Communication
Communication is the exchange and flow of information and ideas
from one person to another. Effective communication occurs only if
the receiver understands the intended information that the sender
has meant to transmit.
The communication process typically would follow 5 steps.
- Idea. The idea is the information that exists
in the mind of the sender. Have a clear concept of the message that
you wish to relay to another person or group.
- Sender. The sender is the person or group that
is sending the message to another.
- Encode. The sender must translate the idea
before it is sent. Know the optimal format for your message in
order for it to be received intentionally by the receiver.
- Receiver. The receiver is the person or group
that the message is intended for.
- Decode. The receiver will have to decipher the
message that is sent to obtain the actual idea created in the mind
of the sender. Many factors influence the decoding such as time and
place.
Communication has a basic structure that consists of answering 6
questions that are familiar to us all. Each of these components
will effect how your message will be received, hopefully as you
intend. Answer each of these and you will have created a strong
form of communication to your audience.
- Who?
Always be aware of who your audience is. Find out as much as
possible about them such as culture, background, age, and past
experiences.
- What?
Always have a clear understanding of the message that you want to
relay to the other person. It is difficult to give information to
someone else when it is not even clear to you.
- Where?
Always know your surroundings. Pick a place that is conducive for
conversation and listening - one with limited distractions.
- When?
Always give consideration to timing. Give ample time to both convey
and understand the message completely.
- Why?
Always speak with a purpose. Know your reasoning behind your
message and be able to share that reasoning with the receiver.
Don't just speak to speak.
- How?
Always contemplate the best way to communicate with your
audience.
Speak in their "language" to ensure complete comprehension.
Effective communication is the foundation of teamwork and a must
for strong leadership!
How can you communicate more effectively?
- Seek first to understand…then to be understood.
- Listen, Listen, Listen! Concentrate on what is being said even
though you may not be fully interested. Are you listening or just
hearing?
Purposeful Listening:
- Gain Information
- Obtain Directions
- Understand Others
- Solve Problems
- Share Interest
- See how the other person feels
- Show Support
- Clarify your purpose. Whenever we communicate, we should have a
definite idea in our mind of what we wish to convey, or a specific
purpose we wish to accomplish.
- Structure your communication. Not only do you need to know WHAT
and WHY you want to communicate, but you should also give some
attention to how you want to communicate. This can
include timing (when), location (where), and method (what type).
State your message as simply as possible.
- Pay attention to the receiver's needs, interest, and
attitude.
- Approach communication by thinking about learning something
(even if it is minimal) from every person you meet.
- Recognize that words don't mean exactly the same thing to
different people.
- Encourage feedback regarding your communication style.
Remember that effective communication is a skill which
can be learned and continually improved upon.