Unit 1 – IT 402 Communication Skills – II
Communication Skills means how do we communicate with each other. It includes the different areas like listening, speaking, observing or expressing the views.
Communication
It is the process of transferring or sharing of information between two or more people. It is a two-way process of reaching mutual understanding, in which participants not only exchange information, news, ideas and feelings but also create and share a new meaning. (Latin word ‘Communicare’ means Share)
Methods / Types of Communication
1. Verbal Communication is the most popular means of sharing information or ideas. People use words to exchange thoughts, feelings and ideas with others.
a. Oral Communication using words orally (using mouth, vocal, spoken words)
b. Written Communication using written words
2. Non-verbal Communication happens in the absence of any oral or composed words. Instead of written or oral words, it depends on different non-verbal prompts like body movements, gestures, facial expressions, symbols, images, signals charts, and so on to express sentiments (feelings), attitudes or information.
Elements of non-verbal communication: Appearance, Body Language, Tone, Eye Contact, Facial Expressions
3. Visual Communication is the transmission of information and ideas using symbols and graphics or imagery. It is believed to be the type that people rely on most, and it includes signs, graphic designs, films, typography, and countless other examples.
Advantages & Disadvantages of Oral Communication
| Advantages | Disadvantages |
| Instant response or feedback | No legal validity or proof |
| Higher scope of understanding and clarity | No permanent record |
| Saves time | Not suitable for lengthy messages |
| Cost effective | Sometimes difficult to understand the accent |
| Body gestures, expressions or emotions visible |
Advantages & Disadvantages of Written Communication
| Advantages | Disadvantages |
| It has legal validity or proof | No Instant response or feedback |
| Can be draft thoughtfully | Not cost effective |
| Suitable for lengthy messages | Required time for drafting |
| It has permanent record | Expressions or emotions not visible |
Advantages & Disadvantages of Non-verbal Communication
| Advantages | Disadvantages |
| It compliments verbal communication | Not possible in long conversation |
| Greatly help disabled people | Difficult to analyse |
Advantages & Disadvantages of Visual Communication
| Advantages | Disadvantages |
| Use of graphics make comm. meaningful | Sometimes complex graphs make comm. typical |
| Technology makes communication interesting | Costly due to use of technical equipment / devices |
Barriers in Communication
It is an obstacle that prevents the receiver from receiving and understanding the message that has been sent by a sender. If a message is not understood clearly, it may lead to communication gaps, causing confusion and misunderstanding.
Types of Barriers
Linguistic barrier due to language
Psychological barrier due to negative body signals, fear of failure, lack of knowledge, understanding or confidence
Emotional barrier due to a lack of emotional awareness or control
Physical barrier due to noise, environment, surroundings etc.
Cultural barrier due to different cultures
Attitudinal barrier due to introverts (alone/limited) or over friendly behaviour
Perception barrier different people perceive the same message differently
Technological barrier due to technological advancements not easy to understand the message
Measures to overcome barriers
> Before starting your communication, highlight the key points.
> Focus on clear pronunciation and slow down your speech.
> Have a positive attitude or feedback about communication.
> Use simple communication medium / language (understandable)
> Learn and practice accepting imperfections in yourself as well as others
> Must communicate in an environment that is spacious, comfortable and relevant to what one talks about.
> The audience may make assumptions and presume about you or the situation.
> Give new examples to retain their interest.
> Ask for feedback and take it seriously.
Communication Cycle
Elements of Communication Cycle
Sender is the person from whom the message drafts
Message is the information that the sender wants to convey
Encoding is the way of drafting the message in an appropriate form for sending
Channel is the medium to convey the message
Receiver is the person to the message sent or conveyed
Decoding is the way to understand or interprets the message by receiver
Feedback is the receiver’s response to the message
Principles of Communication / 7 C’s Effective Communication
The 7 C’s, also known as the seven principles of communication that help us to focus our thoughts and ideas for effective communication. These principles are applicable for both verbal and non-verbal communication.
- Clear: The message should be clear and easily understandable to the recipient.
- Concise: The message should be precise and to the point.
- Concrete: All the facts and figures should be clearly mentioned in a message.
- Correct: Correct language should be used, and ensure that there is no grammatical and spelling mistakes.
- Coherent: The messages should be logical and relevant to the topic and connected.
- Complete: The message must include all the relevant information.
- Courteous: The message should not be biased and must include the terms that show respect for the recipient.