2. Communication
• Communication is simply the act of transferring
information from one place to another.
• Communication is the act of conveying meanings
from one entity or group to another through the
use of mutually understood signs and
semiotic rules.
3. Communication
• Communication is sending and receiving
information between two or more people. The
person sending the message is referred to as
the sender, while the person receiving the
information is called the receiver. The
information conveyed can include facts, ideas,
concepts, opinions, beliefs, attitudes,
instructions and even emotions.
5. Sender/ source
• The "source" is the sender of the message – in
other words, you! And the "message" refers to
the information and ideas that you want to
deliver.
• You need to be clear about what message you
want to communicate, and why it's important –
what's its main purpose? And, moreover, why
should anyone care? You also need to be
confident that the information that you impart is
useful and accurate.
6. Encoding
• This stage involves putting your message into a format
that you can send, and that the receiver will be able to
easily understand or "decode." Your success will
depend on your ability to convey information clearly
and simply, and to eliminate areas of confusion.
• For example, be aware of any cultural mismatch
between you and your recipient. Also, avoid making
assumptions about the receiver's existing knowledge of
the subject. You might know the "ins and outs" of what
you're talking about, but he or she probably won't.
Lastly, steer clear of gaps in the information that
require a "mental leap.”
7. Encoding
• A key part of being a successful encoder is
knowing your audience. Failure to understand
and respect who it includes will likely result in
your message "falling flat," and being
misunderstood, dismissed or even ignored.
8. Channel
• There are countless different channels that you
can use to send your message.
• Verbal communications channels include face-to-
face meetings, telephone and videoconferencing.
While written communications include letters,
reports, emails, instant messaging (IM), and
social media posts. You might also want to
include videos, photos, illustrations, or charts and
graphs in your message to emphasize your main
points.
9. Channel
• Different channels have different strengths
and weaknesses. For example, it's not
particularly effective to give a long list of
directions verbally, and you'll be better off
delivering sensitive feedback in person, rather
than via email.
10. Decoding
• Successfully decoding a message is as much a skill
as encoding it is. To accurately decode a message,
you need to take the time to read through it
carefully, or to listen actively to it.
• Confusion will most likely occur at this stage of
the Communications Process, though that
doesn't mean it will always be the decoders fault.
He might lack sufficient background knowledge to
understand the message, or he might not
understand the specific jargon or technical
language that you are using. It's therefore
essential that you tackle issues like these at the
encoding stage.
11. Receiver
• No doubt, you'll want your audience members to react
in a certain way or take a specific action in response to
your message. Remember, though, that each person is
different, and will interpret it subjectively.
• Every receiver who enters into the Communication
Process brings with them their own ideas and feelings
that influence their understanding of your message,
and their response to it.
• That means it's your job, as the sender, to take these
ideas and feelings into consideration when drawing up
your message. To do this effectively, brush up on
your emotional intelligence and empathy skills.
12. Feedback
• Your audience will likely give you feedback as soon as
it's seen or heard your message. This might include
verbal or nonverbal reactions. Pay close attention to
these, as they will reveal whether your audience truly
understood your message.
• If you find that there has been a misunderstanding, try
to adapt the message. For instance, if you're talking
about a complex subject, find a simpler way to
communicate it. Could you break it down into steps, or
remove technical jargon? This will make it easier for
everyone in your audience to grasp the subject matter,
no matter their background knowledge.
13. Context
• The "context" is the situation in which you
deliver your message. This may include the
current political and social environment, or
the broader culture (for instance, the
corporate culture or the national culture.)
14. How to Remove Barriers From the
Communication Process
• Barriers to communication can pop up at any
stage of the process. So, to deliver your messages
effectively, you must break these down.
• Let's begin with the message itself. If your
message is too lengthy, disorganized, or is full of
jargon or errors, it'll likely be misunderstood and
misinterpreted – it might even make your
recipient confused or angry! Using poor verbal or
body language can also muddle the message that
you're trying to send.
15. How to Remove Barriers From the
Communication Process
• Contextual barriers tend to stem from offering
too much information, too fast. So, remember
that often "less is more." Be mindful of the
demands on other people's time, especially given
today's ultra-busy society.
• Finally, put your message into context. Make sure
that you know your audience's culture . This will
help you to converse with and to deliver your
message to people that have different
backgrounds and cultures than you.
22. Improve Communication
• Learn to Listen
• Listening is not the same as hearing; learn to
listen not only to the words being spoken but
how they are being spoken and the non-verbal
messages sent with them. Use the techniques
of clarification and reflection to confirm what the
other person has said and avoid any confusion
• clear your mind and focus on the message being
received.
23. Be Aware of Other People's Emotions
• Make and maintain eye contact and use first
names where appropriate. Do not be afraid to
ask others for their opinions as this will help to
make them feel valued.
• Consider the emotional effect of what you are
saying and communicate within the norms of
behaviour acceptable to the other person.
24. Empathize
• Empathy is trying to see things from the point-
of-view of others. When communicating with
others, try not to be judgemental or biased by
preconceived ideas or beliefs - instead view
situations and responses from the other
person’s perspective.
• Stay in tune with your own emotions to help
enable you to understand the emotions of
others.
25. Encourage
• Offer words and actions of encouragement, as
well as praise, to others. Make other people
feel welcome, wanted, valued and appreciated
in your communications. If you let others
know that they are valued, they are much
more likely to give you their best. Try to
ensure that everyone involved in an
interaction or communication is included
through effective body language and the use
of open questions.
26. Use humor
• Laughing helps relieve stress and anxiety;
most people like to laugh and will feel drawn
to somebody who can make them
laugh. Don’t be afraid to be funny or clever,
but do ensure your humour is appropriate to
the situation. Use your sense of humour to
break the ice, to lower barriers and gain the
affection of others. By using appropriate
humour you will be perceived as
more charismatic.
27. Treat People Equally
• Always aim to communicate on an equal basis
and avoid patronising people.
• Do not talk about others behind their backs
and try not to develop favourites:
• by treating people as your equal and also
equal to each other you will build trust and
respect. .
28. Attempt to Resolve Conflict
• Learn to troubleshoot and resolve problems
and conflicts as they arise. Learn how to be an
effective mediator and negotiator. Use
your listening skills to hear and understand
both sides of any argument - encourage and
facilitate people to talk to each other. Try not
to be biased or judgemental but instead ease
the way for conflict resolution.
29. Maintain a Positive Attitude and Smile
• Few people want to be around someone who
is frequently miserable. Do your best to be
friendly, upbeat and positive with other
people. Maintain a positive, cheerful attitude
to life: when things do not go to plan, stay
optimistic and learn from your mistakes. If you
smile often and stay cheerful, people are more
likely to respond positively to you.
