Professional Communication 1 - Basic Elements

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Basic elements of professional and formal communication

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Professional Communication 1 - Basic Elements

  1. 1. Image courtesy of www.visualphotos.com
  2. 2. PROFESSIONAL COMMUNCIATION NOTE-TAKING GUIDE • • What is the meaning of communication, organization, professional, structure, and hierarchy? What is the meaning of professional communication? EXPECTED OUTPUT • Define and give examples of communication. • Define, differentiate, and give examples of hierarchy and structure; organization and structure, professional and unprofessional. • Define and give examples of professional communication. FLG 123: PROFESSIONAL COMMUNICATION mr.jaime.aiu@gmail.com Albukhary International University
  3. 3. IMPORTANCE of COMMUNICATION Communication is a key part of the success of any activity. FLG 123: PROFESSIONAL COMMUNICATION mr.jaime.aiu@gmail.com Albukhary International University
  4. 4. IMPORTANCE of COMMUNICATION Misunderstandings can be caused by poor communication. FLG 123: PROFESSIONAL COMMUNICATION mr.jaime.aiu@gmail.com Albukhary International University
  5. 5. IMPORTANCE of COMMUNICATION Effective communication skills are one of the most important skills that you need because they can help you achieve the best outcome in any situation. FLG 123: PROFESSIONAL COMMUNICATION mr.jaime.aiu@gmail.com Albukhary International University
  6. 6. IMPORTANCE of COMMUNICATION If communication is effective, everyone feels less pressure. FLG 123: PROFESSIONAL COMMUNICATION mr.jaime.aiu@gmail.com Albukhary International University
  7. 7. IMPORTANCE of COMMUNICATION For new members of a group, much effort is on learning about how communication works, the different communication policies and procedures that are used. FLG 123: PROFESSIONAL COMMUNICATION mr.jaime.aiu@gmail.com Albukhary International University
  8. 8. IMPORTANCE of COMMUNICATION  Communication is a key part of the success of any activity.  Misunderstandings can be caused by poor communication.  Effective communication skills are one of the most important skills that you need because they can help you achieve the best outcome in any situation.  If communication is effective, everyone feels less pressure.  For new members of a group, much effort is on learning about how communication works, the different communication policies and procedures that are used. FLG 123: PROFESSIONAL COMMUNICATION mr.jaime.aiu@gmail.com Albukhary International University
  9. 9. Image courtesy of www.calliflower.com.
  10. 10. COMMUNICATION PURPOSES Purpose of Data Transfer 1. 2. 3. 4. 5. 6. 7. To inform To entertain To preserve To elicit reaction To change opinion To convince to take action To create change FLG 123: PROFESSIONAL COMMUNICATION mr.jaime.aiu@gmail.com To educate Albukhary International University
  11. 11. Image courtesy of thegogreenblog.com.
  12. 12. COMMUNICATION EXERCISE Identify the Purpose of Data Transfer  A weather forecaster announces that it will rain this afternoon.  A teacher delivers a lecture about the types of adjectives.  A boy takes a photo of his house.  A director makes a horror movie. FLG 123: PROFESSIONAL COMMUNICATION mr.jaime.aiu@gmail.com Albukhary International University
  13. 13. COMMUNICATION EXERCISE Can data be used for more than one purpose?  A sign in the furniture section says 75 to 80% discount on all items.  A shampoo advertisement uses a model with perfect hair.  A weather forecaster announces that it will rain this afternoon, so you should bring an umbrella.  A girl uses a red dress, red bag, red shoes, red nail polish, red sunglasses, and red lipstick. FLG 123: PROFESSIONAL COMMUNICATION mr.jaime.aiu@gmail.com Albukhary International University
  14. 14. COMMUNICATION EXERCISE Give an Example of Communication  To inform  To entertain  To preserve  To elicit reaction  To change opinion  To convince to take action  To create change FLG 123: PROFESSIONAL COMMUNICATION mr.jaime.aiu@gmail.com Albukhary International University
  15. 15. COMMUNICATION EXERCISE Give an Example of Text-only Data  To inform  To entertain  To preserve  To elicit reaction  To change opinion  To convince to take action  To create change FLG 123: PROFESSIONAL COMMUNICATION mr.jaime.aiu@gmail.com Albukhary International University
  16. 16. COMMUNICATION EXERCISE Give an Example of Non-Text Data  To inform  To entertain  To preserve  To elicit reaction  To change opinion  To convince to take action  To create change FLG 123: PROFESSIONAL COMMUNICATION mr.jaime.aiu@gmail.com Albukhary International University
  17. 17. COMMUNICATION EXERCISE Text-Only, Text & Image, or Image Only?  Letter of acceptance from Harvard University  Email from best friend to go swimming  Advertisement to buy plastic sunglasses  Advertisement to buy diamonds  Advertisement inviting applicants for a scholarship  Sign of an old car for sale at a very low price FLG 123: PROFESSIONAL COMMUNICATION mr.jaime.aiu@gmail.com Albukhary International University
  18. 18. Image courtesy of finan.com
  19. 19. ELEMENTS of COMMUNICATION Data or information is anything that is the message that is sent by a sender. FLG 123: PROFESSIONAL COMMUNICATION mr.jaime.aiu@gmail.com Albukhary International University
  20. 20. ELEMENTS of COMMUNICATION The tool used for transferring data is called media or medium of communication. FLG 123: PROFESSIONAL COMMUNICATION mr.jaime.aiu@gmail.com Albukhary International University
  21. 21. ELEMENTS of COMMUNICATION Data transfer can be complete, partial, or zero. FLG 123: PROFESSIONAL COMMUNICATION mr.jaime.aiu@gmail.com Albukhary International University
  22. 22. ELEMENTS of COMMUNICATION Anything that prevents complete data transfer is called noise, interference, or intervening variable. FLG 123: PROFESSIONAL COMMUNICATION mr.jaime.aiu@gmail.com Albukhary International University
  23. 23. ELEMENTS of COMMUNICATION  Data or information is anything that is the message that is sent by a sender.  The tool used for transferring data is called media or medium of communication.  Data transfer can be complete, partial, or zero.  Anything that prevents complete data transfer is called noise, interference, or intervening variable. FLG 123: PROFESSIONAL COMMUNICATION mr.jaime.aiu@gmail.com Albukhary International University
  24. 24. Key Elements of Communication 100% TRANSFER RECEIVER SENDER PARTIAL TRANSFER SENDER INTERFERENCE RECEIVER ZERO TRANSFER SENDER FLG 123: PROFESSIONAL COMMUNICATION INTERFERENCE mr.jaime.aiu@gmail.com RECEIVER Albukhary International University
  25. 25. Image courtesy of www.certaindoubt.net.
  26. 26. TYPES OF INFORMATION or DATA Data is anything that can be sensed Data or information is anything that is absorbed by the senses: text, images, sounds, actions, colors, smells, shapes, sizes, textures, or movement. FLG 123: PROFESSIONAL COMMUNICATION mr.jaime.aiu@gmail.com Albukhary International University
  27. 27. TYPES OF INFORMATION or DATA  Visual data: words, images, movements, spaces, colors, shapes, sizes  Audio data: sounds, silence  Olfactory data: smells, lack of smells FLG 123: PROFESSIONAL COMMUNICATION mr.jaime.aiu@gmail.com Albukhary International University
  28. 28. TYPES OF INFORMATION or DATA  Tactile data: texture, touch, pressure  Other sensory data: taste, pain, pleasure  Psychological data: empathy, anger FLG 123: PROFESSIONAL COMMUNICATION mr.jaime.aiu@gmail.com Albukhary International University
  29. 29. TYPES OF INFORMATION or DATA Data is anything that can be sensed  Data or information is anything that is absorbed by the       senses: text, images, sounds, actions, colors, smells, shapes, sizes, textures, or movement. Visual data: words, images, movements, spaces, colors, shapes, sizes Audio data: sounds, silence Olfactory data: smells, lack of smells Tactile data: texture, touch, pressure Other sensory data: taste, pain, pleasure Psychological data: empathy, anger FLG 123: PROFESSIONAL COMMUNICATION mr.jaime.aiu@gmail.com Albukhary International University
  30. 30. Image courtesy of www.thatwhitepaperguy.com.
  31. 31. Types of Information SENSE CATEGORY VISUAL INFORMATION  Text  Colors  Images  Shapes  Sound  Noise EXAMPLES Books  Letters  Photos  Charts  Diagrams  Movies  TACTILE GUSTATORY  Records Tapes   Perfume  Scents  No Smell  Food  Natural smells  Temperature  Moisture OLFACTORY   Smell AUDITORY Speech Music Radio   Silence  Texture Salty  Sour  Sweet  FLG 123: PROFESSIONAL COMMUNICATION Bitter  No Taste  mr.jaime.aiu@gmail.com   Hot or cold  Smooth or rough  Wet, moist, or dry Hot or cold  Smooth or rough  Wet, moist, or dry  Albukhary International University
  32. 32. Image courtesy of thegogreenblog.com.
  33. 33. EXERCISE Identify: Data, Sender, Receiver  A boy is writing a note to his friend. FLG 123: PROFESSIONAL COMMUNICATION mr.jaime.aiu@gmail.com Albukhary International University
  34. 34. EXERCISE Identify: Data, Sender, Receiver  A girl uses a mirror to arrange her hair. FLG 123: PROFESSIONAL COMMUNICATION mr.jaime.aiu@gmail.com Albukhary International University
  35. 35. EXERCISE Identify: Data, Sender, Receiver  A man inhales to smell the aroma of a fresh cup of coffee. FLG 123: PROFESSIONAL COMMUNICATION mr.jaime.aiu@gmail.com Albukhary International University
  36. 36. EXERCISE Identify: Data, Sender, Receiver A doctor listens to music on the radio. FLG 123: PROFESSIONAL COMMUNICATION mr.jaime.aiu@gmail.com Albukhary International University
  37. 37. EXERCISE Identify: Data, Sender, Receiver  A boy is writing a note to his friend. (Text data, boy sender, friend receiver)  A girl uses a mirror to arrange her hair. (Image data, mirror sender, girl receiver)  A man inhales to smell the aroma of a fresh cup of coffee. (Olfactory data, coffee sender, man receiver)  A doctor listens to music on the radio. (Audio data, radio sender, man receiver) FLG 123: PROFESSIONAL COMMUNICATION mr.jaime.aiu@gmail.com Albukhary International University
  38. 38. Image courtesy of factspage.blogspot.com
  39. 39. COMMUNICATION & MEANING What is Communication? Communication is the transfer of information from sender to receiver. FLG 123: PROFESSIONAL COMMUNICATION mr.jaime.aiu@gmail.com Albukhary International University
  40. 40. COMMUNICATION & MEANING If there is no transfer of information, then there is no communication. FLG 123: PROFESSIONAL COMMUNICATION mr.jaime.aiu@gmail.com Albukhary International University
  41. 41. COMMUNICATION & MEANING If there transmission but no transfer of information, then there is communication failure. FLG 123: PROFESSIONAL COMMUNICATION mr.jaime.aiu@gmail.com Albukhary International University
  42. 42. COMMUNICATION & MEANING Another word for information is data. There is a slight difference in meaning. FLG 123: PROFESSIONAL COMMUNICATION mr.jaime.aiu@gmail.com Albukhary International University
  43. 43. COMMUNICATION & MEANING Data is the content of the message that is sent. Information is the meaning that is received. FLG 123: PROFESSIONAL COMMUNICATION mr.jaime.aiu@gmail.com Albukhary International University
  44. 44. COMMUNICATION & MEANING What is Communication?  Communication is the transfer of information from     sender to receiver. If there is no transfer of information, then there is no communication. Another word for information is data. There is a slight difference in meaning. Data is the content of the message that is sent. Information is the meaning that is received. FLG 123: PROFESSIONAL COMMUNICATION mr.jaime.aiu@gmail.com Albukhary International University
  45. 45. Image courtesy of factspage.blogspot.com
  46. 46. METHODS of COMMUNICATION WORDS SYMBOLS GRAPHICS FACIAL EXPRESSIONS CLOTHING BODY LANGUAGE STOP! GO! DANGER! FLG 123: PROFESSIONAL COMMUNICATION mr.jaime.aiu@gmail.com Albukhary International University
  47. 47. Effective Communication Elements 100% TRANSFER RECEIVER SENDER FLG 123: PROFESSIONAL COMMUNICATION mr.jaime.aiu@gmail.com Albukhary International University
  48. 48. COMMUNICATION PROCESS SENDER  RECEIVER  MESSAGE  FEEDBACK FLG 123: PROFESSIONAL COMMUNICATION mr.jaime.aiu@gmail.com Albukhary International University
  49. 49. Image courtesy of www.chec.pitt.edu.
  50. 50. TYPES OF INTERFERENCE Interference is data that prevents 100% effectiveness of communication Environmental interference can be distractions or message blockers, message distorters Sender interference can be projection, misleading input FLG 123: PROFESSIONAL COMMUNICATION mr.jaime.aiu@gmail.com Albukhary International University
  51. 51. TYPES OF INTERFERENCE Receiver interference can be resistance, sensory challenge or distraction. Message content interference can be incorrectness, incompleteness, or distortion. FLG 123: PROFESSIONAL COMMUNICATION mr.jaime.aiu@gmail.com Albukhary International University
  52. 52. TYPES OF INTERFERENCE Message format interference can be incorrectness or unacceptability. Medium interference can be technical, human, advertent, or inadvertent. FLG 123: PROFESSIONAL COMMUNICATION mr.jaime.aiu@gmail.com Albukhary International University
  53. 53. TYPES OF INTERFERENCE       Interference is data that prevents 100% effectiveness of communication Environmental interference can be distractions or message blockers, message distorters Sender interference can be projection, misleading input Receiver interference can be resistance, sensory challenge or distraction. Message content interference can be incorrectness, incompleteness, or distortion. Message format interference can be incorrectness or unacceptability. Medium interference can be technical, human, advertent, or inadvertent. FLG 123: PROFESSIONAL COMMUNICATION mr.jaime.aiu@gmail.com Albukhary International University
  54. 54. Image courtesy of www.instructables.com
  55. 55. FORMAL COMMUNICATION Meaning of Formal Communication  Formal communication can refer to content or procedure.  Formal Content: Data follows an established format (appearance, punctuation, spelling) and language (vocabulary). Informal content does not have fixed rules.  Formal Procedure: Data is transferred from one part to another part in an organisational structure according to established rules. Informal have no fixed rules. FLG 123: PROFESSIONAL COMMUNICATION mr.jaime.aiu@gmail.com Albukhary International University
  56. 56. FORMAL COMMUNICATION Meaning of Formal Communication Formal communication can refer to content or procedure. FLG 123: PROFESSIONAL COMMUNICATION mr.jaime.aiu@gmail.com Albukhary International University
  57. 57. FORMAL COMMUNICATION Formal Content: Data follows an established format (appearance, punctuation, spelling) and language (vocabulary). Informal content does not have fixed rules. FLG 123: PROFESSIONAL COMMUNICATION mr.jaime.aiu@gmail.com Albukhary International University
  58. 58. FORMAL COMMUNICATION Formal Procedure: Data is transferred from one part to another part in an organizational structure according to established rules. Informal have no fixed rules. FLG 123: PROFESSIONAL COMMUNICATION mr.jaime.aiu@gmail.com Albukhary International University
  59. 59. Image courtesy of www.instructables.com
  60. 60. COMMUNICATION EXERCISE Formal or Informal Data?  Evening gown  Bathing suit  Letter of acceptance from Harvard University  Email from best friend to go swimming  Advertisement to buy plastic sunglasses  Advertisement to buy diamonds  Advertisement inviting applicants for a scholarship  Sign of an old car for sale at a very low price FLG 123: PROFESSIONAL COMMUNICATION mr.jaime.aiu@gmail.com Albukhary International University
  61. 61. COMMUNICATION EXERCISE Give an Example of Informal Data  To inform  To entertain  To preserve  To elicit reaction  To change opinion  To convince to take action FLG 123: PROFESSIONAL COMMUNICATION mr.jaime.aiu@gmail.com Albukhary International University
  62. 62. Next: LESSON #02 Indicators of Professional Communication

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