Chapter 3, types & methods of communication

Types & Methods of Communication

By Abdulrahman Alahdal

As one of many identifications;

Communication is basically defined as the transfer of information from one place to another or from one source to another.

It is a two sided process in which thoughts, feelings, ideas etc are exchanged in a verbal or non-verbal manner.

COMMUNICATIONCOMMUNICATION

COMMUNICATION METHODSAs in the pervious chapter the different types or methods of

communication are:

1) Verbal Communication Verbal communication is one way for people to communicate face-to-face. Some of the key components of verbal communication are sound, words, speaking, and language.

2) Non Verbal CommunicationThe process of communication through sending and receiving wordless messages is known as Non Verbal Communication. Such messages can be communicated through gesture; body language or posture; facial expression and eye contact.or it is: Transmission of messages by a medium other than speech or Writing.

COMMUNICATION METHODS

3) Written CommunicationWritten Communication means communication by means of written symbols

There are many means of communication available in today's world.

• Choosing effective forms of communication is very important in a today's market and cut throat world.

• Effective communication can open doors to endless possibilities.

• Effective communication also helps build lasting relationships, both professionally and personally.

WHY CHOOSING THE BEST COMMUNICATION

METHODS

what types of communication are acceptable and most

effective?• Well, that solely depends on the message that is being

passed, along with the importance. There are many ways to deliver communication, wither oral or verbal or non-verbal.

• If your massages or information is ready then• The next step is to determine which methods you will use

to communicate your message to your target audience. • This is a critical step that can also make or break the entire

communication project. BUT HOW?

(This step can make or break the entire communication project...)

1.Determined your target Audience 2.Understand Your Audience 3.Prepare your Communication Mediums 4.How Do You Choose the Right Method(s) for

Your Project?

Start choosing the Communication Method(s)

1- Determine Your Target Audience

• Do not skip this step. In order to choose an effective communication method, you must first have clearly identified your target audience. How will you communicate something well unless you know who you’re communicating to?

• Determining your target audience is just as important as defining your goal of communication. For communication to be effective, it needs to be delivered to the right people.

Continue...• How Do I Determine My Target Audience?• The people you need to communicate your data

to are the people with the power to do something about the data. That’s it. Otherwise, why would you need to communicate in the first place? Why waste your time communicating to people who don’t matter to your cause?

• Before you even think about different communication methods, stop and fully explore who your target audience is, and what their needs are.

2- Understand Your Audience• By understanding our audience’s needs, we will be able to

better communicate with them.Questions to Help You Understand Your Audience

1. What do you know about your target audience? 2. Who are they? 3. What are their backgrounds? 4. What does their day consist of?5. What are their needs? 6. How much data or detail would they want? 7. How is it easiest to communicate with them? 8. What do they care about most?

Continue…• All of these questions are important to consider. You

may have to unfairly lump people together to answer these questions, but this is okay as long as it helps you understand your audience a little more as a whole.

• Repeat for Other Audiences While these answers may not reflect the needs of each

individual member of our target audience, they do help us get a better feel for who the audience is as a whole. By understanding our audience’s needs, we will be able to better communicate with them.

3- Communication Mediums >> • Emails• Mobiles• Body Language• Memos, SMS & Fax• Interview• Presentation• Telephone• Reports• Internet• Other Mediums

3- How Do You Choose the Right Method(s) for Your Project communication>>

Ask our self some questions:

1. Is a permanent record of this communication important?

Permanent record messages are best done written, instead of orally. Oral can just turn into a case of he said, she said. Documentation can include an e-mail, written report, a letter or a memo. If the letter is to be mailed, certification and signature on delivery can have legal value if need be).

2. Is it bad or good news?

Good news is acceptable as a written message. However, bad news or events that are difficult to understand can be more acceptable as a face to face communication. It could be necessary and a good idea to see the persons reaction to the message being received to get that verbal and non verbal communication. Not to mention, people feel better about receiving more personal and bad news face to face other than written notes and phone conversations).

Continue... Questions

Continue... Questions

3. How long is the message being sent?

Long messages can be best sent as a document that has been edited to make it's complexity easier to follow and understand. It is necessary to make a document that flows well and holds the receiver's attention. However, the best part is that the receiver can look back and refer to the message for a better understanding or to get needed information).

Continue... Questions

4. How many people will receive the message?

When a large amount of people can't gather together to receive the same message, written is the best from of communication. It is more effective and efficient. For a small group of people, when at the same location, a oral face to face can be more time efficient and productive. However, when delivering news that will not be well accepted, face to face is the proper form of communication).

5. Is the credibility of the communication important?

When credibility is a factor, the most effective form of communication is a written letter on an official document, such as a companies letterhead. E-mail messages and oral communication is not acceptable forms of credible communication).

Continue... Questions

6. Is time of the essence? Is feedback needed?

When messages are urgent, require immediate answers, action or feedback, the message will be most effective as a phone call. When documentation is necessary a fax with a delivery confirmation or a email with a return receipt might provide as an alternative).

Continue... Questions

Other factors that should be considered:

• 1. Quickness/Speed

There are many types of transactions conducted during the business hours. One must speed up the transmission of message on the basis of importance and urgency of transaction.

If the party is available in the transacted place, oral

communication is enough. If the party is residing in the same city, telephonic message is good: if outside the city, message telegram can also be sent. If the matter is not urgent, a mere letter will be sufficient.

Factors:

• 2. Accuracy

If the accuracy of the message is the prime motive, a letter will serve the purpose Telephonic conversation might be misheard by the other party.

Even telegrams, sometimes lead to wrong conclusion. Therefore, success can be reaped by a letter, provided the letter is properly written. Therefore, the communication medium which is selected should ensure accuracy in the transmission of messages.

Factors:• 3.Safety (There is always risk when valuables are sent by post.

Therefore, for safety purposes, important documents may be sent by registered post; for further safety by registered and insured post).

• 4. Secrecy (In business field, certain transactions have to be kept

confidential. When one aims at secrecy, letter will achieve the aim. In other communication systems, secrecy may leak out to unwanted persons).

Factors:• 5. Record (Record of the message is essential and is possible only if it is in

writing. For this purpose, duplicate copies of the letters can be preserved and they are good proof against disputes, relating to the transaction, in future. There is no record for oral communication).

• 6. Cost(The cost of communication is also important. Before adopting

any system, the expenses in different means may also be considered. The material cost (stationery) and labour cost in preparing the letter will also be considered).

Factors:

• 7. Distance (Distance between the persons who are parties to

communication is an important factor. If distance is too short, face to face communication is suitable. If there is distance, message can be transmitted through phone or telegram or letter).

Finally, How Do You Choose the Right Method(s) for Your Project?

• Most often, you will need to choose more than one method to effectively reach the majority of the people in your target audience. You will need to choose a combination of methods that will give you the best chance at communicating your message.

• If a message is extremely important or a sensitive issue, more than one form might be necessary as effective means of communication. Many times a short oral communication followed by a written memo or letter will provide confirmation of the details of the conversation.

Communication Mediums >>

CONTENTCONTENT

WHAT IS EMAIL AND WHY IS IT POPULAR ?

WHAT IS EMAIL AND WHY IS IT POPULAR ?

• Instantaneous communication system.

• An electronic message sent from one computer to another.

• An email message takes seconds to reach destination.

MERITS & DEMERITS OF EMAILMERITS & DEMERITS OF EMAIL

MERITS

Easy & Quick

Time saving

Reference function

Economic

Repeated reference

DEMERITS

Failure to attend e-mails

Fear of leakage of secret matters.

Criminal activities

MOBILESMOBILES

• Most recent technological inventions

• Combine radio technology & Tele-communication

VIDEO CONFERENCING

Video conferencing in its most basic form is the

transmission of image (video) and speech (audio) back

and forth between two or more physically separate

locations.”

BENEFITS OF VIDEO CONFERENCING

Can improve work quality

Increase productivity

Improves communication

Groups can meet more frequently

Critical meetings can be convened in less time

More faculty and staff can be involved

LIMITATIONS OF VIDEOCONFERENCING

The initial cost of the equipment and leasing the lines

to transmit conferences may be prohibitive.

The absence of QOS (Quality of Service) provides

virtually no guarantee of a satisfying and successful

experience

Though the technology is improving, a successful

videoconference is dependent upon the

connections and technologies at all of the

participating sites, AND the network infrastructure

Security issues

TELEPHONE INTERVIEWS

Prepare as thoroughly as for ‘real’ interview

Select comfortable, private, quiet place

Have copy of CV and company information

Have pen and paper at hand

Prepare for usual interview questions

Practice on phone Record answers Try standing Smile and use gestures

Be yourself

BODY LANGUAGEBODY LANGUAGE

SEE NEXT CHAPTER 4

THANK YOU Have a great day ahead