1. INFS 112 Introduction to information management
Session 4 – Communication
Lecturer: Dr. Perpetua S. Dadzie, Dept. of Information Studies
Contact Information:

2. Session Overview
At the end of the session, the student will be able to:
Define and explain the importance of communication
Understand the goals of communication
Explain the 7C’s of Communication
Understand the One-Way and Two-way communication processes
Dr. Perpetua Dadzie, Dept of Information Studies

3. Session Outline
The key topics to be covered in the session are as follows:
Topic One - Definition and Importance of Communication
Topic Two - Goals of Communication
Topic Three – 7Cs of Communication
Topic Four – One-way and Two-Way Communication Processes
Dr. Perpetua Dadzie, Dept of Information Studies

4. Reading List
Palmer, S. & Weaver, M. (1998). Information Management. Oxford: Butterworth Heinemann. pp.70
Dr. Perpetua Dadzie, Dept of Information Studies

5. Definition and Importance of communication
Topic One
Definition and Importance of communication
Dr. Perpetua Dadzie, Dept of Information Studies

6. What is Communication?
It is about sending and receiving information or the transmission of information and meaning from one party to another through using shared symbols.
It is the process of exchanging information, ideas, thoughts, feelings, emotions through speech, signals, writing, behaviour
It involves the interchange of facts, thoughts, value judgments and opinions
Dr. Perpetua Dadzie, Dept of Information Studies

7. Importance of Communication
Communication used everywhere
At work – used to provide people with information that they need to make decisions
Used to motivate people by explaining what needs to be done, by setting goals and providing feedback
In social lives – used to build good relationships and create mutual understanding in groups, clubs and societies
Dr. Perpetua Dadzie, Dept of Information Studies

8. Goals of communication
Topic Two
Goals of communication
Dr. Perpetua Dadzie, Dept of Information Studies

9. Goals of Communication
Four main goals of communication have been identified:
To inform
To persuade
To motivate
To build mutual understanding
Dr. Perpetua Dadzie, Dept of Information Studies

10. Goals of Communication(2)
To inform: without communication, no one would know your achievements, programmes or plans.
To persuade: you may want to influence people to take certain actions and the way to do so is to communicate
To motivate: you need to communicate to motivate or encourage people to give of their best
To build mutual understanding: if someone is talking to you and you understand exactly what is being said then communication has been successful
Dr. Perpetua Dadzie, Dept of Information Studies

11. 7cs of communication Topic Three
Dr. Perpetua Dadzie, Dept of Information Studies

12. 7C’s of Communication
There are various types of communication, all of which are used in organizations. Whichever type is used, it is important to remember that effective communication must have the following qualities:
Correctness
Clarity
Conciseness
Completeness
Consideration
Concreteness
Courtesy
Dr. Perpetua Dadzie, Dept of Information Studies

13. 7C’s of Communication (2)
Correctness means:
Use the right level of language
Correct use of grammar, spelling and punctuation
Accuracy in stating facts and figures
Correctness in message helps in building confidence.
Clarity
Clarity demands the use of simple language and easy sentence structure in composing the message. When there is clarity in presenting ideas, it’s easy for the receiver/decoder to grasp the meaning being conveyed by the sender/encoder.
Clarity makes comprehension easier.
Dr. Perpetua Dadzie, Dept of Information Studies

14. 7C’s of Communication (3)
Conciseness
can be achieved by avoiding wordy expressions and repetition. Using brief and to the point sentences, including relevant material makes the message concise. Achieving conciseness does not mean to loose completeness of message. Conciseness saves time.
Completeness
the message must bear all the necessary information to bring the response you desire. The sender should answer all the questions and with facts and figures. and when desirable, go for extra details.
Completeness brings the desired response.
Dr. Perpetua Dadzie, Dept of Information Studies

15. 7C’s of Communication (4)
Consideration
Consideration demands to put oneself in the place of receiver while composing a message. It refers to the use of You attitude, emphases positive pleasant facts, visualizing reader’s problems, desires, emotions and his response.
Consideration means understanding of human nature.
Concreteness
Being definite, vivid and specific rather than vague, obscure and general leads to concreteness of the message. Facts and figures being presented in the message should be specif.
Concreteness reinforces confidence.
Dr. Perpetua Dadzie, Dept of Information Studies

16. 7C’s of Communication (5)
Courtesy
Courtesy means not only thinking about receiver but also valuing his feelings. Much can be achieved by using polite words and gestures, being appreciative, thoughtful, tactful, and showing respect to the receiver.
Courtesy builds goodwill.
Dr. Perpetua Dadzie, Dept of Information Studies

17. Videos
Communication Skill (7’Cs of communication) <iframe width="420" height="315" src=" frameborder="0" allowfullscreen></iframe>
Dr. Perpetua Dadzie, Dept of Information Studies

18. The one-way and two-way communication processes
Topic Four
The one-way and two-way communication processes
Dr. Perpetua Dadzie, Dept of Information Studies

19. The One-way Communication Process
Several ways of communication. Examples: One-way communication, Two-way communications.
One-way Communication – when a person sends a message to another person and no questions, feedback or interaction follow.
Good for giving simple directions
Fast but often less accurate than two-way communication
Dr. Perpetua Dadzie, Dept of Information Studies

20. The Two-way Communication Process
A process in which information flows in two-directions –the receiver provides feedback and the sender receptive to the feedback.
Good for problem solving It is more accurate and fewer mistakes in transmission.
it is time-consuming and more difficult for the sender.
Dr. Perpetua Dadzie, Dept of Information Studies

21. Activities
Dr. Perpetua Dadzie, Dept of Information Studies

22. References
Seven C’s of Effective Communication
Dr. Perpetua Dadzie, Dept of Information Studies