EFFECTIVE COMMUNICATION [UWB 10202]

1. EFFECTIVE COMMUNICATION[UWB 10202] Introduction Mdm Siti Aisyah binti Akiah

2. Outline 1. What is Communication 2. Criteria of an Effective Communication 3. Importance of Effective Communication 4. Communication Model – Elements 5. Forms of Communication 6. Types of Communication

3. What is Communication? • Latin word: “communis” (equal or similarity) • Modern day meaning:- • the act of / process of communicating • the imparting or interchange of thoughts, opinions, or information by speech, writing, or signs • something that has been transferred or transmitted • a document or message imparting information or opinion • any process related to sharing information, ideas & feelings

4. Is communication taking place? • A teacher instructing a student to take off his cap in class but was ignored • A group of staffs listening to a briefing on the need for quality work and product given by their manager • The Chancellor of Germany giving a talk on German-Malaysia Economic Cooperation to a delegate of Malaysian participants using the German language • A navy officer pointing his machine gun towards illegal immigrants after they were caught in a boat off the coast of Pontian • An angry motorcyclist raising his middle finger with palm facing inwards to an incoming reckless factory van

5. occurs when there is a shared meaning what we do to give and get understanding an active process and a changing event EFFECTIVE COMMUNICATION a two-way process of sending and receiving messages an exchange of words and meanings message that is sent is the same message that is received

6. Importance of Effective Communication • is the key to success • to live is to communicate • to communicate effectively is to enjoy life more fully • we use it : • - to share • - to inform • - to persuade • - to make decision • - to improve relationships • - to discover & uncover information

7. WHO (sender) TO WHOM (receiver) WHAT IS SAID (message) USING WHAT & WHERE (channel/mode) THE EFFECT (feedback) Elements ofCommunication channel feedback

8. Element 1: The Sender / Source • The first person to speak or the one who • initiates the communication or creates the • message • Encoding and sending the message • Reacting to feedback from the receiver

9. Element 2: The Receiver • The "listener“, the one or ones for whom the message is intended • Receive and interpret the message • Store and reacts to the message sent by the source of the message • May react by uttering words or in non-verbal ways such as giving • out signs, body movements, facial expressions

10. Element 3: The Message • The stimulus produced by the source • This is what the sender wants the receiver to know • Includes:- • - the verbal message (content), and • - non-verbal messages inferred from the source (words, grammar, • organization, appearance, body movement, personality, self- • concept, style, signals) and the environment (noise, interruption)

11. Element 4: Feedback • The reaction that the receiver gives upon receiving the message from the source • Enables the source to determine whether the message was understood correctly

12. Element 5: Channel / Mode • The route by which the message flows between the source and the receiver • Includes:- • means of communication • environment • interference

13. Element 5: Channel (Con’t) • Means of communication (1) Face-to-face conversations Meetings

14. Element 5: Channel (Con’t) • Means of communication (2) Telephones in offices, cars & airplanes Memos, letters, and telegraphs

15. Element 5: Channel (Con’t) • Means of communication (3) Fax Electronic mail

16. Element 5: Channel (Con’t) • Environment • The atmosphere either physically or psychologically when the communication occurs • Influence the way the message is interpreted • Could be feelings, perceptions, attitude, characteristics of the location, decoration, size and colour in which the communication take place

17. Element 5: Channel (Con’t) • Interference / Barrier (1) • Anything that disturbs the transmitted intended message • Can be both in the form of internal (meaning of the message) and external (tone of the message) • Possible causes:- • Language differences • Badly expressed messages • Arguing or debating

18. Element 5: Channel (Con’t) • Interference / Barrier (2) • Lack of background information • Jumping to conclusions without waiting for the whole message • Distrust • Disinterest in the conversation • Fear • Not listening

19. Forms of Communication • Speech • Written • Symbols • Gestures

20. Types of Communication • Intrapersonal Communication • Interpersonal Communication • Small Group Communication

21. Types of Communication (con’t) • Intrapersonal Communication • Self talk • Purpose: to plan, rehearse, prompt to do / or not to do • Elements:- • - You are the only sender & receiver • - The message is made up of thoughts / feelings • - The channel: one’s brain • - The feedback: discard certain ideas and replace with new • ones • e.g. dreams, reading aloud to oneself, talking to yourself

22. Types of Communication (con’t) • Interpersonal Communication • A process of imparting messages between two or more individuals on a personal, face-to-face level • Uses all the elements of communication process • Offers the greatest opportunity for feedback • Usually takes place in informal and comfortable settings • e.g. - discussions • - conversations • - interviews

23. Small Group Communication • Refers to communication that occurs in groups that are approximately 3 - 10 people • Small group communication generally takes place in a context that mixes interpersonal communication interactions with social clustering • e.g. work, social, influence Types ofCommunication (con’t)