Communication SkillsThe Communication ProcessCommunicationthat is what we try to dospeak to The term 'Communication' has been derived from the Latin word 'communis' thatmeans 'common'. Thus 'to communicate' means 'to make common' or 'to makeknown'. This act of making common and known is carried out through exchange of thoughts, ideas or the like. The exchange of thoughts and ideas can be had bygestures, signs, signals, speech or writing. People are said to be in communicationwhen they discuss some matter, or when they talk on telephone, or when theyexchange information through letters.Basically, communication is sharing information, whether in writing or orally.Effective communication is all about conveying your messages to other peopleclearly and unambiguously. It's also about receiving information that others aresending to you, with as little distortion as possible.In fact, communication is only successful when both the sender and the receiver understand the same information as a result of the communication.those near usEThought: First, information exists in the mind of the sender. This can be aconcept, idea, information, or feelings.Encoding: Next, a message is sent to a receiver in words or other symbols.Decoding: lastly, the receiver translates the words or symbols into a conceptor information that he or she can understandDuring the transmitting of the message, two elements will be received: content andcontext.Contentis the actual words or symbols of the message which is known aslanguage - the spoken and written words combined into phrases that makegrammatical and semantic sense. We all use and interpret the meanings of wordsdifferently, so even simple messages can be misunderstood. And many words havedifferent meanings to confuse the issue even more.Contextis the way the message is delivered and is known as paralanguage - it isthenon verbal elements in speech such as the tone of voice, the look in the sender'seyes, body language, hand gestures, and state of emotions (anger, fear, uncertainty,confidence, etc.) that can be detected. Although paralanguage or context oftencause messages to be misunderstood as we believe what we see more than what wehear; they are powerfulcommunicators that help us to understand each other.Indeed, we often trust the accuracy of nonverbal behaviors more than verbal behaviors.Some leaders think they have communicated once they told someone to dosomething, "I don't know why it did not get done. I told Jim to do it." More thanlikely, Jim misunderstood the message. A message has NOT been communicatedunless it is understood by the receiver (decoded).
How do you know it has been properly received? By two-way communication or feedback. This feedback tellsthe sender that the receiver understood the message, its level of importance, andwhat must be done with it. Communication is an exchange, not just a give, as all parties must participate to complete the information exchange.