COMMUNICATION SKILL112223344555566666777

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1. COMMUNICATION SKILLS

2. Meaning of Communication The word “communication” comes from the Latin word “communis” meaning to share. Communication has been defined in many ways. Some of the given definitions include the following:- Communication is the sharing of thoughts, feelings and ideas among people. Communication is the process of passing information and understanding from one person to another. Communication is an exchange of facts, ideas, opinions, or emotions by two or more persons. Communication is the process of transferring information from a sender to a receiver with the use of a medium in which the communicated information is understood by both sender and receiver.

3. Communication is the process in which message is conceived, organized, transmitted, received and responded to. Communications Skills involve speaking and listening, writing and analyzing the written word, as well as gesturing and interpreting the body language of others (Ludden, 2007). Communication Skills refers to the knowledge and ability of transferring information, skills, knowledge and feelings from one person to another through a given communication medium.

4. Importance of communication 1. It helps to inform; communication helps one in providing information about our surroundings and what is happening in our society. 2.It helps in expressing feelings; as people communicate, they release their feelings. Through expression of their feelings, they add depth and breadth to their relationships. Normally people tend to come closer as they share their disappointments and triumphs, joys and sorrows etc. 3. Entertainment; communication helps in providing endless entertainment to people through television, film, music, literature, comedy, games etc.

5. 4. Communication helps in education and in giving instruction; as it serves the purpose of imparting knowledge, expertise and skills for smooth functioning in the society. Both teachers and learners engage in communication in order to understand each other. 5. It helps in discussions; communication enables people to share different viewpoints in issues of common interest to them in debates and discussions. 6. Communication helps to integrate people from different parts of the world/country/region to come to know and understand each other’s traditions and appreciate each other’s ways of life. 7. Communication helps in warning; this helps people to stop doing something which is dangerous or has risks ahead eg. Smoking, excessive drinking etc.

6. COMMUNICATION PROCESS Communication process consists of some interrelated steps or parts through which messages are sent from sender to receiver. These include the following:- (1) Sender: The process of communication begins with sender. This is a person who intends to convey the message with the intention of passing information and ideas to others. (2) Idea/message: This is the subject matter of the communication. This may be an opinion, attitude, feelings, views, orders, or suggestions. (3) Encoding: Since the subject matter of communication is theoretical and intangible, its further passing requires use of certain symbols such as words, actions or pictures etc. Conversion of subject matter into these symbols is the process of encoding.

7. COMMUNICATION PROCESS (4) Communication Channel: The person who is interested in communicating has to choose the channel for sending the required information, ideas etc. This information is transmitted to the receiver through certain channels which may be either formal or informal. (5) Receiver: Receiver is the person who receives the message or for whom the message is meant for. It is the receiver who tries to understand the message in the best possible manner in achieving the desired objectives.

8. COMMUNICATION PROCESS (6) Decoding: The person who receives the message or symbol from the communicator tries to convert the same in such a way so that he may extract its meaning to his complete understanding. (7) Feedback: Feedback is the process of ensuring that the receiver has received the message and understood in the same sense as sender meant it.

9. TYPES OF COMMUNICATION There are two main types of communication; verbal and non-verbal communication. 1. Verbal Communication 2. Non-Verbal Communication

10. VERBAL COMMUNICATION 1. VERBAL COMMUNICATION Verbal is the kind of communication where message is coded and transmitted using words whether written or spoken (Kariuki and Munga, 2011). Verbal Communication; This is communication through spoken or written words. It includes conversations, speeches, phone calls, meetings, and written messages.

11. Kind of verbal communication A) oral communication B) written communication

12. Oral communication Oral (spoken) Communication; is the kind of communication where people put their message by speaking. Oral communication can take place through different ways such as; face to face conversations, telephone conversations, discussions that take place at business meetings, presentations at business meetings, classroom lectures, commencement speech given at graduation ceremony and video conferencing.

13. Advantages of Oral Communication 1. Quick and Immediate Feedback; Oral communication allows instant response and clarification, making it fast and interactive. Example: During a meeting, questions can be answered immediately. 2. Saves Time; Speaking is faster than writing, especially for short messages or discussions. Example: Giving verbal instructions instead of writing a memo. 3.Personal and Expressive; The speaker can use tone, facial expressions, and gestures to make the message more emotional and engaging. Example: Motivating employees through a speech.

14. Advantages of Oral Communication 4. Builds Relationships; Oral communication helps to create trust and understanding between people. Example: Face-to-face conversations strengthen teamwork. 5.Flexible and Adaptable; The speaker can adjust the message according to the listener’s reaction or level of understanding. Example: A teacher explaining again when students look confused. 6. Effective for Group Communication; Useful in meetings, interviews, and discussions where many people are involved at once.

15. Disadvantages of Oral Communication 1.No Permanent Record; Spoken words are not recorded unless written down or recorded separately, so they can be forgotten easily. Example: Verbal instructions may be forgotten after some time. 2.Difficult to Prove or Verify; Since it leaves no written proof, oral communication cannot be used as evidence in case of disputes. 3.May Be Affected by Emotions or Mood; The effectiveness of oral communication depends on tone, attitude, and emotions of both parties. Example: Anger or nervousness may distort the message.

16. Disadvantages of Oral Communication 4.Misunderstanding Possible; Messages may be misinterpreted if the listener does not hear clearly or the speaker does not explain well. Example: Noise or poor pronunciation can cause confusion. 5.Not Suitable for Long or Complex Messages; Oral communication is less effective for detailed or technical information that needs referencing. Example: Explaining accounting procedures verbally can lead to mistakes.

17. b) Written Communication Written communication involves that type of communication that makes use of the written word. Examples of written communications generally used include: Email, Internet websites, Letters, Proposals, Telegrams, Faxes, Postcards, Contracts, Advertisements, Brochures and News releases. This includes sharing information through written words such as letters, reports, memos, emails, and social media posts. Written communication is the process of exchanging information through written symbols, words, or text. It is one of the most common and important forms of communication in business, education, and daily life.

18. Written communication Written communication means conveying messages through written words, such as letters, emails, reports, memos, notes, or books. Written communication is the process of sending and receiving messages through written symbols or words. It involves expressing ideas, thoughts, or information in writing. Written communication refers to the exchange of information in a written or printed form that can be read, stored, and used as a permanent record in personal, educational, or business settings

19. Advantages of Written Communication 1.Permanent Record; Written communication provides a permanent record of messages that can be referred to in the future. Example: Business contracts and official letters can be stored for years as proof. 2. Clarity and Accuracy; Messages can be carefully written, checked, and edited before sending, ensuring clarity and accuracy. Example: Reports or instructions are clearly stated to avoid confusion. 3. Legal Evidence; Written documents serve as legal evidence in case of disputes or misunderstandings. Example: Written agreements or invoices used in court or audits.

20. Advantages of Written Communication 4.Easy to Distribute and Store; Written materials can be easily shared, photocopied, or sent electronically, and stored for later use. 5.Suitable for Long or Complex Messages; Written communication is ideal when the message is detailed, lengthy, or requires careful explanation. Example: Manuals, proposals, and policy documents. 6. Reduces Misunderstanding; When written clearly, it reduces chances of misinterpretation, as the message is recorded and can be reviewed.

21. Disadvantages of Written Communication 1. Time-Consuming; Preparing, writing, proofreading, and delivering written messages takes more time than speaking. Example: Writing a detailed report takes hours compared to explaining it verbally. 2.Lack of Immediate Feedback; The receiver cannot respond instantly, which may delay decision-making or clarification. Example: Waiting for an email reply before taking action. 3. Requires Literacy; Both sender and receiver must read and write well to understand the message. Example: Difficult for people with low literacy skills.

22. Disadvantages of Written Communication 4.Risk of Misunderstanding; Poorly written or unclear messages can lead to confusion or misinterpretation. 5.Expensive in Some Cases; Printing, paper, postage, or translation costs can make written communication more expensive than verbal methods. 6. No Personal Touch; Written communication lacks tone, emotion, and body language, which may make it seem less personal or friendly.

23. 2. Non verbal communication 2. Non-Verbal Communication; This involves sending messages without using words, through body language, facial expressions, eye contact, gestures, and posture. Nonverbal communication includes all unwritten and unspoken messages, both intentional and unintentional. According to Kariuki and Munga (2011), Non-verbal communication is the process of sending and receiving messages without using words — instead, it uses body language, facial expressions, gestures, posture, tone of voice, and eye contact to express feelings or ideas. Example: Smiling to show friendliness or crossing arms to show disagreement.

24. Non-verbal communication Non-verbal communication refers to the transfer of information or feelings through physical behavior and visual cues rather than spoken or written language. Example: Nodding your head to show agreement or shaking hands as a greeting. Non-verbal communication refers to the transfer of information or meaning through non-linguistic means, such as appearance, movements, gestures, and physical behavior, rather than spoken or written language. Example: A manager nodding to show approval during a meeting.

25. Types of non-verbal communication Here are the main types of non-verbal communication explained clearly 👇 🟩 1. Facial Expressions; Facial expressions are the movements of the face that show a person’s feelings or emotions. They are the most common and universal form of non-verbal communication. Examples: Smiling shows happiness, frowning shows sadness, and raised eyebrows can show surprise. 🟩 2. Gestures; Gestures are movements of hands, arms, or fingers used to express ideas or emotions. Examples: Waving to greet someone, thumbs-up for approval, or pointing to give direction. 🟩 3. Body Language and Posture; This refers to the way a person stands, sits, or moves, which can show confidence, nervousness, or attitude. Examples: Standing straight shows confidence, while slouching may show tiredness or disinterest.

26. Types of non-verbal communication 🟩 4. Eye Contact; Eye contact involves looking directly into someone’s eyes while communicating. It shows interest, attention, honesty, or confidence. Examples: Good eye contact during conversation shows respect and confidence; avoiding eye contact may show shyness or dishonesty.. 🟩 5. Appearance and Dressing; A person’s clothing, grooming, and general appearance communicate social status, confidence, or professionalism. Examples: Wearing a suit for a job interview shows seriousness and respect. 🟩 6. Symbols and Signs; These are visual representations used to convey meaning without words. Examples: Traffic lights, emojis, or warning signs

27. Characteristics of Communication Communication has certain key features that make it effective and meaningful. Here are the main characteristics explained simply 1️⃣ Two-way process; Communication always involves at least two parties — a sender and a receiver 2️⃣ Process of sharing; It is a process of sharing information, ideas, thoughts, or feelings between people. 3️⃣ Use of symbols or language; Communication uses words, gestures, signs, or body language to express messages.

28. Characteristics of Communication 4️⃣ Continuous process; Communication never stops — people communicate all the time, consciously or unconsciously. 5️⃣ Goal-oriented; The purpose of communication is to achieve understanding or influence behavior. 6 Involves feedback; Communication is complete only when feedback is received from the receiver. 7. Can be verbal or non-verbal; Communication takes place through spoken/written words (verbal) or gestures, facial

29. COMMUNICATION PROCESS Communication process consists of some interrelated steps or parts through which messages are sent from sender to receiver. These include the following:- (1) Sender: The process of communication begins with sender. This is a person who intends to convey the message with the intention of passing information and ideas to others. Sender (Source or Communicator); The sender is the person who creates and sends the message. They have an idea, thought, or information they want to share. Example: A teacher explaining a lesson. (2)

30. COMMUNICATION PROCESS 2. Message; The message is the information, idea, or feeling that the sender wants to communicate. Example: The teacher’s explanation or instructions to students. Idea/message: This is the subject matter of the communication. This may be an opinion, attitude, feelings, views, orders, or suggestions. 3. Encoding; Encoding is the process of turning ideas into symbols, words, or gestures so that the receiver can understand them. Encoding: Since the subject matter of communication is theoretical and intangible, its further passing requires use of certain symbols such as words, actions or pictures etc.

31. COMMUNICATION PROCESS 4. Channel (Medium)The channel is the path or method used to send the message. Examples: Spoken words, written letters, emails, phone calls, or gestures Communication Channel: The person who is interested in communicating has to choose the channel for sending the required information, ideas etc. This information is transmitted to the receiver through certain channels which may be either formal or informal.

32. COMMUNICATION PROCESS 5. Receiver; The receiver is the person or group who receives and interprets the message from the sender. Example: Students listening to the teacher. Receiver: Receiver is the person who receives the message or for whom the message is meant for. It is the receiver who tries to understand the message in the best possible manner in achieving the desired objectives.

33. COMMUNICATION PROCESS (6) Decoding: The person who receives the message or symbol from the communicator tries to convert the same in such a way so that he may extract its meaning to his complete understanding. Decoding; Decoding is the process where the receiver interprets or understands the message sent by the sender. Example: Students understanding what the teacher meant.

34. COMMUNICATION PROCESS (7) Feedback: Feedback is the process of ensuring that the receiver has received the message and understood in the same sense as sender meant it. Feedback; Feedback is the response or reaction of the receiver to the message. It shows whether the message was understood correctly. Example: Students asking questions or nodding their heads to show understanding.

35. 7 Cs of communication

36. 7 Cs of communication 1. Clarity; Your message should be clear and easy to understand. Use simple language and avoid confusion. Clarity: Clarity is most important characteristic of communication especially in case or oral Communication/Presentation. Clarity in words, language of expression is very important to ensure proper presentation of ideas, message one wants to communicate during conversation. 2️⃣ Conciseness; Be brief and to the point. Avoid unnecessary words or details. Conciseness: Conciseness is the essential requirement of oral communication. Concise message saves time on expense for both sender on receiver concise means brief, short on informative message which is able to explain the idea of message with minimum words. Words in message should not be repetitive in nature & only relevant information should be communicated in message.

37. 3️⃣ Correctness; The information should be accurate and free from errors (in facts, grammar, or spelling). Correctness: In oral communication grammatical errors should be avoided. Right level of language should be used both in formal & informal communication. Use of accurate words and spellings should be considered. 4️⃣ Completeness; Give all necessary information so that the receiver fully understands the message. Completeness: Complete message is very important to communicate the main idea or information behind the message. Oral presentations should be as far as possible planned on restructured and all the information related to message should be properly communicated.

38. 5️⃣ Concreteness; Your message should be specific and definite, not vague. Concreteness: it means specific, definite on valid use of information than vague or general. Concrete facts on figures should be used to make the receivers know exactly what is required or desired. 6️⃣ Courtesy; Be polite, respectful, and positive in your tone. Courtesy: A proper decorum of speaking should be maintained while making oral communication/ presentation. One should say things with force of assertive without being rude. Polite or humble language shall be used which should not be insulting, against the religious, social as personal values of listener.

39. 7️⃣ Consideration; Think about the receiver’s feelings, background, and needs before communicating. Consideration: consideration states that every message should be prepared keeping in mind the person who will be the receiver of the message. Receiver's interest should be kept in mind while drafting the message.

40. Barriers of Communication Barriers of communication are obstacles or factors that prevent a message from being clearly sent, received, or understood. 1️⃣ Physical Barriers; These are tangible obstacles that prevent effective communication. Examples Noise in the environment (traffic, construction), Poor phone connection, Distance between sender and receiver. 2️⃣ Language Barriers; These occur when the sender and receiver do not understand the same language or words. Examples Use of jargon or technical terms unknown to the receive, Foreign language differences.

41. Barriers of Communication 3️⃣ Psychological Barriers; These are related to emotions, attitudes, and mental state of the sender or receiver. Examples Anger, stress, or fear affecting understanding, Prejudice or bias against the sender. 4️⃣ Cultural Barriers; Differences in beliefs, traditions, or customs can lead to misunderstanding. Examples Gestures having different meanings in different cultures, Misinterpreting body language or tone. 5.Technological Barriers: Problems with technology, such as poor phone connections, malfunctioning equipment, or other technical issues that interrupt the communication process.

42. Barriers of Communication 6 Organizational Barriers; Problems in the structure or flow of communication within an organization. Examples Lack of proper communication channels, Overly complex hierarchy delaying messages. Organisational barriers: Organisational barriers are those barriers that are caused due to the structure, rules and regulations present in the organisation . The various types of barriers that can be encountered due to superior subordinate relationships where the free flow of communication is not possible

43. Ways to Overcome Communication Barrier 1 Use Clear and Simple Language; Avoid technical jargon, slang, or complicated words. Speak or write in a way that is easy for the receiver to understand. 2. Be an Active Listener; Pay full attention to the speaker without interrupting. Ask questions to clarify if you don’t understand. 3. Reduce Physical Barriers; Choose a quiet place free from distractions for communication. Ensure tools like phones, microphones, or video calls are working properly. 4.Provide Feedback; Encourage feedback to confirm that the message was understood. Clarify misunderstandings immediately.

44. Ways to Overcome Communication Barrier 5. Use Appropriate Medium or Channel; Choose the best method for communication depending on the message. Select the appropriate method of communication (face-to-face, phone, email) to best convey your message.