Communication skills Flashcards
Advantages of written communication
(UACE PEPE)
* Easy to preserve: The documents of written communication are easy to preserve. Oral and non-verbal communication cannot be preserved. If it is needed, important information can be collected from the preserved documents.
* Easy presentation of complex matter: Written communication is the best way to represent any complex matter easily and attractively.
* Permanent record: The documents of written communication act as a permanent record. When it is needed, important information can be easily collected from the preserved documents.
* Prevention of wastage of time and money: Written communication prevents the waste of money and time. Without meeting with each other the communicator and communicate can exchange their views.
* Accurate presentation: Through the documents of the written communication top executive can present the information more accurately and clearly. As it is a legal document everybody takes much care does draft it.
* Used as a reference: If it is needed, written communication can be used as future reference.
* Effective communication: Written communication helps to make communication effective. It is more dependable and effective than those of other forms of communication.
* Controlling tool: Written communication can help to control the organizational activity.
Dimerits of written communication
TUD³EL
* Expensive: Written communication is comparatively expensive. For this communication paper, pen, ink, typewriter, computer and a large number of employees are needed.
* Time consuming: Written communication takes time to communicate with others. It is a time consuming media. It costs the valuable time of both the writer and the reader.
* Useless for illiterate person: It messages receiver is illiterate, written communication is quite impossible. This is major disadvantage written communication.
* Difficult to maintain secrecy: It is an unexpected medium to keep business secrecy. Secrecy is not always possible to maintain through written communication. Because here needs to discuss everything in black and white.
* Lack of flexibility: Since writing documents cannot be changed easily at any time. Lack of flexibility is one of the most important limitations of written communication.
* Delay in response: It takes much time to get a response from the message receiver; prompt response is not possible in case of written communication that is possible in oral communication.
* Delay in decision making: Written communication takes much time to communicate with all the parties concerned. So the decision maker cannot take decisions quickly.
Merits of oral communication
(MERE @TUD³EL@)
1. Time-saving: When action is required to be taken immediately it is best to transmit a message orally. If the executive’s workload is high then they stop writing and by oral instructions, they complete their message transmission and released their workload and also it saves time.
2. Cost savings: Cost is involved in any communication. When the communication is needed within the organization and if it and is completed in orally, it has not needed any paper, pen or stamp or computer. So it saves the money of the organization.
3. More powerful: Speech is a more powerful means of persuasion and control. Therefore, executives often prefer to transmit messages orally.
4. Effectiveness: With the help of variations in the tone, pitch, and intensity of voice, the speaker can convey shades of meaning. This factor also contributes to the effectiveness of oral communication.
5. Immediate feedback: The speaker can get immediate feedback on whether it is creating a favorable impression on the receiver or whether the receiver will protest or whether the receiver has clearly understood his meaning or is feeling perplexed or baffled and he can mold and adjust his message accordingly.
6. More suitable: The employees felt more suitable when the message transmits in orally. They get an opportunity for feedback and clarification.
7. A relationship develops: Oral communication is mostly carried out helps to promote friendly relations between the parties communicating with each other.
8. Flexibility: By the demand of the situations, oral instructions can be changed easily and for these cases maintain the formalities are not necessary. So it is very much flexible and effective.
9. Easiness: It is so an easy method of communication. It needs little preparation to send a message.
Dimerits of oral communication
(LINED @UACEPEPE@)
1. No record: In oral communication, messages are difficult to record. So it is impossible to preserve the message for the future.
2. Expensive: It is also expensive media of communication. Sometimes the audience can be managed by paying T. A and D. A. On the other hand Technological devices that are used in this system are costly.
3. Distortion of the word: If distortion of the word occurs in oral communication, then main goals of the organization may be filed.
4. Inaccuracy: There is very possibility of inaccurate messages to reach the destination. So, the reverse result of expected plan may be occurred.
5. Limited use: The scope of usage of oral communication is limited. It is not suitable for lengthy messages. It should be sued for a short message.
6. Probability of omitting main subject: Sometimes, main subject may be omitted to express a word for communicating. So, expected result may not be achieved.
7. Confused speech: Sometimes the receiver fails to understand the meaning of a message due to habitual productions of the speaker.
8. No legal validity: there is any legal validity of the oral message. As, the oral messages are not taped and kept records, so it can be denied easily if the situation goes against the speaker.
9. Late decision: It takes time to reach a decision. At the beginning stage, some time is killed in the discussion of any personal matters. Besides some time is also wasted for irrelevant discussion. In this way, decision making is delayed.
10. Less important: In oral communication, meaningless speech can mislead the main effects of communication. But when the information comes out in written, we take it seriously.
Types of non-verbal communivcation
Eye contact.
Facial expressions.
Gestures.
Posture and body orientation.
Body Language.
Space and Distance.
Proximity.
Para-linguistic.
Humor.
Touch.
Silence.
Personal Appearance.
Symbol.
Merits of non-verbal communication
SA²CRER QH²
1. Complementary: Non-verbal cues complement a verbal message by adding to its meaning. You can pat someone you offended at the back as you say sorry to him or her.
2. Easy presentation: Information can be easily presented in non-verbal communication through using visual, audio-visual and silent means of non-verbal communication.
3. Substituting: Non-verbal messages may substitute for the verbal message especially if it is blocked by noise, interruption, long-distance, etc. for example; gestures-finger to lips to indicate need for quiet, facial expressions- a nod instead of a yes.
4. Accenting: Often used to accent a verbal message. Verbal tone indicates the actual meaning of the specific words.
5. Repeat: Used to repeat the verbal message (e.g. point in a direction while stating directions.)
6. Help to illiterate people: This type of communication use gestures, facial expressions, eye contact, proximity, touching, etc. and without using any spoken or written word. So, it is very much helpful for illiterate people.
7. Help to handicapped people: Non-verbal cues of communication greatly help in handicapped people especially to deaf people. Deaf people exchange messages through the movements of hands, fingers, eyeballs, etc.
8. Attractive presentation: Non-verbal communication is based on visual, picture, graph, sign, etc. that can be seen very much attractive.
9. Reducing wastage of time: The message of non-verbal communication reached the receiver very fast. For this reason, it reduces the wastage of valuable time of the communicator.
10. Quick expression of message: Non-verbal cues of communication like sign and symbol can also communicate some messages very quickly than written or oral messages.
Demerits of non-verbal communication
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1. Vague and imprecise: Non-verbal communication is quite vague and imprecise. Since in this communication, there is no use of words or language which expresses clear meaning to the receiver. No dictionary can accurately classify them. Their meaning varies not only by culture and context but by the degree of intention.
2. Continuous: It is possible to stop talking in verbal communication, but it is generally not possible to stop nonverbal cues. Also, spoken language has a structure that makes it easier to tell when a subject has changed, for instance, or to analyze its grammar. Nonverbal does not lend itself to this kind of analysis.
3. Multi-channel: while watching someone’s eyes, you may miss something significant in a hand gesture. Everything is happening at once and therefore it may be confusing to try to keep up with everything. Most of us simply do not do so, at least not consciously.
4. Culture-bound: Non-verbal communication is learned in childhood, passed on to you by your parents and others with whom you associate. A few other gestures seem to be universal. Evidence suggests that humans of all cultures smile when happy and frown when unhappy. However, most nonverbal symbols seem to be even further disconnected from any “essential meaning” than verbal symbols. Gestures seen as positive in one culture (Like the thumbs-up gesture in the USA) may be seen as obscene in another culture.
5. Long conversations are not possible: In non-verbal communication, long conversation and necessary explanations are not possible. No party can discuss the particular issues of the messages.
6. Difficult to understand: Difficult to understand and requires a lot of repetitions in non-verbal communication. Since it uses gestures, facial expressions eye contact, touch, etc. for communicating with others which may not be understandable for the simple and foolish people.
7. Not everybody prefers: Everybody does not prefer to communicate through non-verbal communication with others. Sometimes it cannot create an impression upon people or listeners. It is less influential and cannot be used everywhere. It is cannot be used as a public tool for communication.
8. Lack of formality: Non-verbal communication does not follow any rules, formality or structure like other communication. Most of the cases, people unconsciously and habitually engaged in non-verbal communication by moving the various parts of the body.
9. Costly: In some cases, non-verbal communication involves huge costs. For example, neon signs, powerpoint presentations, cinema, etc are very much costly compared to other forms of communication.
10. Distortion of information: Since it uses gestures, facial expressions, eye contact, touch, sign, sound, paralanguage, etc. for communicating with others, there is a great possibility in distortion of information in non-verbal communication.
What is is grapevine communication
Grapevine Communication is an informal communication, unorganized and unofficial channel of communication in an organization.
Types of grapevine communication
- Wheel
One person plays the main role in this type of grapevine. The main person transmits grapevine to different persons or group of persons. - Cluster
The cluster like batch, have several groups of people linked together by a cluster of communication. - Chain
A chain is the most common pattern in which information passes through a series of people linked together in the organization. - Free Flow
Most of the rumors or idle gossip is spread by random, free flow, which includes a number of people who are not necessarily linked by any organizational thread.
Demerits of grapevine communication
- Distort meaning: Something the meaning and the subject matter of the information is distorted in this system.
- Spread rumor: In this system, the miss-information or rumor spread rapidly.
- Misunderstanding: Under this system, generally, the employees do not obey the formal authorization system which leads to develop misunderstanding.
- Maintaining secrecy is impossible: In informal communication system maximum communication is made by open discussion.
- Difficulty in controlling: Under informal communication system no established rules or policy is obeyed. So it is very much difficult to control the information.
- Non-cooperation: Informal communication system sometimes develops the adversary culture among the employees. So they are not to be cooperative with each other and their efficiency may be reduced.
Communication
Communication is simply the act of transferring information from one place, person or group to another.
Effectiveness of communication
Is a communication between two or more persons wherein the intended message is successfully delivered, received and understood.
Importance of communication skills
- Professionally, if you are applying for jobs or looking for a promotion with your current employer, you will almost certainly need to demonstrate good communication skills.
- In your personal life, good communication skills can improve your personal relationships by helping you to understand others, and to be understood.
- Communication skills can also ensure that you are able to manage interactions with businesses and organisations
- Builds better rapport with customers
Customers desire nothing more than to be understood by a company and they wish to feel like they are being heard and listened to. - Influences how you learn
Communication skills have played an important part of your existing knowledge and beliefs. - Enhances your professional image
You want to make a good first impression on your friends and family, instructors, and employer.
Processes involved in communication
- Sender: The sender or the communicator is the person who initiates the conversation and has conceptualized the idea that he intends to convey it to others.
- Encoding: The sender begins with the encoding process wherein he uses certain words or non-verbal methods such as symbols, signs, body gestures, etc. to translate the information into a message. The sender’s knowledge, skills, perception, background, competencies, etc. has a great impact on the success of the message.
- Message: Once the encoding is finished, the sender gets the message that he intends to convey. The message can be written, oral, symbolic or non-verbal such as body gestures, silence, sighs, sounds, etc. or any other signal that triggers the response of a receiver.
- Communication Channel: The Sender chooses the medium through which he wants to convey his message to the recipient. It must be selected carefully in order to make the message effective and correctly interpreted by the recipient. The choice of medium depends on the interpersonal relationships between the sender and the receiver and also on the urgency of the message being sent. Oral, virtual, written, sound, gesture, etc. are some of the commonly used communication mediums.
- Receiver: The receiver is the person for whom the message is intended or targeted. He tries to comprehend it in the best possible manner such that the communication objective is attained. The degree to which the receiver decodes the message depends on his knowledge of the subject matter, experience, trust and relationship with the sender.
- Decoding: Here, the receiver interprets the sender’s message and tries to understand it in the best possible manner. An effective communication occurs only if the receiver understands the message in exactly the same way as it was intended by the sender.
- Feedback: The Feedback is the final step of the process that ensures the receiver has received the message and interpreted it correctly as it was intended by the sender. It increases the effectiveness of the communication as it permits the sender to know the efficacy of his message. The response of the receiver can be verbal or non-verbal.
7 C’s of communication
- Clear: The message should be clear and easily understandable to the recipient.
- Correct: The message should be correct, i.e. a correct language should be used, and the sender must ensure that there is no grammatical and spelling mistakes.
- Complete: The message should be complete, i.e. it must include all the relevant information as required by the intended audience.
- Concrete: The communication should be concrete, which means the message should be clear and particularly such that no room for misinterpretation is left.
- Concise: The message should be precise and to the point.
- Consideration: The sender must take into consideration the receiver’s opinions, knowledge, mindset, background, etc.
- Courteous: It implies that the sender must take into consideration both the feelings and viewpoints of the receiver such that the message is positive and focused at the audience.
