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01.

Communication is sharing of meaning and understanding discuss and bring


out the process of communication.

Communication is the parting or exchanging of thoughts, opinions or information by speech, writing or signs. It can
also mean the process of conveying information electronically or manually. Exchanging opinions without
understanding does not create communication. For communication to exist, shared meaning must be constructed.

For communication to be successful, the encoding and decoding must have been successful, and must have an effect.
The manner in which information is encoded and decoded directly affects the effect that the communication has. If
encoding and decoding are successful, the communication process will have the desired effect. However, if encoding
or decoding is flawed in any way, the communication event may have an unexpected effect.

Elements of communication
Sender
Message
Encoding
Channel
Receiver
Decoding
Feedback
The communication process combines the six principles of communication, along with the attributes of verbal, non-
verbal and graphic communication. The basic elements of the communication process are:

1. The sender has an idea


2. The sender encodes the idea
3. The sender transmits the message
4. The receiver gets the message
5. The receiver decodes the message
6. The receiver send feedback to the sender

1. The sender has an idea.

Difficult to think of someone trying to make common, to communicate, if that person has nothing to share.
Yet, thinking of the sender as needing to have an idea in order to start the communication process is misleading since
everything people do and everything people are communicates something to others. The intent of this phase is to start
the process at a time when senders intentionally decide to send a message to someone else. So, the sender has an idea.

2. The sender encodes the idea.

Human beings are not a telepathic breed. They do not transmit pure ideas from ones brain to another.
Human beings have learned to transmit symbols, representations of their ideas. These symbols are varied.
Throughout the world, humans use a multitude of symbols to represent their ideas. Some symbols are linguistic
(verbal or written) code developed into complex languages. Languages are many: the Morse code, the Braille
language, the American Sign Language, and all the spoken and dead languages of the world. Other symbols are also
in use to communicate: mathematical formulas, paintings, pictographs, hieroglyphs, traffic signals, zip codes,
baseball gestures signalling instructions from managers to players. The responsibility of the sender to choose a code
that will best carry the message is obvious. When encoding ones idea, one has to pick the code that will fit the
message and that will allow the receiver to understand. So, the sender encodes the message.

3. The sender transmits the message

In order for the sender to transmit the encoded message, the sender has to choose a channel, a medium
through which to send the message. Senders can send information verbally or nonverbally. In nonverbal
communication, messages are sent through gestures, tone of voice, use of space, etc. In verbal communication,
messages are sent through speeches or through documents. In all case, messages are sent through a variety of media
such a telephones, computers, papers, faxes, radios, videocassettes, DVDs, CDs, etc. Some channels are better suited
for some messages than others. The characteristics of each medium somewhat dictates its ability to serve a given
purpose. These characteristics describe the richness of a medium.

A rich medium is one that


(1) Can convey a message using more than one type of clue (visual and verbal and vocal),
(2) Can facilitate feedback,
(3) Can establish personal focus.

The richest medium is a face-to-face conversation. Face-to-face conversations allow the receiver to get the
senders message verbally, through the words spoken, nonverbally, through the facial expressions or the gestures, and
vocally, through the tone of voice or the pace of the speech. Face-to-face conversations allow for immediate feedback
from the receiver and allow the sender to control some of the environmental noises. Face-to-face conversations can
be personalized by the sender to each receiver involved. The leaner medium is a mass mailing or any kind of
unaddressed documents. Junk mails send the message only in a written format, without possibility of feedback,
without control of noises, without personal touches.

In addition to its richness, the medium chosen should be analyzed for its other characteristics. The speed of
the medium may be criteria for its choice. How quick is a message prepared on a given medium (memo versus formal
letter) or delivered (email versus snail mail) may be the reason to choose that medium. The ability of the medium to
be permanently kept may be criteria for its choice. Whether a record of the message can be kept on a given medium
(3M note versus email) may be the reason to choose that medium. Other criteria include the mediums feedback
capacity (telephone conversation versus letter), the mediums capacity to convey the intensity or the complexity of a
message (casual conversation versus formal written report), and the mediums level of formality (email versus formal
letter) or level of confidentiality (sealed hand-delivered letter versus fax). The sender is responsible for choosing the
medium that will convey the message efficiently and effectively. When choosing a media, one has to choose one that
will convey the message properly to the intended audience. So, the sender transmits the message.

4. The receiver gets the message

Unless he or she has a hearing problem or he or she is affected by noises distorting the reception of the
message, the receiver receives the signal sent by the sender.
5. The receiver decodes the message

The receiver always decodes the message using his or her knowledge of the code used to encode the
message. A receiver with a poor knowledge of the language used will likely decode the message poorly. A receiver
trying to decode contradictory verbal and nonverbal messages will likely decode the intended message incorrectly.
The receiver chooses the code he or she will use to decode the message. Choosing the wrong code is like using the
wrong key: the message will not yield its secret if the wrong code is used. The receiver will choose a code based on
his or her background and his or her environment. The receiver has the responsibility of choosing the right code to
decode the message. More fundamentally, the receiver also has the responsibility of listening to the sender. So, the
receiver decodes the message.

6. The receiver sends feedback to the sender

Using the same phases as the sender, the receiver send a message back to the sender providing information on his
or her level of comprehension of the message.
02.What are the common barriers to communication? How can these are
overcome.

Communication is the key factor in the success of any organization. When it comes to effective communication,
there are certain barriers that every organization faces. People often feel that communication is as easy and simple as
it sounds. No doubt, but what makes it complex, difficult and frustrating are the barriers that come in its way.

Here are a few of the most commonly-found barriers in communication at work place:

1. Physical barriers - noise, distance, time, environment, physical medium


2. Cultural barriers - ethnic, religious, and social differences
3. Perception barriers- viewing what is said from own mindset
4. Words - we assign a meaning to a word often because of culture, experience, etc reasons which results in
improper encoding of message
5. Experience- lack of similar experience
6. Emotional barriers - personal feelings at the moment or doing other things besides listening
7. Linguistic barriers- different languages or vocabulary
8. Non-verbal barriers- non-word messages
9. Gestures - misunderstood gestures are a major barrier
10. Variations in language - accent, dialect

Overcoming Communication Barriers

1. Use of Simple Language / incorrect choice of medium :

Use of simple and clear words should be emphasized. Use of ambiguous words and jargons should be avoided.
Incorrect choice of medium, If choose an inappropriate communication medium, message can be distorted so that the
intended meaning is blocked. You can select the most appropriate medium by matching your choice with the nature
of the message and of the group or the individual who will receive it. Face-to-face communication is the richest
medium because it is personal, it provides immediate feedback, it transmits information from both verbal and
nonverbal cues, and it conveys the emotion behind the message. Telephones and other interactive electronic media
aren't as rich; although they allow immediate feedback, they don't provide visual nonverbal cues such as facial
expressions, eye contact and body movements. Written media can be personalized through addressed memos, letters,
and reports, but they lack the immediate feedback and the visual and vocal nonverbal cues that contribute to the
meaning of the message. The leanest media are generally impersonal written messages such as bulletins, fliers, and
standard reports. Not only do they lack the ability to transmit nonverbal cues and to give feedback, they also
eliminate any personal focus.

To overcome media barriers, choose the richest media for no routine, complex message. Use rich media to extend
and to humanize your presence throughout the organization, to communicate caring and personal interest to
employees, and to gain employee commitment to organizational goals. Use leaner media to communicate simple,
routine messages. You can send information such as statistics, facts, figures and conclusions through a note, memo or
written report

Reduction and elimination of noise levels:


Noise is the main communication barrier which must be overcome on priority basis. It is essential to identify
the source of noise and then eliminate that source. Throughout the communication process, unintentional
interferences occur, distorting or interrupting the process. These interferences are called noises. Noises can be real
noises, auditory stimuli, like phones ringing, people talking, or street workers jack hammering. Noises are also
distractions like a streakier running across a stage during a commencement address. Noises are distortions as well:
static over a phone, solar flares altering a televisions reception, or psychological illnesses modifying how people
perceive the world. Communication without noises has yet to happen. Therefore, recognizing the sources of noise
and attempting to minimize its effect is essential to improving the efficiency of ones communication

To overcome noise barrier Detect the source of the noise. If it is possible to eliminate the noise, consider whether its
removal is practical. For example, the speakers can reduce outside noises by closing the windows or moving toward
an inner area of the building. The speakers should determine how important the conversation is in considering
whether to eradicate the noise. It may not be necessary to completely remove the source of the noise, on the other
hand Minimizing phones ringing, people talking and etc at the office is very useful.

1. Active Listening:

Listen attentively and carefully. There is a difference between listening and hearing. Active listening
means hearing with proper understanding of the message that is heard. Poor listening is Perhaps the most common
barrier to reception is simply a lack of attention on the receiver's part. We all let our minds wander now and then,
regardless of how hard we try to concentrate. People are essentially likely to drift off when they are forced to listen to
information that is difficult to understand or that has little direct bearing on their own lives. Too few of us simply do
not listen well!

To overcome barriers, paraphrase what you have understood, try to view the situation through the eyes of other
speakers and resist jumping to conclusions? Clarify meaning by asking non-threatening questions, and listen without
interrupting

2. Emotional State:

During communication one should make effective use of body language. He/she should not show their
emotions while communication as the receiver might misinterpret the message being delivered. For example, if the
conveyer of the message is in a bad mood then the receiver might think that the information being delivered is not
good.

To overcome emotional barriers, be aware of the feelings that arise in you and in others as you communicate, and
attempt to control them. Most important, be alert to the greater potential for misunderstanding that accompanies
emotional messages.
3. Avoid Information Overload:

The managers should know how to prioritize their work. They should not overload themselves with the work.
They should spend quality time with their subordinates and should listen to their problems and feedbacks actively.

To overcome information overload, realize that some information is not necessary, and make necessary information
easily available. Give information meaning rather than just passing it on, and set priorities for dealing with the
information flow. Some information isn't necessary.

4. Physical distractions.

Communication barriers are often physical: bad connections, poor acoustics, and illegible copy. Although noise
or this sort seems trivial, it can completely block an otherwise effective message. Your receiver might also be
distracted by an uncomfortable chair, poor lighting, or some other irritating condition. In some cases, the barrier may
be related to the receiver's health. Hearing or visual impairment or even a headache can interfere with reception of a
message. These annoyances don't generally block communication entirely, but they may reduce the receiver's
concentration.

To overcome physical distractions, try to prepare well written documents which are clear, concise, and
comprehensive. When preparing oral presentations try to find a setting which permits audience to see and hear the
speaker clearly.

5. Eliminating differences in perception:

The organization should ensure that it is recruiting right individuals on the job. Its the responsibility of the
interviewer to ensure that the interviewee has command over the written and spoken language. There should be
proper Induction program so that the policies of the company are clear to all the employees. There should be proper
trainings conducted for required employees (for eg: Voice and Accent training).

03. Explain the importance of improving overall communication skill to effectively


perform as Quantity surveyor.

1. To express and share their experience, knowledge, ideas and thoughts in an effective manner for the common
benefit of the society.
Communication is the most important function of a human being performs in his/her life social life. Communication
helps to build strong relationship and better understanding which are so vital in our personal and professional life. To
be successful in any field one need to know and understand how to communicate effectively. In the construction field
to share knowledge , ideas ,giving instruction to client ,understanding the methods and etc ..most important.

2. To aspire a bright academic career growth.


Effective communication skills provides the skills required to be a in the budgeting, procurement and cost
management of construction projects ensuring on-time, on-budget delivery.

3. To secure a higher level of position in the related jobs.


Good communication skill helps to obtaining the promotions, salary increasing and etc, in the relevant filed.

4. To attain timely promotion and other benefits at their working place.

5. To lead the team from the front.

6. To develop a very healthy working environment and interpersonal communication skills.

7. To harness a better understanding and harmony.

8. To pursue advance or higher level of studies.

9. To work in a globalized and multilingual culture.

10. To sharpen presentation, writing, negotiation, intrapersonal skills etc.

11. Sees to the cost implication of the project and ensures that the project is still within the approved budget

12. Recommends action to the client through a tender report for the purpose of selecting the most suitable
contractor

13. Examines the Bill of Quantity and helps in deciding the best for the purpose of the project

14. Managing the tendering process

15. Assessing capital and revenue expenditure over the whole life of a facility

16. Managing and analysing risk

17. Giving advice on the avoidance and settlement of disputes.

18. Control construction costs by accurate measurement of the work required, the application of expert
knowledge of costs and prices of work, labour, materials and plant required, an understanding of the
implications of design decisions at an early stage to ensure that good value is obtained for the money to be
expended.

19. Advising clients on ways of procuring the project


04.Select an actual / hypothetical practical issue that you faced as quantity
surveyor. Describe how you face that situation sitting the different
communication methods that you adopted to deal with relevant parties.

If we consider extension of time .Extension of time is not a strange word for a Quantity Surveyor. There are risks that
failure to accurately assess delays to completion of a construction contract will result in:

unnecessary extensions to the completion time;


excessive delay-related costs; or
Disputes about a contractors entitlements to extensions of time or delay costs. Or
Liquidated damages

So in the case like this how the quantity surveyor should be communicate with other parties is very informant for the
smooth and effective flow of construction.

A construction contract will generally set a period for completion of the Works. That period may be specified in the
tender documents or otherwise agreed with the contractor before a contract is awarded. The contract may impose
liquidated damages, in the form of a charge per day or per week on the contractor, for failing to meet the specified
completion time. If a delay occurs that is not within the contractors control, a contract will generally provide for the
time for completion to be extended, subject to specific provisions. Such delays may include:
Inclement weather
Industry-wide industrial conditions
Delays caused by the Principal or agents of the Principal
Variations
Changes in the law
Directions by a public authority
Delays by a public authority

Although there is no clear cut division of communication system within the industry, the general of communication
are classified as follows: quantity surveyor can involved in various stages and occasions.

1. Communication between client and the consultants


2. Communication between the consultants
3. Communication between the consultants and the contractor.
4. Communication on site

To achieve the above task the quantity surveyor should communicate by using various communicating methods.
There are various ways and methods of communicating information in the construction industry. Although a vast
majority of information is exchanged verbally and delegated, most data is exchanged in written format either as hard
copy or electronically. Even if information is exchanged verbally such as through project meetings and instructions,
this information is well documented and stored for future reference. Scope of work and details of construction are
communicated by means of drawings, contract documents, addenda and specifications .Contracts are commonly
issued when one entity passes down work to another: for example, when an owner hires a consultant or designer they
form contractual relationship by means of signed contract. Same is true when consultant, on behalf of the owner,
hires a general contractor to execute the work designed by the consultant. The contractor may wish to sub-contract
some of his work to subcontractors in which case, again a contractual relationship is formed. Unfortunately,
miscommunication is a common occurrence in construction when work is passed down from one entity to another
For ease of classification, the forms and methods of communication in the construction industry are outlined below

1. Formal Written This takes the form of Project Plan, Project charter, Specifications, Reports, Metrics

2. . Formal Verbal Presentation and speeches fall under this category

3. Informal Written Examples of informal written methods of communication include memos, e-mail, notes,
etc.

4. Informal verbal - Meetings, stakeholders and conversations are categorized under informal verbal
method.

5. Nonverbal Messages These are conveyed through our facial expressions as well as our postures
and gestures and account for about 55% of what is perceived and understood by others.

6. Para-verbal Messages These include the tone, pitch, and pacing of our voice and account for
about 38% of what is perceived and understood by others. Effective communication is a two-way process
which involves active listening and reflects the accountability of speaker and listener. It also utilizes
feedback to confirm understanding which makes it free of stress

Further, we can explain that fact briefly, bellow mention,

The print media- Newspapers, Bulletins, Handbills, Magazines


Drawn and visual materials - Drawings, Programmes and charts, Photographs
Verbal-Face to face
Written materials- Specification, Schedules, Bill of quantities, Tender document, Certificate of payment,
Reports, letters
Notice board
Models and samples
Computers

Group meetings are the good communication method to understand the situation so, generally, site meetings are the
regular meetings held on the construction site to discuss the progress of the project to date, difficulties and delays
arising from the project at hand. This offers the contractor and his principal sub-contractors good opportunities to sort
out problem with the design team. The first site meeting is expected to formally establish a good link between all the
parties involved and as well give a clear indication of the way the project is to be administered. Continually
conducting this progress meeting within the site, quantity surveyor could understand the lack progress in construction
with daily progress report. So the he is verbally communicating with his superiors reasons for the lack of progress.
That will be by the face to face communication or telephone conversation. Then he could realize the lack of progress
because of the material shortage and extra work to be done or labours not receive regular flow of material.
Then the communication within the contractors organization includes connection within work areas, control points,
and storage areas. The most common of these is that between the storage area and the working area. This is the
communication link between manpower and materials and also involves the transportation of materials from storage
points to point of use sometimes using mechanical plants. This aspect of communication is of paramount importance
as the work force is an essential part of the industry;

This is because unless labour receives regular flow of materials and also be informed of what to do with them, work
will definitely stop no matter how well the management is.

Another communication route is that between control points and work area where managers and supervisors are in
close contact with the work men via verbal or written information. The project manager at the inception of the
construction work uses a programme of work to determine his resource requirement, he allocates materials, defines
and apportion responsibilities to the general foremen and gangers while using a simplified programme of work to
supervise the actions of the workmen, give orders to the general foreman who is directly responsible to the project
manager.

The operational foreman and charge hand also form a channel of communication for their workmen and keep them
informed on site progress. As follow up, the project manager uses the programme of work to monitor progress and
evaluate the effect of change that may be imposed by
varying productivity, by mistakes, by weather or by clients. Also within the contractors organization memoranda are
used to inform members of the news of contracts that have been awarded to the company and the notice boards are
used to communicate to this effect. Most forms of construction contract include notice requirements that must be met
to establish an entitlement to an extension of time.
REFERENCES

Lectures Modules

Mr. K.P Nishantha

Web References

http://paulford.com/what-is-communication/

http://www.mbaknol.com/business-communication/process-of-communication/

http://www.rsc-ne-scotland.ac.uk/ie/Who%20Am%20I%203/Who%20Am%20I%203-590.htm

http://tutor2u.net/business/people/communication_barriers.asp

http://www.advenire.com/communication-barriers/

http://ezinearticles.com/?Overcoming-Communication-Barriers-in-Organizations&id=1033424

http://www.ehow.com/about_6137525_job-description-quantity-surveyor.html

http://www.adit.ac.in/AditJournal/pdf_dec_2007/COMMUNICATION%20SKILLS%20FOR%20ENGINEE
RING%20PROFESSIONALS.pdf

http://www.tutorialspoint.com/management_concepts/communication_methods.htm
CONTENTS

PAGE NO

01 NAMES OF GROUP MEMBERS 1

02 ASSIGNMENT INTRODUCTION 2

03 PROCESS OF COMMUNICATION 3-6

04 COMMON BARRIERS TO COMMUNICATION 7-9

05 IMPORTANCE OF IMPROVING COMMUNICATION SKILLS 10- 13

06 DIFFERNT COMMUNICATION METHODS 12 -14

07 CONCLUSION 15

08 REFERENCES 16

09 ASSIGNMENT TEMPLATE & FEEDBACK FORM 17

10 ASSIGNMENT RECEIPT 18

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