This module explores the fundamental aspects of communication, focusing on understanding its purpose, various methods, a basic communication model, common barriers, and strategies for effective communication to achieve desired outcomes.
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hi again everybody this is Dea sitar
Raman and I'm am back with you for the
second module in our F module course on
introductory communication skills as I
said before this course will help you
figure out what the best ways to
communicate are and how to implement
them in your career and in your life so
you can have a productive successful
happy and enriching
experience this is module two and in
this module we understand how communication
communication
Works what does communication involve
and how do we make sure it works for
us this module covers the following
topics why do we communicate and how do we
we
communicate it also shows you a simple
model of
communication it discusses the barriers
to effective communication and finally
it talks about ways to communicate
effectively we will first look at why we
communicate and how we
communicate what is the purpose of our
communication is it to inform to
persuade to build
relationships or some other purpose and
we will also look at the various ways in
which we convey this
communication verbal nonverbal written
through visuals and so
on in the column on the left you can see
the wise of
communication we may be communicating to
inform so that better decisions can be
made we may be communicating to persuade
somebody to support a certain point of
view or to try and change an established
point of view or we may be communicating
to build better relationships we do this
all the time in our personal lives to
create Goodwill between ourselves and
the receiver or the recipient of our
message now on the right side the right
column discusses the house of
communication in what ways do we
communicate we
communicate with spoken or verbal
communication which is face to face over
the telephone or by other
media in such forms listening is an
integral part of verbal
communication another way we communicate
is non-verbal communication this
involves our tone of voice body language
the gestures we use how we dress or act
a third form is written communication
letters emails books magazines blogs
social media all this come under written
communication which increasingly in our
world today tends to be electronic
communication or typed up
communication then we have visuals such
as graphs charts Maps logos and other
pictures in this image we look at a
simple model that shows the element of
communication and how they interact with
each other here are the models of um
sorry here are the elements of this
model we have the sender on the left and
the receiver on the side these two are
essential for the message to be passed
from one person to the
other then there is the medium for the
message and the feedback that the
recipient or the receiver will send to
the sender saying message understood
message unclear message not received
message not understood and so on so here
are the components again we have the
sender we have the receiver we have the
message the medium or the channel for
the message and finally the
feedback this happens in the context of
communication we have to take into
consideration who is talking to whom
what the background of the participants
is the timing and the place of
communication and there are other
elements as well that we have to take into
consideration now it's not a simple
matter of sending a message and the
message being received clearly by the
other party there are other issues here
and this is the context of
communication all of communication takes
place in an overall context which is
widely recognized to play a central role
in the success or failure of
communication the context includes the
emotional state of the participants how
do they feel at the moment of the
communication are they interested are they
they
disinterested the physical setting and
environment of communication is it
taking place in a noisy area is the
communication taking place where there
is complete silence
what is the relationship between the
participants are both parties willing to
engage in the act of communication or is
one of them
disinterested what are the cultural and
linguistic backgrounds of the
participants are they from the same or
similar kind of background can they
understand one another clearly will
there be some miscommunication or some
misunderstanding and there could be
other kinds of context as well that play
a role in the way the communication
passes between one person and the other
and how that communication is received
and what kind of feedback becomes
possible at that
point now this model is useful in
understanding what can go wrong in the
process of
communication these are the barriers to effective
effective
communication and with that we will
segue into what barriers can prevent
place in effective communication our
objectives are that message is
understood by The Listener as intended
by the center and that both parties are
satisfied by the outcome of the
communication however this is not always
possible what then can interfere in
achieving these goals if you will look
at the text box on the right you will
see that these are the reasons why
effective communication may become
difficult one not having a clear purpose
for the
communication not having enough
preparation like keeping the message
simple or perhaps the timing is wrong or
the medium for the message is not
appropriate or maybe there's not enough
understanding of the audience
so for
example the message may be something
that needs to be delivered face to face
and you are using email or a text which
is not
appropriate um a third reason could be
poor style of delivery your feelings
your emotions your nonverbal cues these
could be interfering with the way the
message is being
delivered or perhaps you're not sharing appropriate
appropriate
information the amount of information
you're conveying to the other party is
not sufficient
perhaps another reason that there is a
barrier is one party is not listening
attentively or perhaps is listening
selectively and this leads to
miscommunication or there could be a
lack of trust a lack of respect mutual
respect between the two parties uh and
this could include lack of sensitivity
to each other's values and
feelings this could also lead to
breakdown in communication and form a
communication now that we have seen what
the barriers to effective communication
can possibly be with this understanding
let us see what can be done to remove
these barriers so that we can have
communication so to overcome barriers to
communication here are some things we can
can
do one have a clear purpose of
communication and keep this in mind at
all times what is the reason we're
communicating if we keep that in our
mind we will perhaps not engage in
miscommunication preparing before we
communicate knowing what we want to say
how we want to say it when we want to
say it might help us get our message across
across
effectively the Third Way would be to
know our audience what are their
cultural and linguistic differences from
us how are they different how are they
similar to us another way keep the
message simple use simple and appropriate
appropriate
words also manage your body language
your feelings your emotions do not allow
other feelings to penetrate or show
through finally you need to listen
attentively and act on the feedback is
your audience engaged and interested in
what you're saying are they looking
bored do you need to change gears that
is do you need to find another way to
communicate the most important thing is
to make the other person the audience
feel comfortable with the
conversation especially it's if it's a
difficult or sensitive issue make sure
that all parties are comfortable with
the way the conversation or
communication is
proceeding now before you communicate
here are some questions you may want to
ask yourself what is the main purpose or
the aim of this
communication then picture the desired
outcome what do you hope will come out
of this communication what would you
like to see happen at the end of that
communic unication how can you make that
happen then what about your message is
it simple and concise what about any
ambiguity or any confusion are you
saying something that can be
misunderstood if so how can you make it
clearer a third who will receive this
message what is their attitude likely to
be are they going to be positive are
they going to be negative are they going
to be
neutral also how much would they need to
know do you need to give them all of the
information that you have do you need to
give them some of it or maybe some of it
now and some later or is there some
information that you need to Omit that
you do not need to tell them because it
would be too much information at this
point what about timing is the timing
right are you approaching them at a time
when they're likely to give you their
full concept concentration and then what
about the medium what is the channel
that you're using to convey the
message is it appropriate are you using
a text for a boss which may not be the
most appropriate means of
communication are you using face-to-face
communication when perhaps a set
telephone call or an SMS message May
suffice so think about the right way to
convey that
message and now we're going to look at
some ways to make you a good
communicator so ask yourself these
questions am I a great
communicator you are a great
communicator if you do the following and
this is before the act of communication
so think about it before you communicate
do you think of the purpose of your
communication do you think of your
feelings and your emotions in the matter
do you think of your audience and their
background do you try to anticipate
possible causes of confusion and
misinterpretation and eliminate or
remove those do you commit to being
truthful and
respectful do you commit to making your
audience feel comfortable and free to
share their
thoughts have you screened out
distractions have you kept your message
simple have you you chosen a Channel or
a medium that is appropriate for the
message here think about
accuracy how they will understand the
message and the urgency of the
message we discussed what you need to do
before the active
communication now let us look at what we
can do during the conversation or during
the course of the
communication during your
communication you may want to per
periodically step back and think about
whether you're expressing your thoughts
clearly are you mindful of your feelings
your emotions your body language have
you been making eye contact have you
smiled when appropriate have you been
serious when necessary are you mindful
of your audience what is their frame of
mind are they interested in what you're
saying are you listening actively
listening actively involves nodding
making eye contact with the other person
not interrupting and so on have you been
listening and actually taking in what
the other person is
saying what about feedback have you
sought feedback also here watch for
non-verbal cues if your audience is
yawning or looking bored chances are
they are bored how will you then
make them feel interested in what you're
saying perhaps you can ask open-ended
questions this could be for
clarification but this could also be to
engage your audience in the
communication have you paraphrased for
clarity which means have you rephrased
what you've said and said it in other
words so it's clear to your
audience and then of course there is the
case of conflict when the two Pary
cannot agree with one another in such
situations you always want to keep your
desired outcome in sight so you don't
get sidetracked you want to make sure to
handle disagreements with tact you want
to manage negative emotions
well especially yours you want to seek
first to understand and then be
understood you want to look for and
build alignment you want to appeal to a
bigger cause or a higher purpose so that
the goal of communication is not
lost this then brings us to the end of
module two where we looked at
understanding communication and seeing
how it works briefly then you want to be
clear about your purpose and keep it in
mind at all times you want to get to
know your audience and their
expectations you want to make your
message simple and appropriate for the
audience you want to manage your tone
your body language and your
emotions very important listen
attentively and finally act on the
feedback that you receive in a positive
manner all these tips if practiced well
and if improved upon time and again as
you get the chance to improve upon your
communication skills will help you
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