LANGUAGE AND

COMMUNICATION
SKILLS
WEEK ONE LECTURE NOTES
 THE CONCEPT OF COMMUNICATION
• Communication is derived from the Latin word “communis”, which means to share.
Therefore, communication is sharing of ideas, concepts, feelings, and emotions.
• It can also be defined as the transmission and reception of a message or idea from
one party to another in a mutually understandable way. The key words here are
mutually understandable because unless both parties to a communication are of one
mind as to what the communication means (in terms of language and concept) there
is no communication at all.
• The definition also implies that the sender of the communication is quite clear about
what message is intended to convey. Skill is defined as a learned power of doing
something competently and doing something that is a developed aptitude or ability.
• Therefore com skills of different ways in which one can send and receive messages
effectively in a communication environment. Or the acquired and learned ways.
 CONT. …

• There are several authors who have attempted to define the term
communication. Worth noting, however, is that all definitions denote some
common features that define the concept of communication. They include the
following:
• Communication is a process
• Communication is an art
• It involves sharing and exchanging of the required information
• It is between two or more individuals
• Communication takes place through an established medium or channel
 ASPECTS OF COMMUNICATION
• All communications have to be originated, produced, transmitted, received, and understood. The main
aspects of communication which need to be reconsidered are the following:
• The source of communication, i.e. the sender
• The contents of communication
• The process by which communication is produced, e.g. dictation, typing etc
• The method by which communication transmitted, e.g. letter, phone, etc
• The destination of the communication, i.e. the recipient
• The understanding of the communication by the recipient

• Therefore, from the above, communication situation exists when;

• There is a person (sender) desirous of passing on some information
• There is another person (receiver) to whom the information is to be passed on
• The receiver partly or wholly understands the message passed onto him/her
• The receiver responds to the message (feedback)
 ESSENTIALS OF EFFECTIVE
COMMUNICATION
• communication is a two-way process in which there is an exchange and progression
of ideas towards a mutually accepted direction. For this process to materialize, it is
essential that the basic elements of communication be identified:
• (i) sender/encoder/speaker
• (ii) receiver/decoder/listener
• (iii) the message
• (iv) the medium
• (v) feedback
• (vi) context
 PROCESS OF COMMUNICATION
Communication is a fundamental process that involves the exchange of information
between a sender and a receiver. The following illustrates the process of
communication.
1. Formulation of the message. At this stage, the sender who is desirous to send a
message formulates a message with in a given language and context.
2. Sending the message. After formulation of the message, the sender sends the
message to the receiver through a given medium. This medium can be oral,
written etc.
3. Receiving the message. The receiver in a given context receives the message
sent by the sender
4. Decoding the message. The receiver then deciphers the message to make
meaning of it
 BARRIERS TO COMMUNICATION
Encoding barriers
1. Language Barriers. When the sender and receiver do not share a common language or
have different levels of proficiency in a language, communication can be challenging. If the
sender uses jargon, technical terms, or slang that the receiver does not understand, the
message can be misinterpreted. For example A medical professional using complex medical
terminology when speaking to a patient who is unfamiliar with those terms.
2. Cultural Barriers. Cultural differences can influence how messages are encoded.
Different cultures have distinct ways of expressing ideas, emotions, and norms. What is
considered polite or appropriate in one culture may be seen as rude or confusing in another.
For example In some cultures, direct eye contact is a sign of confidence, while in others, it
may be perceived as disrespectful or confrontational.
3. Emotional Barriers. The sender’s emotional state can affect how they encode a
message. If a person is angry, stressed, or upset, they might communicate in a way that is
harsh, unclear, or overly emotional, which can hinder the message's clarity. A manager who
is frustrated with a team’s performance may inadvertently encode a message that comes
across as overly critical rather than constructive.
 BARRIERS CONT

4. Perceptual Barriers. Perception is how individuals interpret reality. If the sender’s perception is
biased or limited, they may encode a message based on incorrect assumptions or stereotypes, leading
to miscommunication. For example A sender who assumes that a younger colleague lacks experience
might unconsciously encode a message that is overly simplistic or patronizing.
5. Complexity of the Message. If the message is too complex or contains too much information, it can
be difficult to encode clearly. The sender might use overly complicated language, too many technical
terms, or too many details, which can overwhelm the receiver. For example technical report filled with
industry-specific jargon and data may confuse readers who do not have specialized knowledge.
6. Overloading. When the sender tries to convey too much information at once, it can lead to overload,
making it difficult for the receiver to process the message effectively. This often happens when the
sender is pressed for time or is not concise. For exampleA presenter who delivers a rapid-fire series of
complex ideas without pausing to allow the audience to absorb each point.
 ENCODING BARRIERS CONT.
8. Poor Language Skills. If the sender lacks proficiency in the language they are
using to communicate, their ability to encode the message accurately is
compromised. This includes issues with grammar, vocabulary, or articulation. For
example A non-native speaker struggling to find the right words to express a complex
idea in a foreign language.
9. Ambiguity. Ambiguous language, where words or phrases have multiple
meanings, can lead to confusion. If the sender is not precise in their choice of words,
the receiver might interpret the message differently than intended. The phrase “I'll do
it soon” can be interpreted differently depending on the context, leading to potential
misunderstandings.
10. Assumptions and Stereotypes. When a sender assumes that the receiver has
the same knowledge or background, they may omit important details or use shorthand
that the receiver does not understand. Stereotypes can also lead to biased encoding.
For example A tech-savvy individual might assume that everyone understands
common tech terms, leading to a message that is unclear to those less familiar with
technology.
 DECODING BARRIERS
1. Language Barriers: If the receiver does not understand the language used by the
sender, it can create significant challenges in decoding the message. Even within the same
language, differences in dialects, jargon, or slang can lead to misunderstandings. For
example A technical manual written in English with heavy use of industry-specific jargon
may be difficult for a non-native speaker to decode accurately.
2. Cultural Barriers: Cultural differences can affect how a message is decoded. Different
cultures have different ways of interpreting symbols, gestures, and language. If the
receiver’s cultural background differs from the sender's, they may misinterpret the
message. For example A gesture that is positive in one culture, such as a thumbs-up, might
be considered offensive in another, leading to a misinterpretation of the sender's intent.
3. Emotional State: The receiver’s emotional state can greatly influence how they decode
a message. If the receiver is stressed, angry, or upset, they may perceive a neutral
message as negative or aggressive. For example A person who is feeling anxious might
interpret a colleague’s casual comment as criticism, even if it was not intended that way.
 DECODING BARRIERS CONT
4. Perceptual Barriers: Perception is the process by which individuals interpret sensory
information. If the receiver’s perception is influenced by biases, past experiences, or
assumptions, they might decode the message in a way that aligns with their preconceived
notions rather than the sender’s intent. For example If a manager has previously had negative
experiences with an employee, they might decode a simple update from that employee as an
excuse or deflection, even if it is not.
5. Listening Barriers. Effective decoding requires active listening. If the receiver is
distracted, multitasking, or not paying full attention, they may miss key parts of the message,
leading to a misunderstanding. For example During a meeting, if someone is checking their
phone while another person is speaking, they might miss important details and misinterpret
the overall message.
6. Complexity of the Message: If the message is overly complex or contains too much
information, the receiver might struggle to decode it accurately. This can happen if the
message includes complex language, abstract concepts, or too many details at once. For
example A densely written legal document may be difficult for someone without legal training
to fully decode and understand.
 DECODING BARRIERS CONT.
7. Prejudices and Biases: Prejudices and biases can cloud the receiver’s judgment and affect how they
decode a message. If the receiver has preconceived notions about the sender or the subject matter, they
may interpret the message in a way that aligns with their biases, rather than objectively. Forexample If a
receiver holds a bias against a particular group, they might dismiss or negatively interpret a message
coming from a member of that group, regardless of its actual content.
8. Poor Language Skills: If the receiver lacks proficiency in the language or lacks the vocabulary needed
to understand the message, they may misinterpret or only partially decode it. This barrier is particularly
common in communication between people who speak different native languages. For example An
international student who is still learning the local language might struggle to decode complex academic
lectures.
9. Ambiguity and Vagueness: If the sender’s message is ambiguous or vague, the receiver may have
difficulty decoding it accurately. Ambiguity can lead to multiple interpretations, causing confusion about
the sender's intended meaning. For example A manager who says “We need to improve our performance”
without specifying what exactly needs improvement might leave employees unsure of what actions to take.
10. Physical Barriers: Physical barriers, such as noise, distance, or poor audio/visual quality, can
interfere with the receiver’s ability to accurately decode a message. These barriers can cause parts of the
message to be lost or distorted. For example A poor phone connection might lead to dropped words or
sentences, making it difficult for the receiver to fully understand the message.
 TRANSMITING BARRIERS
1. Physical Barriers: Physical barriers refer to any environmental or physical factors
that interfere with the transmission of a message. These can include distance, noise,
and physical obstacles that prevent the sender's message from reaching the receiver.
For example A conversation in a noisy factory might be disrupted by the loud
machinery, making it difficult for workers to hear and understand each other.
2. Technical Barriers: Technical barriers involve issues with the communication tools
or channels used to transmit the message. This can include problems with telephones,
computers, networks, or other technological devices. For example A video conference
with poor internet connectivity might result in frozen screens, lagging audio, or
dropped calls, preventing participants from effectively communicating.
3. Organizational Barriers : Organizational barriers refer to issues within a company
or institution that hinder effective communication. This can include hierarchical
structures, inefficient communication channels, or unclear policies and procedures. For
Example In a large corporation, a message might get distorted or delayed as it passes
through multiple levels of management before reaching the intended receiver.
 TRANSMITTING BARRIERS CONT.
• Channel Barriers: Channel barriers refer to problems that arise from the selection of an
inappropriate or ineffective communication channel. Different messages require different
channels, and using the wrong one can hinder effective communication. For example
sending a detailed and sensitive message via text message instead of having a face-to-
face conversation might lead to the message being misunderstood or not taken seriously.
• Time Barriers: Time barriers arise when there is a delay in the transmission of the
message, either due to the time it takes to communicate or because of differing time
zones. Timeliness is crucial in communication, and delays can lead to misunderstandings
or missed opportunities. For example A delay in responding to an important email might
lead to missed deadlines or decisions being made without all the necessary information.
• Long communication chain: Communication is likely to get affected when the
communicated message passes through a long communication channel.The longer the
communication chain, the great the error. If a message is transmitted through too many
receivers, the message often becomes distorted.
 CONT.

• Filtering is the distortion or withholding of information to manage a

person’s reactions. Some examples of filtering include a manager who
keeps her division’s poor sales figures from her boss, the vice president,
fearing that the bad news will make him angry. The old saying, “Don’t
shoot the messenger!” illustrates the tendency of Receivers (in this case,
the vice president) to vent their negative response to unwanted Messages
on the Sender. A gatekeeper (the vice president’s assistant, perhaps) who
doesn’t pass along a complete Message is also filtering. The vice president
may delete the e-mail announcing the quarter’s sales figures before
reading it, blocking the Message before it arrives.
 EFFECTIVE COMMUNICATION
• Communication can be either effective or ineffective. There are a number limiting factors that may affect communication such as Negative attitude,
language barrier, and inferiority complex, inadequate knowledge about the topic, cultural constraints, and ego, among others. It therefore requires
effective communication skills to overcome the under listed barriers to achieve effective communication Such as;

 Eye contact & visible mouth

 Body language

 Asking some questions

 Silence

 Checking for understanding

 Smiling face

 Summarizing what has been said

 Encouragement to continue
 TAKE HOME

• Discuss the different forms of nonverbal communication