Communication

Introduction to
Communication
1. Explain what is meant by the word

“communication” in general;
2. Identify the main elements in the
communication process; and
3. Factors that affect communication.
INTRODUCTION
This topic gives you an overview of
communication and introduces you to the main
elements in the communication process.
It also highlights the importance of writing clear,

positive messages and offers you some basic
tips and guidelines on this form of
communication so that you may become more
proficient in the kind of writing needed at home,
school and workplace.
You will also learn about some of the common

pitfalls which may impede the effectiveness of
written communication.
WHAT IS COMMUNICATION?
Communication is a learned skill.
However, while most people are born with

the physical ability to talk, not all can
communicate well unless they make special
efforts to develop and refine this skill further.
Very often, we take the ease with which we

communicate with each other for granted, so
much so that we sometimes forget how
complex the communication process actually
is.
The word “Communication” is derived from the
Latin word “Communis”
− It means to impart, to transit, to make common
− When something is made common, it implies

sharing and interaction
Definition of communication
“Communication is a process of passing
information and understanding from one
person to another”
− Keith Davis
“Communication is any behavior that

results in an exchange of meaning”
− Chappel and Read

Elements in Communication
What are the elements that must be present
in the communication process before it can
be successful and effective?
Clearly, there are several major
elements in the communication
process; a
sender, message, channel, receiver,

feedback, context.
There is both a speakers

intention to convey a message and a
listeners reception of what has been
said.
Thus, listening skills are just as

important as speaking skills in order for
communication to be effective.
This means that if you want to get
your message across accurately,
you need to consider these three
things:
• The message;
• The audience or receiver; and
• How the message is likely to be

received.
Factors Affecting Communication
Effective communication is a two-way process
but there are a number of factors which may
disrupt this process and affect the overall
interpretation and understanding of what was
communicated.
(a) STATUS/ROLE
The sender and receiver of a message may be
of equal status within a
hierarchy (e.g. managers in an organisation) or
they may be at different
levels (e.g. manager/employee, lecturer/student,
business owner/clients).
(B) CULTURAL Differences
Cultural differences, both within or outside
the organisation (for example,
inter-departmental dealings and
communication with outside organisations
or ethnic minorities) may impede the
communication process.
(c)Choice of Communication
Channels
Before you choose your communication
channel, you should ask yourself
whether the channel is appropriate for a
particular purpose and the
person/receiver you have in mind.
Sending messages via inappropriate

channels can send out wrong signals
and end up creating confusion.
(D) LENGTH OF COMMUNICATION
The length of the message also affects the
communication process. You
need to be sure that it serves the purpose
and is appropriate for the
receiver. Is the message too long or too
brief?
(e) Use of Language
Poor choice of words or weak sentence structure
also hampers communication. The same goes for
inappropriate punctuation. The two
sentences below illustrate clearly how different
placement of punctuation can change the entire
meaning of a sentence:
(F) Disabilities
Disabilities such as impaired sight,
dyslexia and poor mental health can
also be barriers to good communication,
and should be taken into
consideration when evaluating the
effectiveness of the communication
process. You may need to use hearing
aids, sign language, magnifying
systems, and symbols to alleviate
problems caused by disabilities.
(G) Known or Unknown Receiver
Whether the receiver is known or unknown to you
also plays a major role in determining the
effectiveness of your communication. A known
receiver may be better able to understand your
message despite having insufficient
information as both of you probably have common
experiences and a shared schemata.
An unknown receiver, on the other hand, may

require more information and time to decode the
message.
(H) Atmosphere/Noise/Distraction
Our surroundings can sometimes
pose as barriers to effective
communication.
A noisy place (a party, for instance)
usually puts a strain on oral
communication as both the sender
and the receiver need to put extra
effort to get the message across and
ensure that it is understood clearly
and correctly.
(i) Clarity of Message
Is the message conveyed in a clear or
ambiguous manner?
(k) Lack of Feedback

Feedback is important as it enables
confirmation of understanding to be
made by both parties.
The lack of feedback can sometimes
create problems as it can lead to
uncertainty and confusion.
THANK
YOU

Communication

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Introduction to

1. Explain what is meant by the word

It also highlights the importance of writing clear,

You will also learn about some of the common

However, while most people are born with

Very often, we take the ease with which we

− It means to impart, to transit, to make common

− When something is made common, it implies

“Communication is any behavior that

− Chappel and Read

sender, message, channel, receiver,

There is both a speakers

Thus, listening skills are just as

• The audience or receiver; and

• How the message is likely to be

Sending messages via inappropriate

An unknown receiver, on the other hand, may

(k) Lack of Feedback

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