The Basics of Effective Interpersonal Communication

What is Communication? What do you think communication is? How would you define it? What do you think communication is? How would you define it?

Communication Communication is defined as the interchange of thoughts or opinions through shared symbols; e.g. language, words, phrases Communication is defined as the interchange of thoughts or opinions through shared symbols; e.g. language, words, phrases Every communicative act is based on something that conveys meaning, and that conveyance is the message. Every communicative act is based on something that conveys meaning, and that conveyance is the message. The message may be either verbal or nonverbal. The message may be either verbal or nonverbal.

Four Facets of Communication Three are four facets in all types of communication: Three are four facets in all types of communication: Sender Sender Receiver Receiver Information Information Behavior Behavior

Four Facets of Communication In any communication: In any communication: The Sender is the person trying to communicate a message The Sender is the person trying to communicate a message The Receiver is the person at whom the message is directed The Receiver is the person at whom the message is directed A message is sent to convey information A message is sent to convey information Information is meant to change behavior Information is meant to change behavior

Nonverbal Communication Facial expressions Facial expressions Body language Body language Eye contact Eye contact Dress and physical appearance Dress and physical appearance Gestures Gestures When our words send one message and our nonverbal cues send another message, people almost always believe our nonverbal cues.

Six Basic Emotions that most people express & recognize Sadness Anger Fear Surprise DisgustHappiness

Using Acronyms to Communicate An acronym is a word made up of the first letters of each word in a phrase. An acronym is a word made up of the first letters of each word in a phrase. Most acronyms are written in all capital letters. Most acronyms are written in all capital letters. When communicating, acronyms that are technical in nature and not understood by the general population should be defined or should be avoided to prevent confusion. When communicating, acronyms that are technical in nature and not understood by the general population should be defined or should be avoided to prevent confusion.

Using Technical Jargon Technical jargon is a specialized language of a particular occupation. Technical jargon is a specialized language of a particular occupation. It should be avoided when speaking to someone outside that occupation otherwise confusion may arise. It should be avoided when speaking to someone outside that occupation otherwise confusion may arise.

Why We Communicate We communicate to: We communicate to: Share our ideas and opinions Share our ideas and opinions Provide feedback to others Provide feedback to others Get information from others Get information from others Gain power and influence Gain power and influence Develop social relationships Develop social relationships Give instructions Give instructions

Giving Instructions for Technical Support When giving instructions for technical support you should: When giving instructions for technical support you should: Include- Include- Introduction Introduction Definitions Definitions Necessary Preparations Necessary Preparations Warnings or Precautions Warnings or Precautions Steps Steps Thank you and Closing Thank you and Closing

How We Communicate We communicate and build interpersonal relationships through: We communicate and build interpersonal relationships through: Speech Speech Writing Writing Listening Listening Non-verbal language Non-verbal language Music, art, and crafts Music, art, and crafts

Sources of Communication Our communication comes from the following three sources: Our communication comes from the following three sources: Words = 7% Words = 7% Tones = 36% Tones = 36% Gestures = 55% Gestures = 55%

Choosing Your Medium Depending upon the situation, one method of communication may be better than another. Depending upon the situation, one method of communication may be better than another. In person: one-to-one In person: one-to-one In person: meetings, small groups In person: meetings, small groups In person: presentations, large groups In person: presentations, large groups Letter Letter Memo Memo Note Note Voice mail Voice mail

Choosing Your Medium To determine the best medium for your message determine: To determine the best medium for your message determine: What you as the sender need to achieve What you as the sender need to achieve What the receiver needs to know. What the receiver wants to know What the receiver needs to know. What the receiver wants to know How detailed, important, and or personal the information in the message is How detailed, important, and or personal the information in the message is Which behavior you want to influence and how Which behavior you want to influence and how

We Communicate to… State an opinion or position State an opinion or position Give instructions or directions Give instructions or directions Announce a change Announce a change Make presentations Make presentations Participate in class discussions Participate in class discussions Give information in emergencies Give information in emergencies

Barriers to Communication Some common barriers to interpersonal communication include: Some common barriers to interpersonal communication include: Unclear process: The receiver and sender may not share the same language, slang, jargon, vocabulary, symbols Unclear process: The receiver and sender may not share the same language, slang, jargon, vocabulary, symbols Personal limitations: Physical and mental disabilities, and differences in intelligence and education may interfere with mutual understanding Personal limitations: Physical and mental disabilities, and differences in intelligence and education may interfere with mutual understanding Distractions: Both External and Internal Distractions: Both External and Internal

Obstacles to Communicating… Your own shyness Your own shyness Fear of rejection Fear of rejection Peer pressure Peer pressure Unorganized thinking Unorganized thinking Others possibly becoming defensive Others possibly becoming defensive Physical disabilities (impaired sight, hearing, speech) Physical disabilities (impaired sight, hearing, speech) Having to deal with aggressive people Having to deal with aggressive people