Communication Process Components and Types with Dr. Perpetua Dadzie

Lecturer: Dr. Perpetua S. Dadzie, Dept. of Information Studies Contact Information: psdadzie@ug.edu.gh College of Education School of Continuing and Distance Education 2014/2015 2016/2017

Session Overview At the end of the session, the student will be able to: Understand a model of the Communication Process Explain three types of communication Slide 2 Dr. Perpetua Dadzie, Dept of Information Studies

Session Outline The key topics to be covered in the session are as follows: Topic One - Components of the communication process Topic Two Verbal Communication Topic Three Visual Communication Topic Four Electronic Communication Slide 3 Dr. Perpetua Dadzie, Dept of Information Studies

Reading List Palmer, S. & Weaver, M. (1998). Information Management. Oxford: Butterworth Heinemann. pp.73 - 77 Slide 4 Dr. Perpetua Dadzie, Dept of Information Studies

Topic One COMPONENTS OF THE COMMUNICATION PROCESS Slide 5 Dr. Perpetua Dadzie, Dept of Information Studies

Components of the Communication Process This model of the communication process is basically a Two-way communication process: Basic components are: Source/sender Encoder Message Medium/Channel Decoder Receiver Feedback Noise Slide 6 Dr. Perpetua Dadzie, Dept of Information Studies

Components of the Communication Process (2) Communication Process starts with a Sender (an individual or group) who wants to share information. Sender / Encoder is a person who sends the message. A sender makes use of symbols (words or graphic or visual aids) to convey the message and produce the required response. Senders must decide what information to share and puts the message into symbols or language (encoding). The views, background, approach, skills, competencies and knowledge of the sender have a great impact on the message Slide 7 Dr. Perpetua Dadzie, Dept of Information Studies

Components of the Communication Process (3) Encoding process where the information you would like to communicate gets transferred into a form to be sent and decoded by the receiver. Once encoded the message is sent through a medium to a receiver Message is a key idea that the sender wants to communicate. It is a sign that elicits the response of recipient. Slide 8 Dr. Perpetua Dadzie, Dept of Information Studies

Components of the Communication Process (4) Communication process begins with deciding about the Message to be conveyed. It must be ensured that the main objective of the message is clear Medium is a means used to exchange/transmit message. Medium can be written or oral. Written medium is chosen when a message has to be conveyed to a small group of people. Oral medium is chosen when spontaneous feedback is required Channels the way you convey your message. These channels include verbal such as telephone and face- to face conversations as well as non-verbal such as email and text messaging. Slide 9 Dr. Perpetua Dadzie, Dept of Information Studies

Components of the Communication Process (5) Noise: anything harming the communication process Decoding is on the receiving end of communication. This stage is just as important as encoding. Communication can go downhill at this stage if the receiver is not practicing active listening skills or if they do not possess enough information to accurately decode the message. Slide 10 Dr. Perpetua Dadzie, Dept of Information Studies

Components of the Communication Process (6) Receiver person for whom the message is intended or aimed. The degree to which the decoder understands the message is dependent upon various factors such as knowledge of recipient, their responsiveness to the message and the reliance of encoder on decoder. Slide 11 Dr. Perpetua Dadzie, Dept of Information Studies

Components of the Communication Process (7) Feedback is the main component of communication process as it permits the sender to analyze the efficacy of the message. It helps the sender in confirming the correct interpretation of message by the decoder. Feedback may be verbal through words or non-verbal in form of smiles, sighs. It may take written form also in form of memos, reports, etc Slide 12 Dr. Perpetua Dadzie, Dept of Information Studies

Components of the Communication Process (8)

Video The Communication Process Model <iframe width="420" height="315" src="https://www.youtube.com/embed/Btj94I HVc6I" frameborder="0" allowfullscreen></iframe> Slide 14 Dr. Perpetua Dadzie, Dept of Information Studies

Topic Two VERBAL COMMUNICATION Slide 15 Dr. Perpetua Dadzie, Dept of Information Studies

Verbal communication (2) There are several types of communication such as: Verbal Communication Nonverbal Communication Visual Communication Electronic Communication Slide 16 Dr. Perpetua Dadzie, Dept of Information Studies

Verbal Communication (3) Refers to the form of communication in which information is transmitted verbally. Communication is done by word of mouth and by writing In verbal communication remember the acronym KISS (keep it short and simple) Verbal communication can be divided into: Oral communication Written Communication Slide 17 Dr. Perpetua Dadzie, Dept of Information Studies

Verbal Communication (4) Oral communication Spoken words are used. It includes face-to-face conversations, speech, telephonic conversation, video, radio, television, voice over internet Communication is influenced by pitch, volume, speed and clarity of speaking Advantages of oral communication It brings quick feedback In a conversation, by reading facial expression and body language one can guess whether to trust what is being said. Slide 18 Dr. Perpetua Dadzie, Dept of Information Studies

Verbal Communication (5) Disadvantages of oral communication In face-to face discussion, user is unable to deeply think about what is being delivered so that could arrive at some decision which may not have been given on hindsight. since it is spoken, there is no written record of what has been said which can lead to disputes. Slide 19 Dr. Perpetua Dadzie, Dept of Information Studies

Verbal Communication (6) Written communication In written communication, written signs or symbols are used to communicate In written communication message can be transmitted via email, letter, report, memo etc Most common form of communication in business Advantages of written communication Message can be edited, revised Provide record and backup A written message enables receiver to fully understand it and send appropriate feedback Slide 20 Dr. Perpetua Dadzie, Dept of Information Studies

Verbal Communication (7) Disadvantages of written communication Does not bring instant feedback It takes more time in composing a written message as compared to word of mouth and number of people struggle for writing ability May cause problems with interpretation May not allow for rapid exchange of opinion, views or attitudes Slide 21 Dr. Perpetua Dadzie, Dept of Information Studies

Verbal Communication (7) Disadvantages of written communication Does not bring instant feedback It takes more time in composing a written message as compared to word of mouth and number of people struggle for writing ability May cause problems with interpretation May not allow for rapid exchange of opinion, views or attitudes Slide 22 Dr. Perpetua Dadzie, Dept of Information Studies

Topic Three VISUAL COMMUNICATION Slide 23 Dr. Perpetua Dadzie, Dept of Information Studies

Visual Communication Communication which has to do with the act of seeing. Examples are films and slides, videos, charts, posters, diagrams. Visual communication methods often used to support oral communication and the written word. Advantages provide a visual record, visual stimulus and can help to simplify difficult concepts. can simplify messages with numbers in them and be used to illustrate techniques and procedures. Slide 24 Dr. Perpetua Dadzie, Dept of Information Studies

Visual Communication (2) Disadvantages of visual communication May be difficult at times, to interpret without reinforcement of written and spoken word. Eg. Cartoons Without written information on what is going on, interpretation may be difficult and even missed. They are also costly and time-consuming to produce and distribute. Difficulty in storage because they need certain environment such as an air conditioned room, or an environment with a certain temperature or humidity. Slide 25 Dr. Perpetua Dadzie, Dept of Information Studies

Topic Four ELECTRONIC COMMUNICATION Slide 26 Dr. Perpetua Dadzie, Dept of Information Studies

Electronic Communication Communication accessed by electronic mail (E- mail), newsgroups and listserv, data transmission networks, File Transfer Protocol, videoconferencing, instant messaging, Social Media (Facebook, Twitter, Chats, etc.) Advantages Speed of access as well as the unlimited access to global information. Enhance communication and instant feedback. Slide 27 Dr. Perpetua Dadzie, Dept of Information Studies

Electronic Communication (2) Disadvantages of Electronic Communication need for certain equipment, such as the computer , mobile phone, Internet connectivity Initial cost for equipment can be very high and you will need a lot of money to acquire them Need constant supply of power and at times training in how to search. Slide 28 Dr. Perpetua Dadzie, Dept of Information Studies

Video Types of communication <iframe width="420" height="315" src="https://www.youtube.com/embed/KS 2mBGny1Hc" frameborder="0" allowfullscreen></iframe> Slide 29 Dr. Perpetua Dadzie, Dept of Information Studies

Activities Slide 30 Dr. Perpetua Dadzie, Dept of Information Studies

References Communication https://en.wikipedia.org/wiki/Communication Slide 31 Dr. Perpetua Dadzie, Dept of Information Studies