TTooppiicc 11 cid 88 Introduction to Communication LEARNING OUTCOMES By the end of this topic you should be able to 1 Explain what is meant by the word communication in general 2 Identify the main elements in the communication process 3 Differentiate between oral and written communication 4 Highlight some basic tips on writing and 5 List the common pitfalls to avoid in written communication cid 88 INTRODUCTION This topic gives you an overview of communication and introduces you to the main elements in the communication process It also highlights the importance of writing clear positive messages and offers you some basic tips and guidelines on this form of communication so that you may become more proficient in the kind of writing needed at home as well as in the college and workplace You will also learn about some of the common pitfalls which may impede the effectiveness of written communication 1 1 WHAT IS COMMUNICATION Communication is a learned skill However while most people are born with the physical ability to talk not all can communicate well unless they make special efforts to develop and refine this skill further Very often we take the ease with which we communicate with each other for granted so much so that we sometimes forget how complex the communication process actually is cid 88 TOPIC 1 INTRODUCTION TO COMMUNICATION 2 1 1 1 Elements in Communication Have you ever wondered why some people can communicate so well while others fail to get their message across What are the elements that must be present in the communication process before it can be successful and effective Well communication has been defined as the act of giving receiving or exchanging information ideas and opinions so that the message is completely understood by both parties Look at Figure 1 1 below The illustration shows clearly that in a communication process there must be a sender who speaks or sends a message and a receiver who listens or receives the message Figure 1 1 The communication process The sender sends a message with a certain intention in mind The receiver of the message tries to understand and interpret the message sent He then gives feedback to the original sender who in turn interprets the feedback This process repeated continuously constitutes communication Clearly there are several major elements in the communication process cid 259 a sender message channel receiver feedback context There is both a speaker s intention to convey a message and a listener s reception of what has been said Thus listening skills are just as important as speaking skills in order for communication to be effective This means that if you want to get your message across accurately you need to consider these three things The message The audience or receiver and How the message is likely to be received TOPIC 1 INTRODUCTION TO COMMUNICATION cid 87 3 A message is only considered successfully communicated when both the sender and the receiver perceive and understand it in the same way If this does not happen then there may be a breakdown in communication which may ultimately stand in the way of you realising your goals either personally or professionally ACTIVITY 1 1 The meaning of communication lies in the way that it is received Do you agree with the above statement Discuss with your friends during the next tutorial session 1 1 2 Factors Affecting Communication As mentioned earlier effective communication is a two way process but there are a number of factors which may disrupt this process and affect the overall interpretation and understanding of what was communicated Myriad problems can pop up at different stages of the communication process These can relate to any of the elements involved cid 259 the sender message channel receiver feedback and context It is therefore important to understand some of the factors that affect communication so that you can try to get your message across with minimal misunderstanding and confusion Below are some possible problem areas that may turn out to to be barriers to effective communication a Status Role The sender and receiver of a message may be of equal status within a hierarchy e g managers in an organisation or they may be at different levels e g manager employee lecturer student business owner clients This difference in status sometimes affects the effectiveness of the communication process b Cultural Differences Cultural differences both within or outside the organisation for example inter departmental dealings and communication with outside organisations or ethnic minorities may impede the communication process cid 88 TOPIC 1 INTRODUCTION TO COMMUNICATION 4 c Choice of Communication Channels Before you choose your communication channel you should ask yourself whether the channel is appropriate for a particular purpose and the person receiver you have in mind Sending messages via inappropriate channels can send out wrong signals and end up creating confusion d Length of Communication The length of the message also affects the communication process You need to be sure that it serves the purpose and is appropriate for the receiver Is the message too long or too brief e Use of Language Poor choice of words or weak sentence structure also hampers communication The same goes for inappropriate punctuation The two sentences below illustrate clearly how different placement of punctuation can change the entire meaning of a sentence h Woman without her man is nothing Woman without her man is nothing f Disabilities Disabilities such as impaired sight dyslexia and poor mental health can also be barriers to good communication and should be taken into consideration when evaluating the effectiveness of the communication process You may need to use hearing aids sign language magnifying systems and symbols to alleviate problems caused by disabilities g Known or Unknown Receiver Whether the receiver is known or unknown to you also plays a major role in determining the effectiveness of your communication A known receiver may be better able to understand your message despite having insufficient information as both of you probably have common experiences and a shared schemata An unknown receiver on the other hand may require more information and time to decode the message Individual Perceptions Attitudes Personalities Sometimes the method of communication needs to take into consideration the receiver s personality traits age and preferred style The elderly and children for example have