Sir Imran saeed

Communication Skills and its types. Brain Stroming and its types

NFC-Institute of engineering and technology Multan

Group Members: 1. Asad Raza 2. M.Umer 3. Areeb Rao 4. Adnan Khawaja 5. Salman Muneer 6. Awais Ramazan 7. Hasan Raza 2K12-elc-147. 2K12-elc-158. 2K12-elc-170. 2k12-elc-145. 2k12-elc-155. 2K12-elc-153. 2K11-elc-162.

Communication:
Communication can be defined in many ways. In simple terms communication is: Information transmitted A verbal or nonverbal message A process by which information is exchanged between individuals through a common system of symbols, signs, or behavior

Communication Skills:
Definition:
Communication skills are the set of skills that enables a person to convey information so that it is received and understood. Communication skills refer to the repertoire of behaviors that serve to convey information for the individual. Communication skills are generally understood to be the art or technique of persuasion through the use of oral language and written language.

Communication Process:

1. Sending The Message:

Person 1 constructs and sends a message. Messages are the signals and symbols that we use to convey what we want to transmit. They can occur in various ways, including visual (non-verbal, written), auditory (verbal and sub-vocal speech ), tactile (touch, bodily contact) and olfactory (perfumes)formats. In order to send the message, it must be encoded into words, as well as tone, inflection, facial expression, and other non-verbal language. While skills such as clear thinking, concise expression of plain English , logical association of ideas and organized speech are important, especially to specific contexts such as giving presentations , they do not ensure that effective communication will take place. The meaning of the message is not contained solely in the words, as factors such as non-verbal cues, the context and the people involved will heavily influence meaning. It is important to note that unintended as well as intended meanings may be communicated via non-verbal leakage.

2. The Channel:
In Clampitts (2005) model, this refers to the means used to deliver messages and the related formats. Means used to communicate can include face to face, telephone, pager, written, radio and video communication. In face to face communication, which is most often preferred for communication of more important matters, communication occurs through visual, auditory and olfactory formats, while the tactile medium may or may not be used. Skilled communicators will choose the channel most appropriate to the specific goals sought at that time.

3. Receiving the Message:

For effective communication to take place, the message must be accurately decoded and reconstructed by person 2, from the signals received from person 1. However, even if the "encoding" is carried out very well; this in itself does not ensure that it will be "decoded" accurately. The meaning ascribed to the message may vary according to the person doing the interpreting, the context in which the message was given and the total information communicated. In terms of the person doing the interpreting, we all have underlying beliefs and understandings of the world which will influence the ways in which we tend to understand and ascribe meaning to incoming data.

4. Feedback:
Person 2 responds to person 1, and this message is received by person 1 as feedback. Again, feedback comprises both the verbal and non-verbal messages of others, and allows us to evaluate how the message has been understood and the response to it. Actively listening to feedback is a key skill in effective communication. We can also get feedback from our own responses through a process known as self-monitoring. Self-monitoring involves staying aware of what we are saying and doing in social encounters and how this is impacting on others. This type of feedback can then be used to alter or adapt our behavior in the light of the responses from others. People who are skilled communicators are

high self-monitors, who continuously analyze and regulate their own behavior according to the way in which the other person is responding.

Barrier of effective listening: Noise:

The term noise describes anything that can interfere with or distort the meaning of a message. has identified a number of such barriers or common sources of noise, which can affect communication accuracy and effectiveness.

Psychological:
These include the perceptual biases or stereotypes that can impact on how we interpret a particular persons message. People respond to stimuli in the environment in very different ways. We each have shortcuts that we use to organize data. Invariably, these shortcuts introduce some biases into communication. Stereotyping is an example of such a shortcut. Stereotyping is when we assume that the other person has certain characteristics based on the group to which they belong, without checking out to see that they do in fact have these characteristics. Think about the example of the student who misinterpreted the practice educators positive message as negative. It may be that this student tends to view authority figures as critical people who are likely to put him/her down. Bear in mind though, we do not have enough information at this stage to make this conclusion and this is merely an example of a possible perceptual bias.

Semantic:
This is used to describe situations where language or cultural differences distort or interfere with the meaning of the message. Effective communication requires deciphering and understanding the basic values, motives, and assumptions of the other person. Given that dramatic differences exist across cultures in terms of approaches to time, space, and privacy; the opportunities for misinterpretation when we are in cross-cultural situations are plentiful.

Environmental:
This refers to a range of factors such as size of room, layout of furniture, intrusive noise, heating and lighting etc. Each of these can either encourage or inhibit interaction.

Demographic:
Factors such as gender and age can impact on the way in which a message is interpreted. For example, a male listener may nod his head to indicate to the speaker I agree, whereas a female listener may nod her head to communicate I am listening (but not necessarily agreeing); so sending the same visible feedback but with different actual meanings

Disability:
Physical or neurological impairment as well as psychiatric illness can call for alternative means to the usual patterns of communication to be adopted. Some examples include sight or hearing loss, and conditions such as Parkinsons disease or severe depression

Organizational:
Barriers to effective communication can be located within the organization or agency itself. Difficulties with established lines and means of communication, different relative physical location of staff, lack of team or supervision meetings, and under resourced supervisors are factors that can impact negatively on effective communication

Types of communication:
Verbal Communication:
Verbal communication include sounds, words, language, and speech. Speaking is an effective way of communicating and helps in expressing our emotions in words. This form of communication is further classified into four types, which are:

1. Intrapersonal Communication
This form of communication is extremely private and restricted to ourselves. It includes the silent conversations we have with ourselves, wherein we juggle roles between the sender and receiver who are processing our thoughts and actions. This process of communication when analyzed can either be conveyed verbally to someone or stay confined as thoughts.

2. Interpersonal Communication
This form of communication takes place between two individuals and is thus a one-on-one conversation. Here, the two individuals involved will swap their roles of sender and receiver in order to communicate in a clearer manner.

3. Small Group Communication

This type of communication can take place only when there are more than two people involved. Here the number of people will be small enough to allow each participant to interact and converse with the rest. Press conferences, board meetings, and team meetings are examples of group communication. Unless a specific issue is being discussed, small group discussions can become chaotic and difficult to interpret by everybody. This lag in understanding information completely can result in miscommunication.

4. Public Communication
This type of communication takes place when one individual addresses a large gathering of people. Election campaigns and public speeches are example of this type of communication. In such cases, there is usually a single sender of information and several receivers who are being addressed.

Nonverbal Communication:
Nonverbal communication manages to convey the sender's message without having to use words. This form of communication supersedes all other forms because of its usage and effectiveness. Nonverbal communication involves the use of physical ways of communication, such as tone of the voice, touch, and expressions. Symbols and sign language are also included in nonverbal communication. Body posture and language convey a lot of nonverbal messages when communicating verbally with someone. Folded arms and crossed legs are some of the defensive nonverbal signals conveyed by people. Shaking hands, patting and touching, express feelings of intimacy. Facial expressions, gestures and eye contact are all different ways of communication. Creative and aesthetic nonverbal forms of communication include music, dancing and sculpturing.

Written Communication:
Written communication is the medium through which the message of the sender is conveyed with the help of written words. Letters, personal journals, e-mails, reports, articles, and memos are some forms of written communication. Unlike other forms of communication, written messages can be edited and rectified before it is communicated to the receiver. Thereby, making written communication an indispensable part of informal and formal communication. This form of communication encapsulates features of visual communication as well, especially when the messages are conveyed through electronic devices such as laptops, phones, and visual presentations that involve the use of text or words.

Visual Communication:
This form of communication involves the visual display of information, wherein the message is understood or expressed with the help of visual aids. For example, topography, photography, signs, symbols, maps, colors, posters, banners and designs help the viewer understand the message visually. Movies and plays, television shows and video clips are all electronic form of visual communication. Visual communication also involves the transfer of information in the form of text, which is received through an electronic medium such as a computer, phone, etc. Icons and emoticons are a form of visual communication. When these icons are used in a public place, phone or computer, they instruct the user about their meaning and usage. The greatest example of visual communication is the World Wide Web which communicates with the masses, using a combination of text, design, links, images, and color. All of these visual features require us to view the screen in order to understand the message being conveyed.