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Communication Tips

Communication is essential for normal relationship, meaningfulinteraction and successfuldealings among people of the world. So important is the ability to communicatethat the man who is a master over the art of effective communicationenjoys a great advantage in the competitive world over the otherman who has not learnt to communicate effectively.

Communication as a human activity dates as far back as the timewhen the first two human beings appeared on earth.

Speech, signs, body gestures and facial expressions have been usedas means of communications from the beginning. As the human societyprogresses up the ladder of modernization, the volume of communicatedmessages grow in complexity and the means or channels of communicationgrow in sophistication.

Communication is, today, a very important field of the social sciences.The processes, tools and media of communication are as vast as thereare human actions.

Last Updated - 6th November 2005

What is Communication?

Communication simply refers to the sharing of thoughts, feelings, wishesor information between two or more people, using sounds, signs or symbols.It includes the procedures whereby one mind may affect another.

Communication is a process of information exchange between a sourceand destination, through a channel or medium. It is the process throughwhich we impact or transmit message from one party to the other.

Forms of Communication

Communication may take two forms: verbal communication and non-verbalcommunication.

• Verbal Communication - Verbalcommunication refers to the message or information transmission bywords of mouth. Verbal communication could be: face to face, throughphone, radio, television, film, computer/Internet.
  • Face-to-face verbal communication. - This involves twoor more people talking together, face to face.
  • Out-of-sight verbal communication - Verbal communicationcan take place between two or more people who cannot see eachother. Two People separated by a wooded piece of land can cantalk to each other, though they hidden by woods from each other.
  • Phone verbal communication - Two people can talk togetheron the phone. The invention of mobile and cell phones now makesit possible for most people from all parts of the world to talkwith one another.
  • Radio,television and film - In this case, an individual,or a group of people, talk for the other to hear only. The hearerscan only respond through other means of communication, such asphone and letter.
  • Computer and Internet - A spoken message recorded onCD can be listened to on another computer. This makes it possiblefor a far larger number of people from one part of the world tohear a message recorded by someone at another part of the worldthan the number of people who can hear the speaker in person.Response can only be through one of the other many means of communications.A user of a computer connected to the Internet can communicateverbally with another person whose computer is connected to theInternet.
• Non-Verbal Communications
  Non-verbal communications refer to message or information transmittedand received with no word spoken. It includes writing, signs and symbols,etc.
  • Writing - Anything that is put on paper, board or banner,in any form, to be read by other people is written communication.Written communication lacks the advantage verbal communicationhas. These disadvantages are:
    • It is less personal in nature
    • It often requires more time to write down a particular messagethan it requires to speak it
    • It requires some level of education to write and understandwritten messages. A person who has not learnt to read andwrite cannot, for example, pick up his pen and dash a noteto a friend. If he receives a letter, he has to secure theservice of someone else to read it for him. A process thatnot only wastes time but deny him the benefit of privacy.
  • A message communicated in writing cannot be immediately changedand so cannot be easily forgotten or overlooked like casual andcareless verbal speeches. The advantages of written communicationover spoken communications are:
    • It is more useful than spoken communications when informationhas to do with many people and when the issues to be dealtwith are complex and very important.
    • It is useful when the matter at hand has a long-term significanceand there is need to maintain consistency
    • It enables easy preservation of communicated messages overa long period of time.
  • Signs and symbols - Long before the art of writing wasinvented, the people of the world learnt to communicate by signsand symbols. Nearly every communities of the world made use offire and smoke to communicate with other communities, as SOS,signal to take an action or warning of some dangers.
  • Even in our days of sophisticated communication tools and media,signs and symbols are still well used. The major way, for example,through which the deaf and dumb can be communicated with, is throughsigns.
  • Facial expressions - winking, frowning, grimacing - andbody gestures still remain the commonest method of daily communication.By nodding, one may greet another person or express consent ofa statement. When a traffic police raises his hand, a driver stops;when he waves, the driver moves on.
  • Drums have been used by people as a means of communication.Before the invention of telephone and radio, drums were widelyused to transmit orders on the battlefields, to summon peopleto meetings, to announce important messages, etc. The talkingdrum of the Yoruba tribe of Africa, for example, is good at transmittingunderstandable messages to dancers. It can beat out expressionsthat can be understood by the hearer.
  • Messages can be communicated by whistles, gongs, trumpets andburgles. The British Rifles and the Light Infantry adopted thestringed burgle horn during the American War of Independence.They found the drum too cumbersome when it came to transmittingorders in the forests. They had noted the Swiss and German troopsof the Jaeger Battalions carried the horn. Burgle was still usedby the Light and Rifle Regiment during the Second World War.
  • Road signs, trade marks, traffic lights etc. are symbols, whichcommunicate specific messages.

Components of Communication

• Most communication models have certain common elements. These componentsare: The message, the sender, the channel, the receiver and noisefactor.
• The Message is the thought, idea, feeling, information or wish beingshared. It is what the receiver will receive. To be understood, themessage must be in the language and code the receiver can understand.For communication to be effective, the message must be clearly constructed,satisfactorily sent and normally received in understandable form.
• The sender is the person who constructs and sends the message. Heperforms three major functions: formulation, encoding, and transmittingthe message. He uses the channel that is most suitable and readilyavailable at the time.
• The channel is the means through which the message is being transmitted.For the message to reach the receiver in an understandable manner,the channel must not be faulty.
• The receiver is the person with whom the message is being shared.To understand the message, he must have the key to the language andcoding system used by the sender in the construction of the message.

Barriers to Effective Communication

• Language Barrier - Languageis the common means of communicating verbally or in writing. For communicationto be effective, it must be in language and terms the receiver recognizesand understands.
• Coding Barrier - ‘Code’is a system of secret words, letters, symbols, numbers, etc., usedinstead of ordinary writing. Every profession, for example, has itsown meanings for words. For example, when a writer/editor wants aword, or group of words, that have been crossed in error to remain,he puts the symbol ‘stet’ at the margin and put severaldots under the word or words. When the typesetter sees the letters‘stet’ he knows he is being told to retain the crossed-outwords. You need to be a medical personnel to understand a prescriptionwritten by a doctor because of the ‘medical’ symbols used.For communication to take place between two people, each of them musthave the key to the code used.
• Physical Barriers - These arethe things which minimize the opportunities that exist for communicationto occur, the environmental factors that may inhibit the process ofeffective communication. These include noisy environment, such asmarket places, busy streets and stadiums during sporting events; faultycommunicating equipment; attention-distracting actions or situations.
• Psychological Barriers - Theseare the various factors that may affect the state or the readinessof the individual to receive a message, like:
  • When the mind is not ready to learn. A person who is sufferingfrom hunger or sickness, or is grieving the loss of a dear onewill be less ready to receive a message
    When there is a kind of complex or syndrome between the senderand the receiver, such as pride on the part of the sender, themessage will be less acceptable to the receiver
    When there is a personal prejudice between a sender and a receiver,which may cause one to be unable or unwilling to understand theother and/or appreciate the others view.
    

How to Communicate Effectively

• Have a clear concept of what you want to say; otherwise you willconfuse the receiver of your message when you say it. Muddle-headednessand lack of clear thinking is often the cause of ambiguity and confusedmessage.
• Speak or write within the level of your audience or reader (receiver).Don’t make the mistake of wanting to impress your audience withbig, unfamiliar words. Your desire to be praised for your wide vocabularyand large store of heavy, Latinate words will cost you the privilegeof making yourself understood.
• Modify the process of communication so that the noise factor canbe taken care of.
• Reduce, as much as it is within your ability, activities and otherfactors that may distract the attention of your message receiver.
• Avoid speaking in a way that will make your hearer or audience feelthat you are looking down on him.

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