Oromia Police College

Modul Title: Introduction to Communication

Nominal Duration: - 10 Minutes

Prep…. By Dep/Insp Chala Bekele (BSc)

September 2024

Adama
Contents
Introduction to the module................................................................................II
1. Introduction to Communication ................................................................. 1
1.1. What is Communication? ................................................................................................... 1
1.2. Types of communication ..................................................................................................... 1
1.3. Elements of Communication............................................................................................... 2
1.4. Forms of Communication ................................................................................................... 3
1.5. Principles of Effective Communication ............................................................................. 4
1.6. Barriers of Communication ................................................................................................ 5
1.7. The Importance of Effective Communication ................................................................... 6

Reference .............................................................................................................. 7

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Introduction to the module
This module provides you to acquire knowledge of Communication, Types, forms, process or
flow of communication, importance of communication in Workplace and principles of
communication.

Learning Objectives

• At the end of this Course the Student’s will be able to:-

✓ Define the Meaning of communication.

✓ Identify Types of Communication

✓ Identify and define elements of the communication process.

✓ Identify the forms of communication.

✓ Identify and define Principles of Effective Communication

✓ Identify Barriers of Communication

This module covers the units: -

• Definition of Communication
• Types of Communication
• Elements of communication Process
• Forms of communication
• Principles of Effective Communication
• Barriers of Communication

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1. Introduction to Communication
1.1. What is Communication?
Communication: -is the process of exchanging information, ideas, thoughts, or feelings
between individuals or groups. It involves the transmission and reception of messages, which
can take various forms, such as verbal, non-verbal, written, or visual. It is the sending and
receiving of information

Effective communication is essential for human interaction and understanding, and it plays a
crucial role in many aspects of life, including personal relationships, business, education, and
politics. Communication is defined as the giving, receiving or exchanging of information,
opinions or ideas so that the message is completely understood by everybody involved.

1.2. Types of communication

There are four main types of communication you might use on a daily basis, including:

Verbal: Communicating by way of a spoken language

It involves the use of spoken words to convey messages, ideas, thoughts, or emotions. It is a
conscious and intentional process that relies on the speaker's ability to articulate their message
clearly and effectively. It can be take place in various forms, such as conversations,
discussions, presentations, lectures, and debates. It is essential for building relationships,
conveying emotions, and transmitting knowledge.

Non-verbal: Communicating through body language, facial expressions.

It is refers to the unconscious and unintentional transmission of messages through nonverbal

cues, such as body language, gestures, facial expressions, posture, eye contact, and tone of
voice. Nonverbal communication can significantly influence how messages are interpreted and
understood, often complementing or contradicting verbal communication. It plays a crucial role
in human interaction, as it can convey emotions, attitudes, and social cues without the need for
words.

Written: Communicating with written language, symbols and numbers Written

communication involves any type of message that makes use of the written word. Written
communication is the most important and the most effective of any mode of business
communication.

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Visual: Communication by way of photography, art, drawings, sketches, charts and graphs.
Visual communication is the practice of using visual elements to get a message across, inspire
change, or evoke an emotion.

1.3. Elements of Communication

a. Sender

The person who conveys his thoughts, message or ideas to the receiver is known as the sender.
He is at the starting point of the communication system and represents the source of
communication. E.g., In a classroom, a teacher is a sender.

b. Message

The subject matter of communication is termed as messages. It includes ideas, feelings,

suggestions, order, etc., which a sender wants to convey to the receiver.

c. Encoding

The process of converting messages into communication symbols, which may be understood
by the receiver. It includes words, pictures, gestures, symbols, etc. Encoding translates the
internal thought of the sender into a language which can be understandable.

d. Media

The path, channel or medium through which encoded message is transmitted to the receiver is
known as media. It is the carrier of the message. It can be in written form, face to face, through
telephone, letter, internet, etc.

e. Decoding

The process of translating the encoded message into an effective language, which can be
understood by the receiver is known as decoding. In this, the encoded symbols of the sender
are converted.

f. Receiver

The person who receives the message of the sender is known as the receiver. E.g., Students are
receivers in the classroom.

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 g. Feedback

To complete the process of communication, feedback is essential. The process of reversal of

communication in which the receiver expresses his reaction to the sender of the message is
known as feedback. Feedback ensures that the receiver has received and understood the
message.

1.4. Forms of Communication

Forms of communication vary in terms of participants, channels used, and contexts. The main
forms of communication, all of which will be explored in much more detail in this course, are
interpersonal, group, public, and mass communication.

 Interpersonal communication is communication between people whose lives

mutually influence one another. Interpersonal communication builds, maintains, and
ends our relationships, and we spend more time engaged in interpersonal
communication than the other forms of communication.

 Group communication is communication among three or more people interacting to

achieve a shared goal. Example:- Student

 Public communication is communication from one person to a large audience.

Compared to interpersonal and group communication, public communication is the
most consistently intentional, formal, and goal-oriented form of communication we
have discussed so far. Example:- Teacher

 Mass communication is communication that is transmitted to many people through

traditional and interactive media. Traditional media such as newspapers, magazines,
radio, and television continue to be important channels for mass communication,
although they have suffered much in recent years due to evolving technology and
trends. The technology required to send mass communication messages distinguishes it
from the other forms of communication.

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 1.5. Principles of Effective Communication
➢ Clear

There are several stages to clarity.

Firstly, it’s important to be clear about the purpose of the message you’re delivering. The
recipient should be made aware of why they are receiving the message and what you’re trying
to achieve by delivering it. If there are multiple goals, each should be laid out separately.

Secondly, it’s essential that the content of the communication is itself clear. You should avoid
jargon, use simple language, use simple structures and focus on the core points of your
message.

➢ Correct

It’s essential that both the factual information and the language and grammar you use are
correct. If your audience spots errors in either, they will be distracted and your credibility will
be greatly reduced. This will reduce the effectiveness of your communication.

➢ Complete

Completeness is often one of the most important of the 7 Cs of communication.

When creating a message, it’s important to give the recipient all of the information they need
to follow your line of reasoning and to reach the same conclusions you have. This level of
detail will be different in different situations, and you should adjust your communications
accordingly.

In addition, you should make things as easy as possible for the recipient. For example, if you
are issuing a “call to action”, provide explicit guidance on that action. Increasingly it’s common
to include things like hyperlinks in written communications or to attach FAQs, both of which
help audiences access a complete set of information while also ensuring that core
communications focus on core messages.

➢ Concrete

When shaping your communication you must ensure that you are specific and that the logic
and messages that you’re using fit together, build on each other and support each other. Your
arguments should be based on solid facts and opinions from credible sources and you should
share irrefutable data to support your argument.

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It may be important to help bring the solid nature of what you’ve created to life for your
audience through examples that show the relevance of your messages for them as individuals.

➢ Concise

When communicating messages of this nature it’s important to stick to the point and keep your
messages short and simple. Don’t use 10 words if you can use five. Don’t repeat your messages.

The more you say, the more risk there is of confusion. Avoid that risk by focusing solely on the
key points you need to deliver.

➢ Courteous

You can increase the effectiveness of your communications by being polite and showing your
audience that you respect them. Your messages should be friendly, professional, considerate,
respectful, open and honest.

To help ensure you are courteous, you should always use some empathy and consider your
messages from the point of view of the audience.

➢ Considered & Coherent

The last of the 7 Cs of communication is considered or coherent. If your communications are

not coherent they will not be effective. To help make sure your communications are considered
and coherent you should have a logical flow and your style, tone and language should be
consistent throughout.

In addition to making sure that each communication you issue is coherent within itself, you
should also ensure consistency of message when delivering multiple communications.

1.6. Barriers of Communication

✓ Channel Selection

✓ Physical barriers: these include noise, and time & distance.

✓ Information overload

✓ Emotions

✓ Poor Listening

✓ Inconsistent verbal and Nonverbal Communication

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 ✓ Language Difference (Poor chosen words)

✓ Values and beliefs

✓ Sex/gender and age

✓ Educational level

✓ Attitude, Timing and Trust

1.7. The Importance of Effective Communication

Communication is the heart of any organization. The ability to communicate effectively in the
workplace can increase overall productivity and create a strong team. Clear and effective
communication is a vital skill in life, and at work.

It helps you not only to get what you want, but also to build relationships and maintain a great
reputation. Everything you do in the workplace from the results of communication. While
developing your career you will get to know why communication is important.

In the Organization:

Communication plays a very important role in the management of any organization. As it is a

tool for sharing thoughts, ideas, opinions and plans in various parts of an organization. Good
communication is required not only in building relationships but also for a successful business.
That is why communication is having tremendous importance in the organization.
Communication helps to increase efficiency at the workplace.

Importance for Individuals:

Communication is important to express oneself. It also satisfies one's needs. One should have
effective communication for advancement in the career. In your personal life, effective
communication skills can smooth your way and your relationships with others by helping you
to understand others, and to be understood.

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Reference
Cook, C. (2002). Line by line. New York: Longman. Flesch, R. (1996). The art of plain talk.
New York: Harper Brothers Publishers. Hacker, D. (2003).

A writerÊs reference (5th ed.). Boston/New York: Bedford/ St. MartinÊs. Ludlow, R., &
Panton, F. (1992). The essence of effective communication. New York: Prentice Hall.

Strunk, W. Jr., White, E. B., & Roger, A. (2004). The elements of style: A style of gender for
writers (4th ed.). New York: Longman. Taylor, S. (2000). Essential communication skills: The
ultimate guide to successful business communication. Boston: Pearson Educational.