Communication speaking

Communication
BS(CS)
3rd Semester
Notes by : Junaid Amjed
Lect. English department, Imit college, Faisalabad.
junaidamjed@gmail.com
NOTES : JUNAID AMJED (ALL RIGHTS ARE RESERVED/DO NOT
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Contents
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• Communication
• Types of Communication
• Importance of Communication
• Improvement of Communication
• 7cs in Communication
• Clear
• Concise
• Concrete
• Correct
• Coherent
• Complete
• Courteous
• Communication Barriers
• Common Barriers
• Categorization

Communication
There is no agreed definition of communication. Every author
has given his own definition according to his experience and
knowledge. Following are some definitions of communication:
• Communication is exchange of information.
• Communication is a mutual exchange of facts, thoughts, opinions or
emotions.
• “Communication is the intercourse by words, letters or messages”.
(Fred G. Meyer)
• information transmitted or conveyed a verbal or written message.
(Meriam Webster)
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Communication
It's nearly impossible to go through a day without the use of
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.
We start practicing our communication skills even before we begin
walking. A baby communicates by crying, and then gradually learns to mimic
his/her parents' speech. Finally, the child realizes that certain speech patterns
evoke different responses. It takes time, effort and patience to develop effective
communication skills and the more effort you place in doing so, the more
instinctive your skills will become.
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Communication (Types)
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People communicate with each other in a number of ways that depend
upon the message and its context in which it is being sent. Choice of
communication channel and your style of communicating also affects
communication. So, there are variety of types of communication. Some of them
are as following:
Communication
VERBAL
WRITTEN
BODY
LANGUAGE

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Communication (Types)
• Verbal communication is simply sending a message through a spoken language that is
understood by both the sender and receiver of the message. Examples of verbal
communications include •face-to-face talking, •listening to a lecture or seminar, and
•listening to a television program. In fact, if you are even listening to an announcement,
you are engaged in a verbal form of communication.
• Written communication is sending a message by the use of symbols that are understood
by both the sender and receiver of the message. For example reading newspaper, letter,
text message, sign board, advertisement. If you are reading the transcript of this lesson,
you are engaged in written communication.
• Body language is a form of nonverbal communication that can be used to send a message.
You can often tell if your boss is pleased or upset simply by looking at his facial expressions,
posture and gestures. For example, a flushed face may mean embarrassment; a clinched
fist may indicate anger; and the rolling of one's eyes may signal disbelief or annoyance.

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Communication (Significance)
It is important to communicate well. It can help you to understand what
another person is saying. It also means that they can express their own needs
and concerns.
Being able to communicate well is important. There will be different
people to communicate with. This includes family and different health
professionals. Some of the information here may help to make this easier.
Your family and friends will be concerned about what is happening. They
may have a lot of questions and concerns. It is helpful to think about how to
manage these conversations. How do you want to share your information and
who with? The people you are important to will also have their needs to share
with you. You may not know how to talk to people about what is happening.
So, it is important for one to learn how to communicate.

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Communication (Improvement)
You write emails, facilitate meetings, participate in conference calls, create
reports, devise presentations, debate with your colleagues… the list goes on. We
can spend almost our entire day communicating. So, how can we provide a huge
boost to our productivity? We can make sure that we communicate in the
clearest, most effective way possible.
This is why the 7 Cs of Communication are helpful. The 7 Cs provide a
checklist for making sure that your meetings, e-mails, calls, reports and
presentations are well constructed and clear – so your audience gets your
message.

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7 Cs, Communication needs to be:
According to the 7 Cs, communication needs to be:
1. Clear
2. Concise
3. Concrete
4. Correct
5. Coherent
6. Complete
7. Courteous
Let`s look at each of the 7 Cs of Communication, and illustrate each element with
examples.

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1.Clear
When writing or speaking to someone, be clear about your goal or message.
What is your purpose in communicating with this person? If you're not sure, then
your audience won't be sure either.
To be clear, try to minimize the number of ideas in each sentence. Make sure
that it's easy for your reader to understand your meaning. People shouldn't have to
"read between the lines" and make assumptions on their own to understand what
you're trying to say.
Example:
This message is much clearer, because the
reader has the information he needs
to take action.
Hi Fahad,
I wanted to write you a quick note about Abdul Nasir,
who's working in your department. In recent weeks,
he helped the IT department.
We've got a tough upgrade project to run and his
knowledge and skills can prove valuable. Can we
please have his help with this work?
I'd appreciate speaking with you about this. When is it
best to call you to discuss this further?
Best wishes

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2.Concise
When you're concise in your communication, you stick to the point and
keep it brief. Your audience doesn't want to read six sentences when you could
communicate your message in three.
Take care of the following things in this regard:
• Are there any adjectives or "filler words" that you can delete? You can often
eliminate words like "for instance," "you see," "definitely," "kind of,"
"literally," "basically," or "I mean.“
• Are there any unnecessary sentences?
• Have you repeated the point several times, in different ways?

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3.Concrete
When your message is concrete, then your audience has a clear picture of
what you're telling them. There are details (but not too many!) and bright facts,
and there's laser-like focus. Your message is solid.
Consider this advertising copy:
A. The Lunchbox Wizard will save you time every day.
B. How much time do you spend every day packing your kids' lunches?
No more! Just take a complete Lunchbox Wizard from your refrigerator each day to give your kids a healthy
lunch and have more time to play or read with them!
B copy is better because there are bright images. The audience can
picture spending quality time with their kids – and what parent could argue
with that?
And mentioning that the product is stored in the refrigerator explains
how the idea is practical. The message has come alive through these details.

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4.Correct
When your communication is correct, it fits your audience. And correct
communication is also error-free communication.
• Do the technical terms you use fit your audience's level of education or
knowledge?
• Have you checked your writing for grammatical errors? Remember, spell
checkers won't catch everything.
• Are all names and titles spelled correctly?
If you read that example fast, then you might not have caught any
errors. But on closer inspection, you'll find two. Can you see them?
The first error is that the writer accidentally typed conservation
instead of conversation. This common error can happen when you're
typing too fast. The other error is using weak instead of week.
Again, spell checkers won't catch word errors like this, which is why
it's so important to proofread everything!
BAD EXAMPLE
Hi Daniyal,
Thanks so much for meeting me at lunch today! I
enjoyed our conservation, and I'm looking forward to
moving ahead on our project. I'm sure that the two-
weak deadline won't be an issue.
Thanks again, and I'll speak to you soon!
Best,
Jawad Akram

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5.Coherent
When your communication is coherent, it's logical. All points are connected
and relevant to the main topic, and the tone and flow of the text is consistent.
Notice that in the B example, Rida
does not mention Friday's meeting.
This is because the meeting
reminder should be an entirely
separate email. This way, Sana
can delete the report feedback
email after she makes her
changes, but save the email about
the meeting as her reminder to
attend.
Each email has only one main topic.
B
Hi Sana,
I wanted to write you a quick note
about the report you finished last
week. I gave it to Sara to proof, and
she let me know that there are a
few changes that you'll need to
make. She'll email you her detailed
comments later this afternoon.
Thanks,
Rida
A
Sana,
I wanted to write you a quick note
about the report you finished last
week. I gave it to sara to proof, and
she wanted to make sure you knew
about the department meeting
we're having this Friday. We'll be
creating an outline for the new
employee handbook.
Thanks,
Rida

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6.Complete
In a complete message, the audience has everything they need to be
informed and, if applicable, take action.
• Does your message include a "call to action," so that your audience clearly
knows what you want them to do?
• Have you included all relevant information – contact names, dates, times,
locations, and so on?
7.Courteous
Courteous (polite) communication is friendly, open, and honest. There are
no hidden insults or passive-aggressive tones. You keep your reader's viewpoint
in mind, and you're empathetic to their needs.

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Communication Barriers
There are several barriers that affects the flow of communication in an
organization. These barriers interrupt the flow of communication from the
sender to the receiver, thus making communication ineffective. It is essential for
managers to overcome these barriers. The main barriers of communication are
summarized below.

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Common Communication Barriers:
• The use of jargon: Over-complicated, unfamiliar and/or technical terms.
• Emotional barriers and taboos: Some people may find it difficult to express their emotions
and some topics may be completely 'off-limits' or taboo.
• Lack of attention, interest, distractions, or irrelevance to the receiver.
• Physical disabilities such as hearing problems or speech difficulties.
• Physical barriers to non-verbal communication: Not being able to see the non-verbal cues,
gestures, posture and general body language can make communication less effective.
• Language differences and the difficulty in understanding unfamiliar accents.
• Expectations and prejudices which may lead to false assumptions or stereotyping: People
often hear what they expect to hear rather than what is actually said and jump to incorrect
conclusions.
• Cultural differences: The norms of social interaction vary greatly in different cultures, as do
the way in which emotions are expressed. For example, the concept of personal space varies
between cultures and between different social settings.

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A Categorization of Barriers:
Language Barriers:
Language and linguistic ability may act as a barrier to communication.
However, even when communicating in the same language, the terminology
used in a message may act as a barrier if it is not fully understood by the
receiver(s).
For example, a message that includes a lot of specialist jargon and
abbreviations will not be understood by a receiver who is not familiar with the
terminology used.
Regional colloquialisms and expressions may be misinterpreted or even
considered.

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Psychological Barriers:
The psychological state of the communicators will influence how the message is sent,
received and perceived.
For example, if someone is stressed they may be preoccupied by personal concerns
and not as receptive to the message as if they were not stressed.
Anger is another example of a psychological barrier to communication, when we are
angry it is easy to say things that we may later regret and also to misinterpret what others are
saying.
More generally people with low self-esteem may be less assertive and therefore may
not feel comfortable communicating - they may feel shy about saying how they really feel or
read negative sub-texts into messages they hear.

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Physiological Barriers:
Physiological barriers may result from the receiver’s physical state.
For example, a receiver with reduced hearing may not grasp to entirety
of a spoken conversation especially if there is significant background
noise.
Systematic Barriers:
Systematic barriers to communication may exist in organizations
where there are inefficient or inappropriate information systems and
communication networks, or where there is a lack of understanding of
the roles and responsibilities for communication. In such organizations,
individuals may be unclear of their role in the communication process
and therefore not know what is expected of them.

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Attitudinal Barriers:
Attitudinal barriers are behaviors or perceptions that prevent people from
communicating effectively.
Attitudinal barriers to communication may result from personality conflicts,
poor management, resistance to change or a lack of motivation.
Effective receivers of messages should attempt to overcome their own
attitudinal barriers to facilitate effective communication.

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