INTRODUCTION TO COMMUNICATION SKILLS

COMMUNICATIONS DEFINITION
Communications generally refer to the process of exchanging information, ideas, thoughts, or
feelings between individuals or groups. This exchange can occur through various means, such as
spoken or written words, signals, symbols, gestures, or any other method that conveys a message
from one party to another. Effective communication involves both the transmission of
information and the understanding of that information by the intended recipient.

Communication can take place in various forms, including verbal communication (using spoken
or written words), non-verbal communication (using body language, gestures, facial expressions,
etc.), visual communication (using images, charts, graphs, etc.), and digital communication
(using electronic devices and technologies).

In a broader context, communication is a fundamental aspect of human interaction and plays a

crucial role in various aspects of life, including personal relationships, business, education, and
social interactions. Effective communication is essential for building relationships, resolving
conflicts, sharing knowledge, and ensuring that messages are accurately conveyed and
understood.

COMMUNICATION SKILLS
Communication skills refer to the abilities and competencies that enable individuals to convey
information, thoughts, ideas, and feelings effectively to others.
Communication skills refer to the ability to convey information, thoughts, or feelings
effectively and efficiently. These skills are crucial in various aspects of life, including
personal relationships, professional settings, and social interactions.
These skills encompass various modes of communication, including verbal, non-verbal,
written, and digital communication.
Strong communication skills are essential in both personal and professional settings and
contribute to successful interactions and relationships.
Strong communication skills enable individuals to express themselves clearly, listen
actively, and understand the messages conveyed by others.
Features/Nature of Communication
The features of communication are as follows:
Ü Communication is a social process as two or more people are involved in it and they exchange
ideas, information and knowledge.
Ü Communication is a pervasive function. Communication is required in all functions of
management. It is required in planning for the communication o information. Organising requires
communication to transfer information about tasks, authority and responsibility. Selection,
training, appraisal, etc., require the interchange of facts and ideas with the employees. Thus,
communication is a universal element in the management process.
Ü Communication is a continuous process. Organisations cannot exist without communication. It
is like the circulation of blood in organisations, as they need to exchange ideas, facts,
information, etc.
Ü The main aim of communication is to create understanding between sender and receiver.
Ü Communication is a two-way process as the sender sends the information and the receiver
receives it. The receiver understands the information and gives feedback.

Key components of communication skills

• Verbal Communication:
Expressing ideas clearly and concisely through spoken words.
Articulating thoughts in a manner that is easy to understand.
Using appropriate tone, pitch, and volume.
• Non-Verbal Communication:
Utilizing body language, gestures, and facial expressions to convey messages.
Being aware of and interpreting non-verbal cues from others.
• Listening Skills:
Actively paying attention to what others are saying.
Demonstrating empathy and understanding.
Avoiding interrupting and allowing others to express themselves.
• Written Communication:
Conveying ideas clearly and effectively through written words.
Using proper grammar, punctuation, and formatting.
Adapting the writing style to the audience and purpose.
• Digital Communication:
Communicating effectively through various digital platforms, such as email, instant messaging,
and video conferencing. Understanding digital etiquette and appropriate online communication
practices.
• Interpersonal Skills:
Building and maintaining positive relationships with others.
Resolving conflicts in a constructive manner.
Being able to work collaboratively in team settings.
 • Presentation Skills:
Delivering information in a clear, organized, and engaging manner.
Using visual aids effectively during presentations.

IMPORTANCE OF EFFECTIVE COMMUNICATIONS

Effective communication is crucial in various aspects of life, and its importance cannot be
overstated. Here are several key reasons why effective communication is vital:
Ü Good communication is crucial in personal relationships, professional settings, and societal
interactions, as it promotes empathy, reduces misunderstanding, and fosters a sense of
connection.
In business, effective communication enhances productivity, teamwork, and customer relations. Overall,
communication is the cornerstone of human interaction, playing a pivotal role in the success of
individuals, organizations, and societies. Some of the importance of communication is discussed below:
• The ability to communicate is essential for human contact and is important in many facets of life.
• It enables people to communicate their thoughts, ideas, and feelings to others and also makes it
easier for them to decipher and comprehend the messages of others.
• Building and maintaining connections, both personal and professional, depends on effective
communication.
• It enables people to connect and develop a relationship based on trust and understanding.
• The accomplishment of organizational goals and objectives in a professional setting depends on
effective communication.
• It promotes teamwork, dispute resolution, and coordination of efforts. Decision-making also
heavily depends on effective communication.
• It makes it possible for people to gather and evaluate data, express their viewpoints, and come to
agreements.
• Effective communication is crucial in a corporate setting for marketing, sales, and customer
service. It promotes client happiness and brand loyalty.

ELEMENTS OF COMMUNICATIONS
Communication involves several key elements that collectively contribute to the process of
conveying and understanding messages. The basic elements of communication are:
1. Sender:
• The person or entity who initiates the communication by generating a message.
The sender encodes the message in a form that can be transmitted to the receiver.
2. Message:
• The information, idea, thought, or emotion that the sender wants to convey. The
message can be verbal, non-verbal, written, or visual, depending on the mode of
communication.
3. Encoding:
• The process by which the sender translates thoughts and ideas into a form that can
be conveyed to others. This involves choosing words, symbols, or gestures to
represent the intended message.
4. Channel:
• The medium or method through which the message is transmitted from the sender
to the receiver. Channels can include face-to-face conversations, written
documents, phone calls, emails, video calls, and various other communication
platforms.
5. Receiver:
• The person or group for whom the message is intended. Receivers interpret and
decode the message to understand its meaning. Effective communication requires
that the receiver accurately interprets the sender's intended message.
6. Decoding:
• The process by which the receiver interprets and understands the message.
Decoding involves translating the encoded message back into thoughts, ideas, or
emotions.
7. Feedback:
• The response or reaction of the receiver to the sender's message. Feedback
provides information about the effectiveness of the communication and helps in
adjusting the message to ensure understanding.
8. Noise:
• Any interference or barrier that distorts or disrupts the communication process.
Noise can be external (e.g., background noise) or internal (e.g., preconceived
notions or biases), and it can hinder the accurate transmission and reception of the
message.
9. Context:
• The broader environment or circumstances in which the communication takes
place. Context includes the cultural, social, and situational factors that influence
the interpretation of the message.
10. Channel Richness:
• The capacity of a communication channel to convey information effectively. Rich
channels, like face-to-face communication, allow for more immediate feedback
and a richer exchange of information compared to less rich channels, such as
written documents.
LEVELS OF COMMUNICATIONS
Communication occurs at different levels, ranging from simple, straightforward exchanges to
more complex and nuanced interactions. The levels of communication can be broadly
categorized into three main types:
1. Intrapersonal Communication:
Definition: Intrapersonal communication refers to the communication that takes place within an
individual. It involves self-talk, internal dialogue, and the process of reflecting on thoughts,
feelings, and ideas.
Characteristics: This level of communication is personal and involves introspection. It
influences an individual's self-awareness, self-concept, and decision-making.
2. Interpersonal Communication:
Definition: Interpersonal communication occurs between two or more individuals and involves
the exchange of information, ideas, thoughts, and feelings. It is a face-to-face or person-to-
person communication.
Characteristics: This level of communication is dynamic and involves verbal and non-verbal
cues. It is essential for building relationships, resolving conflicts, and collaborating in various
personal and professional settings.
 3. Group Communication:
Definition: Group communication involves interactions among three or more people within a
specific context or setting. It can occur in small groups, teams, or larger organizational settings.
Characteristics: Group communication includes elements of interpersonal communication but
expands to address the dynamics of multiple individuals interacting. It is crucial for teamwork,
decision-making, and problem-solving within organizations.
4. Organizational Communication:
Definition: Organizational communication refers to the flow of information within an
organization. It includes communication among individuals, teams, and departments and
involves formal and informal channels.
Characteristics: This level of communication is often structured and can include written
documents, meetings, emails, and other formal communication channels. It is vital for
organizational efficiency, coordination, and the dissemination of information.
5. Mass Communication:
Definition: Mass communication involves the dissemination of information to a large audience
through various media channels. It includes communication through newspapers, television,
radio, the internet, and other mass media outlets.
Characteristics: Mass communication reaches a broad and diverse audience. It is often one-
way, with a sender (e.g., a journalist or broadcaster) transmitting information to a large number
of receivers.
6. Intercultural Communication:
Definition: Intercultural communication involves interactions between individuals or groups
from different cultural backgrounds. It focuses on understanding and navigating cultural
differences to ensure effective communication.
Characteristics: This level of communication requires sensitivity to cultural norms, values, and
communication styles. It is essential in a globalized world where people from diverse cultures
interact regularly.
 TYPES OF COMMUNICATIONS KNOWN
Communication can be categorized into various types based on the mode of expression. The
three primary types of communication are verbal, non-verbal, and written communication:
Verbal Communication: Verbal communication involves the use of spoken or written words
to convey a message. It is the most direct and common form of communication.
Examples: Face-to-face conversations, phone calls, video calls, meetings, speeches,
presentations, lectures, interviews, discussions.
Non-Verbal Communication: Non-verbal communication involves conveying messages without
the use of words. It includes body language, facial expressions, gestures, posture,tone of voice,
and other non-verbal cues.
Examples: Eye contact, facial expressions (smiling, frowning), hand gestures, body language,
posture, tone of voice, physical proximity, touch.
Written Communication: Written communication involves the use of written words to
convey a message. It is a formal and structured form of communication that can be preserved
for future reference.
Examples: Emails, letters, reports, memos, manuals, documents, notes, text messages, social
media posts, articles.
Visual Communication
To transmit a message, this style of communication makes use of visual components including
pictures, videos, and graphics. There are several ways to employ visual communication, including
in charts, info-graphics, and advertising. It is frequently employed to simplify and enliven
difficult information.

PRINCIPLES OF COMMUNICATIONS
The 7 Cs of communication are a set of principles designed to guide effective communication.
These principles serve as a checklist to ensure that messages are clear, concise, and
comprehensible.
The 7 Cs are commonly used in business communication, but they can be applied to various
forms of communication.
1. Clearness:
The message should be clear and easily understood by the audience. Avoid ambiguous language,
jargon, or complex terms that may lead to confusion. Be explicit and straightforward in
conveying your message.
2. Conciseness:
Keep the message concise and to the point. Avoid unnecessary details or information that may
distract from the main message. Concise communication is more likely to be absorbed and
remembered by the audience.
 3. Concreteness:
Use specific and tangible language to make your message more vivid and real. Concrete
language helps the audience visualize the message and understand it better. Avoid vague or
abstract terms that may lead to misinterpretation.
4. Correctness:
Ensure that the message is grammatically correct, free of spelling errors, and factually accurate.
Incorrect information can undermine the credibility of the communication. Proofread and verify
details before conveying the message.
5. Coherence:
Ensure that the message flows logically and coherently. Organize the information in a way that is
easy for the audience to follow. Use transitions and connective elements to link ideas and create
a smooth flow.
6. Courtesy:
Be considerate and respectful in your communication. Use polite language and a positive tone.
Consider the feelings and perspectives of the audience. Courtesy enhances the likelihood of a
positive reception to the message.
7. Completeness:
Provide all necessary information to make the message comprehensive. Ensure that the audience
has all the details needed to understand the message fully. Avoid leaving out critical information
that may lead to misunderstandings.

OBJECTIVES OF COMMUNICATIONS
The objectives of communication can vary depending on the context, the participants, and the
desired outcomes. However, there are some common overarching objectives that apply to
communication in various settings, both personal and professional. Here are several key
objectives of communication:
1. Information Sharing:
Communicate to convey information, data, facts, or knowledge to others. This can include
updates, announcements, reports, and sharing relevant details to keep individuals or groups
informed.
2. Understanding:
Ensure that the intended message is accurately understood by the recipient. The objective is not
only to transmit information but also to have it comprehended in the way it was intended.
3. Influence and Persuasion:
Use communication to influence opinions, attitudes, or behaviors. This objective is often relevant
in marketing, advertising, leadership, and any situation where the communicator seeks to
persuade or motivate others.
4. Building Relationships:
Foster connections and relationships through effective communication. This includes developing
rapport, trust, and mutual understanding with individuals or groups.
5. Conflict Resolution:
Address conflicts or disagreements through communication. The objective is to find common
ground, understand different perspectives, and work towards resolving issues in a constructive
manner.
6. Decision-Making:
Facilitate decision-making processes by communicating relevant information, options, and
implications. Clear communication is crucial for making informed and effective decisions.

7. Expressing Emotions and Feelings:

Use communication as a means of expressing emotions, thoughts, and feelings. This can
contribute to personal well-being and help in building empathy and understanding in
relationships.

8. Motivation and Inspiration:

Inspire and motivate individuals or groups through communication. This objective is often
important in leadership and management, where effective communication can energize and
mobilize teams.

9. Feedback:
Obtain feedback from others to assess the effectiveness of communication. Feedback helps in
refining messages, understanding the impact of communication, and making necessary
adjustments.

10. Education and Training:

Use communication as a tool for educating and training individuals or groups. This includes
conveying information, providing instructions, and facilitating learning experiences.

11. Crisis Communication:

Manage communication during crises or emergencies. The objective is to provide timely and
accurate information, address concerns, and maintain trust in challenging situations.

12. Social Interaction:

Engage in communication for socialization and interpersonal connection. This objective is
common in informal settings where people communicate for companionship, bonding, and
recreational purposes.
By setting clear objectives, communicators can tailor their messages to achieve specific
outcomes and contribute to the overall success of their interactions and relationships.
IMPORTANCE OF COMMUNICATIONS
Effective communication is crucial in various aspects of life, playing a fundamental role in
personal, professional, and societal contexts. The importance of communication stems from its
ability to facilitate understanding, build relationships, and drive positive outcomes. Here are
some key reasons why communication is essential:
1. Understanding:
Communication is the vehicle for sharing information and ideas. It helps individuals comprehend
concepts, exchange thoughts, and gain insights into different perspectives. Clear communication
enhances understanding among people.
2. Building Relationships:
Strong relationships are built on effective communication. Whether in personal or professional
settings, open and honest communication fosters trust, empathy, and mutual respect, forming the
foundation for positive connections.
3. Conflict Resolution:
Communication is a crucial tool for resolving conflicts. By facilitating open dialogue and
understanding, effective communication helps address misunderstandings, clarify perspectives,
and find common ground.
4. Teamwork and Collaboration:
In the workplace and other group settings, effective communication is essential for teamwork
and collaboration. It enables individuals to work together, share ideas, coordinate efforts, and
achieve common goals.
5. Innovation and Problem Solving:
Effective communication is vital for creativity and innovation. It allows individuals to share
ideas, brainstorm, and collaborate on solving problems. Clear communication contributes to a
supportive environment for innovation.
6. Personal Development:
Communication is instrumental in self-expression and personal growth. Expressing thoughts,
feelings, and aspirations helps individuals articulate their identity, develop self-awareness, and
navigate personal challenges.
7. Career Success:
Strong communication skills are often cited as essential for career success. From job interviews
to daily interactions in the workplace, effective communication is critical for conveying ideas,
negotiating, and advancing professionally.
8. Customer Satisfaction:
In business and service industries, effective communication is vital for understanding and
meeting customer needs. Clear communication enhances customer satisfaction, loyalty, and
positive interactions with clients.
 9. Educational Achievement:
Communication is fundamental to the learning process. In educational settings, effective
communication between teachers and students facilitates the transfer of knowledge,
understanding, and skill development.
10. Global Connectivity:
In a globalized world, communication bridges cultural and geographical gaps. Effective
communication enables people from different backgrounds to connect, collaborate, and
appreciate diverse perspectives.
11. Social and Civic Engagement:
Communication plays a crucial role in civic life. It allows individuals to participate in
community discussions, engage in social issues, and contribute to democratic processes.
12. Emotional Well-being:
Expressing emotions and feelings through communication is essential for mental and emotional
well-being. Sharing experiences and seeking support from others can contribute to overall
emotional health.