ORGANISATIONAL SELF-ASSESSMENTCommunication
Communication refers to the flow and sharing of information between individuals and groups in an attempt to:
• Create understanding • Influence behavior • Achieve certain objectives Communication is therefore described as the transfer and exchange of information, and the understanding thereof, from one person to another, through meaningful symbols. Communication is therefore the process of sharing our ideas, thoughts and feelings with other people and having those ideas, thoughts and feelings understood by the people we are talking with. When we communicate we speak, listen and observe. Without effective communication, managers and supervisors can achieve very little. Communication can be formal or informal, verbal or non-verbal, and may take many forms including, face-to-face, phone calls, faxes, e-mail, letters, memo’s, reports, videos, training and oral presentations. People communicate mainly by speaking or writing. Individuals also communicate by means of gestures, facial expressions and even body language.
Communication is a process that requires both a sender, who begins the process (he/she sends the information), and the receiver who completes the communication link. The communication cycle is completed only when the receiver understands the communication. Effective communication A good working definition for effective communication is to share meaning and understanding between the person sending the message and the person receiving the message. The key element: understanding. The communication process The communication process is a simple model that demonstrates all factors that can affect communication. Communication is effective if the message received is the same one that is sent. The communication process consists of a sender, the message, the receiver and feedback. Below is an explanation of these components of the process.
Sender: The communicator/sender is the person who is sending the message. There are two factors that will determine how effective the communicator will be:
• The communicator’s attitude: it must be positive. •The communicator’s selection of meaningful symbols depending on the audience and the right environment. Message: A communication in writing, in speech, or by signals. Receiver: The receiver is simply the person receiving the message, making sense of it, or understanding and translating it. Now think about this for a moment. The receiver can also be the communicator (sender). How can that be? When the receiver responds, he then becomes the communicator. Communication is only successful when the reaction of the receiver is that which the communicator intended. Effective communication takes place with shared meaning and understanding. Feedback: is the reaction I mentioned earlier. It can be a verbal or non-verbal reaction or response. It can be external feedback (something we see) or internal feedback (something we can’t see), like self-examination. It is feedback that allows the communicator to adjust his message and thereby be more effective. Without feedback there would be no way of knowing if meaning had been shared or if understanding had taken place. Barriers to communication
At any point in a communication process, a barrier can occur. Barriers keep us from understanding other’s ideas and thoughts. There are two types of barriers. Below are examples of the two:
Internal barriers: fatigue (tiredness), poor listening skills, attitude toward the sender or information, lack of interest in the message, fear, or mistrust.
External barriers: noise, distraction, bad phone connection. Barriers keep the message from getting through. When communicating, watch out for barriers. Monitor the receiver and watch his/her body language, check to make sure that the message the receiver received is the one sent – ask questions and listen. Types of communication
One-way communication: Communication in which information is always transferred in only one pre-assigned direction. Two-way communication Two-way communication is a form of sharing information, in which both parties involved transmit information. Non-verbal communication Text here GUIDELINES FOR EFFECTIVE COMMUNICATION
Always plan and explain your ideas before communicating them – therefore think before you speak.
Examine the actual purpose of communicating a message. Involve and consult others when planning your communication. Your actions must always support your communication. Non-verbal messages are very powerful- try be aware of your and others non-verbal communication skills. Communication is not complete without feedback. Listening is essential. Ensure that your communication is rich (in information). |