Communication

Definition of Communication
Communication (from Latin communicare, meaning "to share") is the act of conveying meanings from
one entity or group to another through the use of mutually understood signs, symbols, and semiotic rules.
The main steps inherent to all communication are:

1. The formation of communicative motivation or reason.

2. Message composition (further internal or technical elaboration on what exactly to express).
3. Message encoding (for example, into digital data, written text, speech, pictures, gestures and so on).
4. Transmission of the encoded message as a sequence of signals using a specific channel or medium.
5. Noise sources such as natural forces and in some cases human activity (both intentional and accidental) begin
influencing the quality of signals propagating from the sender to one or more receivers.
6. Reception of signals and reassembling of the encoded message from a sequence of received signals.
7. Decoding of the reassembled encoded message.
8. Interpretation and making sense of the presumed original message.
Keith Davis: Communication is a process of passing information and understanding from one person to another.
John Adair: Communication is essentially the ability of one person to make contact with another and make himself or
herself understood.
Types of Communication
There are several different ways we share information with one another. For example, you might use verbal
communication when sharing a presentation with a group. You might use written communication when applying for a job
or sending an email.

There are four main categories or communication styles including verbal, nonverbal, written and visual:

1. Verbal
Verbal communication is the use of language to transfer information through speaking or sign language. It is one of the
most common types, often used during presentations, video conferences and phone calls, meetings and one-on-one
conversations. Verbal communication is important because it is efficient. It can be helpful to support verbal communication
with both nonverbal and written communication.

Here are a few steps you can take to develop your verbal communication skills:

 Use a strong, confident speaking voice. Especially when presenting information to a few or a group of people,
be sure to use a strong voice so that everyone can easily hear you. Be confident when speaking so that your
ideas are clear and easy for others to understand.
 Use active listening. The other side of using verbal communication is intently listening to and hearing
others. Active listening skills are key when conducting a meeting, presentation or even when participating in a
one-on-one conversation. Doing so will help you grow as a communicator.
 Avoid filler words. It can be tempting, especially during a presentation, to use filler words such as “um,” “like,”
“so” or “yeah.” While it might feel natural after completing an sentence or pausing to collect your thoughts, it can
also be distracting for your audience. Try presenting to a trusted friend or colleague who can call attention to the
times you use filler words. Try to replace them by taking a breath when you are tempted to use them

2. Nonverbal
Nonverbal communication is the use of body language, gestures and facial expressions to convey information to others. It
can be used both intentionally and unintentionally. For example, you might smile unintentionally when you hear a pleasing
or enjoyable idea or piece of information. Nonverbal communication is helpful when trying to understand others’ thoughts
and feelings.

If they are displaying “closed” body language such as crossed arms or legs, or hunched shoulders, they might be feeling
anxious, angry or nervous. If they are displaying “open” body language with both feet on the floor and arms by their side
or on the table, they are likely feeling positive and open to information.
Here are a few steps you can take to develop your nonverbal communication skills:

 Notice how your emotions feel physically. Throughout the day, as you experience a range of emotions
(anything from energized, bored, happy or frustrated), try to identify where you feel that emotion within your body.
For example, if you’re feeling anxious, you might notice that your stomach feels tight. Developing self-awareness
around how your emotions affect your body can give you greater mastery over your external presentation.
 Be intentional about your nonverbal communications. Make an effort to display positive body language when
you feel alert, open and positive about your surroundings. You can also use body language to support your verbal
communication if you feel confused or anxious about information, like using a furrowed brow. Use body language
alongside verbal communication such as asking follow up questions or pulling the presenter aside to give
feedback.
 Mimic nonverbal communications you find effective. If you find certain facial expressions or body language
beneficial to a certain setting, use it as a guide when improving your own nonverbal communications. For
example, if you see that when someone nods their head it communicates approval and positive feedback
efficiently, use it in your next meeting when you have the same feelings.


3. Written
Written communication is the act of writing, typing or printing symbols like letters and numbers to convey information. It is
helpful because it provides a record of information for reference. Writing is commonly used to share information through
books, pamphlets, blogs, letters, memos and more. Emails and chats are a common form of written communication in the
workplace.

Here are a few steps you can take to develop your written communication skills:

 Strive for simplicity. Written communications should be as simple and clear as possible. While it might be
helpful to include lots of detail in instructional communications, for example, you should look for areas where you
can write as clearly as possible for your audience to understand.
 Don’t rely on tone. Because you do not have the nuance of verbal and nonverbal communications, be careful
when you are trying to communicate a certain tone when writing. For example, attempting to communicate a joke,
sarcasm or excitement might be translated differently depending on the audience. Instead, try to keep your writing
as simple and plain as possible and follow up with verbal communications where you can add more personality.
 Take time to review your written communications. Setting time aside to re-read your emails, letters or memos
can help you identify mistakes or opportunities to say something differently. For important communications or
those that will be sent to a large number of people, it might be helpful to have a trusted colleague review it as well.
 Keep a file of writing you find effective or enjoyable. If you receive a certain pamphlet, email or memo that
you find particularly helpful or interesting, save it for reference when writing your own communications.
Incorporating methods or styles you like can help you to improve over time.

4. Visual

Visual communication is the act of using photographs, art, drawings, sketches, charts and graphs to convey information.
Visuals are often used as an aid during presentations to provide helpful context alongside written and/or verbal
communication. Because people have different learning styles, visual communication might be more helpful for some to
consume ideas and information.

Here are a few steps you can take to develop your visual communication skills:

 Ask others before including visuals. If you are considering sharing a visual aid in your presentation or email,
consider asking others for feedback. Adding visuals can sometimes make concepts confusing or muddled.
Getting a third-party perspective can help you decide whether the visual adds value to your communications.
 Consider your audience. Be sure to include visuals that are easily understood by your audience. For example, if
you are displaying a chart with unfamiliar data, be sure to take time and explain what is happening in the visual
and how it relates to what you are saying. You should never use sensitive, offensive, violent or graphic visuals in
any form.

To make improvements to your communication skills, set personal goals to work through the things you want to
accomplish step by step. It might be helpful to consult with trusted colleagues, managers or mentors to identify which
areas would be best to focus on first.
Communication Channels
Communication channels is the term given to the way in which we communicate. It is therefore the method used to
transmit our message to a recipient, or to receive a message from someone else.

There are multiple communication channels available to us today. These include face-to-face conversations, telephone
calls, text messages, email, the Internet (including social media such as Facebook and Twitter), radio and TV, written
letters, brochures and reports.

Encoding Messages
All messages must be encoded into a form that can be conveyed by the communication channel chosen for the message.

We all do this every day when transferring abstract thoughts into spoken words or a written form. However, other communication
channels require different forms of encoding, e.g. text written for a report will not work well if broadcast via a radio programme, and
the short, abbreviated text used in text messages would be inappropriate in a letter or in speech.

Complex data may be best communicated using a graph, chart or other visualisation.

Effective communicators encode their messages so that they fit both the channel and the intended audience. They use appropriate
language, conveying the information simply and clearly. They also anticipate and eliminate likely causes of confusion and
misunderstanding. They are generally aware of the recipients’ experience in decoding similar communications.

Successful encoding of messages for the audience and channel is a vital skill in effective communication.

Decoding Messages
Once received, the recipient needs to decode the message. Successful decoding is also a vital communication skill.

People will decode and understand messages in different ways.

This will depend on their experience and understanding of the context of the message, how well they know the sender, their
psychological state and how they feel, and the time and place of receipt. They may also be affected by any Barriers to
Communication which might be present.

There are therefore a wide range of factors that will affect decoding and understanding.

Successful communicators understand how the message will be decoded, and anticipate and remove as many as possible of the
potential sources of misunderstanding.

Feedback
The final part of a communication is feedback: the recipient lets the sender know that they have received and understood the
message.

Recipients of messages are likely to provide feedback on how they have understood the messages through both verbal and non-verbal
reactions. Effective communicators pay close attention to this feedback as it is the only way to assess whether the message has been
understood as intended, and it allows any confusion to be corrected.

Bear in mind that the extent and form of feedback will vary with the communication channel. Feedback during a face-to-face or
telephone conversation will be immediate and direct, whilst feedback to messages conveyed via TV or radio will be indirect and may
be delayed, or even conveyed through other media such as the Internet.

Effective communicators pay close attention to this feedback as it is the only way to assess whether the message has been understood
as intended, and it allows any confusion to be corrected.

The Importance Of Communication In Leadership

Effective communication is THE key to leadership, according to Tom Peters. Bill Gates said that if he was down to his last dollar he
will spend it on communication with his stakeholders. Ketchum Leadership Communication Monitor, May 2014, identified
communication at the top-ranking attribute for effective leadership. 74% of the respondents viewed it as very important to great
leadership – yet only 29% felt leaders communicated effectively.