a written report. C. Lack of interest in the subject matter.

THE NATURE OF COMMUNICATION 2.Inadequate Knowledge.( sufficient background). 3.Poor Planning and listening.  60% of our time is spent in listening.  Good listening is not easy. 4.Differences in perception:  Mental Filter which no two are identical.  Influenced by peoples skills, attitude, knowledge levels and sociocultural factors.

THE NATURE OF COMMUNICATION 5. Emotions and Personalities; Both can play positive or negative role.Both can play positive or negative role. 6. Frozen Evaluation; e.g. Typical head nurse.e.g. Typical head nurse. 7. Language; In One language there are problems.In One language there are problems. In Different languages there are many problems.In Different languages there are many problems.

THE NATURE OF COMMUNICATION The levels of the communication can be classified into deferent types ; 1. Communication levels according to the number of participants ; A.Intrapersonal. B.Interpersonal. C.Small group. D.Public. E.Mass.

THE NATURE OF COMMUNICATION 2. Levels according to direction of the communication within the organization: A.Upward. General manager Department mang.

General manager Department mang. 2. Levels according to direction of the communication within the organization: B.Downward THE NATURE OF COMMUNICATION

2. Levels according to direction of the communication within the organization: C.Lateral or Crosswise,( horizontal, and diagonal) General manager Department manager. Unit supervisor Department manager. Unit supervisor H D

THE NATURE OF COMMUNICATION 3. Communication levels according to the organization ’ s borders; A.Internal( within the organization). B.External ( with the external environment). General manager Department manager. EX In

THE NATURE OF COMMUNICATION The styles of the communication can be :  Authoritarian or autocratic.  Paternalistic.  Permissive.  Democratic or participative.

THE NATURE OF COMMUNICATION  Written communication: the advantages of written communication are; the advantages of written communication are;  The documentation.  Provides legal defenses.  Uniformity of procedure.  May decrease the cost. The disadvantages are;The disadvantages are;  Increase paper.  Not immediate feedback.  Take long time.

THE NATURE OF COMMUNICATION  Oral communication ( formal or informal): The advantages of oral communication are;The advantages of oral communication are;  The feedback is immediate.  Possible clarification.  The effect can be noted.  Give feeling of importance. The disadvantages are;The disadvantages are;  May take time.  May be costly.

THE NATURE OF COMMUNICATION  Guides toward effective communication: Clarify the messages.Clarify the messages. Use familiar symbols.Use familiar symbols. Plan your communication.Plan your communication. Consider receiver ’ s needs and interests.Consider receiver ’ s needs and interests. Good selection of means.Good selection of means. Give required feedback.Give required feedback. Insure good environment.Insure good environment. Good listening.( 10 guides ).Good listening.( 10 guides ).

THE NATURE OF COMMUNICATION  10 guides of good listening; 1. Stop talking. 2. Put the talker at ease. 3. Show the talker that you want to listen. 4. Remove distractions. 5. Empathize with the talker.

THE NATURE OF COMMUNICATION  10 guides of good listening; 6. Be patient. 7. Hold your temper. 8. Go easy on argument and criticism. 9. Ask questions. 10. Stop talking.

THE NATURE OF COMMUNICATION  Guides toward effective written communication: Words should be;Words should be;  Simple.  Familiar.  Necessary. Sentence should be;Sentence should be;  Short.  With examples.  Using active verbs.  With personal pronouns “ you ”.

THE NATURE OF COMMITTEE  The committee is one of complex example of the communication which used due to a growing emphasis on group management.  Authority; (decisions, recommendations, and insights).  Size ; 5 – 16.

THE NATURE OF COMMITTEE  Membership; Represents the interests intended to serve and the required authority.Represents the interests intended to serve and the required authority. Member should have the capacity to communicate.Member should have the capacity to communicate.  Subject matter; Limitations should be considered by an agenda and relevant information circulated well in advance.Limitations should be considered by an agenda and relevant information circulated well in advance.

THE NATURE OF COMMITTEE  Chairperson; act to avoid the wastes of the committee.  Minutes; used to avoid the varying interpretations.  Cost effectiveness where the committee most worth it ’ s cost.