Effective Communication: Unit No. 3 Unit Title: Professional Practice

EFFECTIVE
COMMUNICATION
Unit no. 3
Unit Title: Professional Practice
Effective communication:
a process of exchanging ideas, thoughts, knowledge and information
such that the purpose or intention is fulfilled in the best possible
manner.
it generally involves;
Sender: The person who initiates the process of communication by
sending a message;
Receiver: The one to whom the message is to be delivered.
• Clarity:
Be clear. Make sure that it’s easy for your reader to understand your meaning. Clarity
is also about avoiding the use of complex words, sentences, and fuzzy language.
• Concise:
When you’re concise in your communication, you stick to the point and keep it brief.
Being concise will save time for both you and the receiver of your message.
• Concrete:
Focus on your message. To be more concrete use sentences that cannot be
misinterpreted.
• Correct:
Being correct first time will both save you time and boost your credibility. A correct
message will also have a greater impact on the recipient than an incorrect one. Avoid
typo errors.
• Coherent:
When your communication is coherent, it’s logical. All points are connected and relevant to the main
topic, and the tone and flow of the text is consistent.
• Complete:
Ensure that your message is complete. Think about questions the receiver might think of as they
receive your message. Address these questions.
• Courteous:
Be polite. Courtesy builds goodwill. Keep your reader’s viewpoint in mind, and you’re empathetic to
their needs.
Variation in 7 C’s of Communication

• Credible – Does your message improve or highlight your credibility ? This is especially important
when communicating with an audience that doesn’t know much about you.
• Creative – Does your message communicate creatively? Creative communication helps keep your
audience engaged.
VERBAL AND NON VERBAL COMMUNICATION
• VERBAL COMMUNICATION:
When messages or information is exchanged or communicated through words is
called verbal communication.
TYPES OF VERBAL COMMUNICATION:
1. Written
2. Oral
• NONVERBAL COMMUNICATION:
Nonverbal communication is the process of sending and receiving messages without
using words, either spoken or written. Also called manual language.
• Body Language:
Body language is the use of physical behavior, expressions, and mannerisms to
communicate nonverbally, often done instinctively rather than consciously.
How to use your body to communicate can make your messages more impactful with your
audience.
It can also help you to better understand what others are telling you.
• Positive body language includes:

1. Open body position (arms unfolded).
2. Upright posture.
3. Relaxed and open facial expression.
4. Arms hanging relaxed by the sides.
5. Regular eye contact.
• Negative body language includes:
1. Folded arms.
2. Tense facial expression.
3. Body turned away from you.
4. Poor eye contact.
Cultural Barriers to Communication
Pointing Finger -Come here: This is used in the United

States to ask a person to step forward, but in Asia this
gesture isn’t welcome. It should only be used to beckon
dogs…if you do it in the Philippines you could be arrested.
Looking at your watch: This means ‘I’m in a hurry’

or ‘I’ve got to be somewhere’.
In the Middle East, however, a conversation should run
its natural course, as it would be very rude to look at
your
watch mid-conversation. In Arabic culture, once
communication has started, it must “take its time”.
Formal vs. Informal Communication
Formal communication is communication through pre-defined

channels set by organizations. Whereas,
Informal communication moves freely within the organization and
is not bound by pre-defined channels and communication routes.
Differences between formal and informal communication
Reliability: Formal communication is the more reliable form, as there is a paper trail. Compared to informal
communication which has comparatively less reliability, and is very unlikely to have a paper trail.
Speed: Formal communication is slower, sometimes feeling unbearably slow due to bureaucracy. On the other
hand, informal communication is very quick, often being instantaneous.
Time-Consuming: Formal communication requires a number of different processes before the whole
communication flow is complete, whereas informal communication requires very little process time.
Information Flow: Information through formal communication is only through predefined channels, whereas
information through informal communication moves freely.
Secrecy: Secrecy is maintained with formal communication, whereas informal communication makes it hard to
maintain full secrecy due to its reliance on individuals.
Types of formal communication
• Memos • Letters
• Intranet • Presentations
• Meetings • Speeches
• Conferences • Notice Boards
• Formal One-on-Ones
• Organizational blogs
• Bulletin Boards
• Emails from managers and leaders
• Handouts
Types of informal communication
• Gossip - Grapevine
• Single Strand – a form of informal communication wherein each person
communicates with the next in a single sequence.
• Cluster - in cluster networks a person will receive information and choose to pass it
on to their cluster network or keep the information to themselves. Each individual
will pass on the information to the next cluster network
• Probability Chain – each individual randomly tells another individual the same
piece of information.
“Chinese whispers”
https://www.youtube.com/watch?v=a3v9Uf13vkA
What does formal communication look
like?
1. Downward Communication: Information flows from management level down to lower levels.
It is the most common form of formal communication.
2. Upward Communication: Upward communication contains information which passes from
subordinate levels up to management and senior levels.
3. Horizontal Communication: Horizontal communication refers to communication between
individuals who are at the same or similar levels within an organization but have different areas
of responsibility.
4. Diagonal Communication: Occurs when employees of different departments at different levels
communicate with each other irrespective of the chain of command.

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EFFECTIVE

Variation in 7 C’s of Communication

• Positive body language includes:

Pointing Finger -Come here: This is used in the United

Looking at your watch: This means ‘I’m in a hurry’

Formal communication is communication through pre-defined

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