WHAT IS

COMMUNICATION?
COMMUNICATION CAN BE DEFINED AS THE EXCHANGE
OF INFORMATION BETWEEN THE SENDER OF A MESSAGE
AND THE RECEIVER. COMMUNICATION IS EFFECTIVE
WHEN THERE ID FEEDBACK.
SENDER MESSAGE RECEIVER

FEEDBACK
WHY IS COMMUNICATION IMPORTANT IN THE WORKPLACE?

• To motivate staff which leads to increase productivity

• Generate ideas to improve the business and its goods and services
• Reduce risk of errors since communication can clarify any
misunderstandings
• Improve coordination of work between departments
 TYPES OF COMMUNICATION

• Oral
• Written
• Electronic
 MEDIUM OF COMMUNICATION

• Oral
1. Face to face ( meetings, one on one discussions, interviews
etc)
2. Telephone
 MEDIUM OF COMMUNICATION

• Written
1. Letters
2. Memorandums
3. Reports
4. Newsletters/ magazines
5. Notices / notice boards
 MEDIUM OF /COMMUNICATION

• Electronic
1. Email
2. Video conferencing / tele conferencing
3. Faxing
 FACTORS TO CONSIDER WHEN CHOOSING A MEDIUM

 The cost – an email would be cheaper than a telephone call

 Confidentiality – sensitive issues may be better communicated via face to face
 Number of receivers – magazines, large meeting, notices, etc may be suitable for a large
number of people
 Distance – video conferencing may be best to use when employees are working abroad
or different cities
 Urgency of message – it would be better to deliver urgent messages via telephone or face
to face rather than email
 FACTORS TO CONSIDER WHEN CHOOSING A
MEDIUM
 Nature of the message – sensitive issues should be communicated privately while
messages that must be delivered to everyone can take the form of large meetings,
notices, emails. If feedback is required then face to face, telephone etc.
 BARRIERS TO COMMUNICATION

 Medium of communication – an appropriate medium should be chosen to suit the message. If

an inappropriate one is chosen it can be a barrier
 Non verbal cues – facial expressions, tone of voice, hand gestures all play a part in delivering a
message not only the actual words. If the cues contradict the message, the sender may doubt it
authencity
 The mood of the sender or receiver of the message/ emotional interference – this can affect how
they receive and interpret the message at the given time
 Jargon used – technical words that the receiver may be unfamiliar with can affect how well the
message is understood
 BARRIERS TO COMMUNICATION

 Information overload – can leave the receiver confused and missing the main point of the
message
 Distortion of message – the message passes through too many persons before it reaches
the receiver
 Words meaning different things to different people
 Noise in the background
 Different perception of the message – example the sender may see the message as good
while the receiver sees it as bad.
 STRATEGIES FOR EFFECTIVE
COMMUNICATION
 Opportunities for feedback – this can clear up misunderstandings that can avoid costly
errors, employees can give opinions and suggestions to improve the situation
 Leadership style – a style that encourages communication
 Be mindful of non verbal cues when sending the message
 Be mindful of jargon used
 Active listening
 Proper timing.