INTRODUCTION TO

COMMUNICATION
LANGUAGE AND COMMUNICATION SKILLS 1
 Definition Of Communication
 Communication is ‘the imparting, conveying or exchange of
information, ideas or opinions by the use of speech, writing
or graphics.
 It is the process of passing information from one person to
another.
 McFarland defined communication as a process of
meaningful interaction among human beings.
 Purpose Of Communication
 Flow of information-relevant information must flow
continuously
 Coordination-it is through communication that the efforts of
all the staff working in the organization can be coordinated
for the accomplishment of the organizational goals.
 Learning organizational skills
 Preparing people to accept change
 Developing good human relations
 Principles of Communication
 Clarity-communication should use such a language which is
easy to understand.
 Adequate and consistency-the communicator must carefully
take into account that the information to be communicated
should be complete and adequate in all aspects, and the
adequate information should be consistent with
organizational goals, plans, policies and procedures.
 Principles of Communication
Cont…
 Integration-communication should aim at coordinating the
activities of the people at work to attain the corporate goals.
 Economy-the system of communication must be used
efficiently, timely i.e. at the appropriate time and when it is
necessary.
 Feedback-the purpose of communication will be defeated if
feedback is not taken from the receiver.
 Principles Of Communication
Cont.
 Need for communication network-the route through which
the communication passes from the sender/communicator to
its receiver.
 Attention-the message communicated must draw the
attention of the receiver and ensure action from him in the
right perspective.
 The Communication Process
 The communication process refers to a series of actions or
steps to be taken in order to successfully communicate.
 It involves several components such as the sender of
communication, the actual message being sent, the encoding
of the message, the receiver and the decoding of the
message.
 Components of the
Communication Process
 Components of the
Communication Process…
I. Sender

The body responsible for passing on the information. Although

it is most usually an individual, it can also be a group of people,
such as a committee or a company.

II. Encoding
This is the process by which the sender puts information into a
suitable form for sending.

The way in which the information is encoded is crucial to the

correct understanding of the message by the the recipient.
 Components of the
Communication Process…
III. Message
Once the message is encoded, it is known as the message. It
contains the meaning that the sender wishes to convey to the
receiver.

IV. Medium
The medium is the larger group of communication instruments
within which the message belongs.
 Components of the
Communication Process…
V. Receiver
The person for whom the message is intended or targeted. The
degree to which the receiver decodes the message depends on
his knowledge of the subject matter, experience, trust and
relationship with the sender.

VI. Decoding
This is the process by which the recipient interprets the
meaning of the message, the result of this process is what the
recipient understands the message to mean.
 Components of the
Communication Process…
VII.Feedback
The final step of the process that ensures the receiver has
received the message and interpreted it correctly as it was
intended by the sender.
 Uses of Medium in
Communication Process
 Knowing the right channel to express your message to
individuals or groups can help you communicate effectively.
 When you choose the right medium, the recipient is more
likely to read, hear or see your statement and understand
what you are expressing.
 There are various methods of communicating with a target
audience;
 Uses of Medium in
Communication Process…
a. Face to face-meetings, interviews, presentations or informal
discussions.

b. Oral-using the telephone, voice mail and answer machines.

c. Written-using letters, memos, reports, forms, fax messages,
e-mails e.t.c

d. Visual-using charts, tables, diagrams, slides, maps, or

notices e.t.c
 Selecting the Medium/Channel
of communication
The choice of the channel of communication depends on a
number of factors;
 The urgency of the message
 Whether the information is to be transmitted internally or
externally
 The size and location of your audience
 The nature of the information itself-the complexity of the
message
 Selecting the Medium/Channel
of communication
 The need for a written record
 Whether the message is sensitive or confidential
 The cost of communicating
 The need for interaction and feedback