Introduction to Communication

Learning Outcomes

By the end of this topic, you should be able to:

1. Define "communication" in general terms.

2. Identify the key elements of the communication process.
3. Distinguish between oral and written communication.
4. Understand basic writing tips.
5. Recognize common mistakes in written communication.

1.1 What is Communication?

 Communication is a learned skill that needs practice and effort to master.

 It involves giving, receiving, or exchanging information, ideas, and opinions.
 Effective communication ensures the message is understood by both the sender and
the receiver.

1.1.1 Elements in Communication

 Communication is a process with key components that must be present for it to be

effective.
 Main Elements:
o Sender: The person who initiates the message.
o Message: The information or idea being communicated.
o Channel: The medium through which the message is sent (e.g., spoken words,
written text).
o Receiver: The person who receives and interprets the message.
o Feedback: The receiver's response to the message, which helps the sender
understand how it was interpreted.
o Context: The environment or situation in which communication takes place.

Key Considerations for Effective Communication

 Understand the message you want to convey.

  Consider your audience or receiver.
 Anticipate how the message will be received and interpreted.

Importance of Listening Skills

 Listening is as important as speaking to ensure effective communication.

Successful Communication

 A message is considered successfully communicated when both the sender and

receiver perceive and understand it the same way.
 Misunderstandings or breakdowns in communication can hinder achieving personal or
professional goals.

1.1.2 Factors Affecting Communication

Several factors can disrupt communication, causing misunderstandings and misinterpretations

at different stages of the process. Here are common barriers to effective communication:

 (a) Status/Role: Differences in hierarchy, such as between a manager and employee

or a lecturer and student, can affect communication effectiveness.
 (b) Cultural Differences: Variations in culture, either within or outside an
organization, can hinder clear communication, especially between departments or
ethnic groups.
 (c) Choice of Communication Channels: Using an inappropriate channel (e.g., email
instead of a face-to-face meeting) may confuse the receiver and disrupt the message.
 (d) Length of Communication: A message that is too long or too short may lose its
purpose or be inappropriate for the receiver.
 (e) Use of Language: Poor word choice, unclear sentence structure, or incorrect
punctuation can drastically change a message’s meaning.
 (f) Disabilities: Physical or mental disabilities (such as impaired sight or dyslexia)
may affect communication, requiring special tools like hearing aids or symbols.
 (g) Known or Unknown Receiver: Knowing the receiver makes it easier to
communicate, as shared experiences help in message interpretation. With an unknown
receiver, more detail is often needed.
  (h) Individual Perceptions/Attitudes/Personalities: Communication methods
should consider the receiver’s personality, age, and preferences, as these influence
how messages are received and interpreted.
 (i) Atmosphere/Noise/Distraction: Noisy environments or distractions can make
communication difficult, requiring extra effort to ensure clarity.
 (j) Clarity of Message: Ambiguous messages can confuse the receiver, making clear
communication essential.
 (k) Lack of Feedback: Without feedback, there is no way to confirm understanding,
leading to uncertainty or confusion.

These factors must be addressed to minimize misunderstandings and ensure effective

communication.

Choosing the Appropriate Communication Channel

When selecting the best communication channel, consider the following guidelines:

 (a) Consider the Communication Process: Ensure the channel supports clear
interpretation, understanding, and feedback.
 (b) Identify Potential Barriers: Be aware of obstacles that could disrupt
communication, such as language or environmental noise.
 (c) Evaluate the Message Complexity: Choose a channel that effectively conveys
the complexity of the message.
 (d) Key Questions to Ask:
o Who?: Characteristics of the receiver(s).
o Why?: Purpose of the communication.
o What?: Content of the message.
o How?: Mode of delivery (oral, written, visual, or a combination).
o Where?: Location where communication takes place.
o When?: Timing of the communication and expected response time.
 (e) Interaction or Written Form: Decide if the communication should be face-to-
face, via phone, letter, email, memo, or report.
 (f) Other Factors: Consider cost, time, confidentiality, conventions, urgency, and the
need for written records when choosing the channel.
1.2 Defining Written Communication

Written communication is the process of exchanging information through written symbols,

such as words and sentences. It differs from oral communication, which uses spoken
language.

Types of Written Communication

Written communication can occur in various formats, including:

 (a) Letters
 (b) Faxes
 (c) Emails
 (d) Reports
 (e) Memos
 (f) Advertisements

Key Aspects of Effective Written Communication

 Requires a solid understanding of grammar and vocabulary.

 Ideas should be presented in a clear, unified, and coherent manner.
 Good writing skills can be developed through reading, note-taking, and listening.

1.3 Why Written Communication?

Written communication serves several important purposes:

 (a) Permanent Record: Writing preserves messages for future reference, allowing
others to read and revisit the information repeatedly. This is essential in research,
where building on existing knowledge is key.
 (b) Memory Aid: Written communication allows information to be stored and shared
without relying on memory, creating records that exist independently of the writer.
 (c) Tracking Progress: Written documents help monitor progress in projects,
facilitating the sharing of ideas and defending viewpoints.
 (d) Proof of Action: Writing can serve as evidence or acknowledgment that a task has
been completed, useful for verification later on.
  (e) Clarifying Thoughts: Writing allows for reflection and clearer thinking, enabling
one to process ideas at a comfortable pace. It is essentially “thinking made public.”
 (f) Academic Documentation: In academic writing, all borrowed ideas, facts, data, or
arguments must be documented and cited, except for "common knowledge," which is
generally known and accepted.

Written communication is vital for maintaining accurate records, sharing knowledge, and
verifying actions in both professional and academic contexts.

1.4 Tips on Written Communication

Writing is a complex skill that requires practice and patience. Here are some essential tips to
improve your writing:

1.4.1 The Writing Process

Successful written communication follows three key stages:

 (a) Planning:
o Determine what you want to communicate.
o List and organize your points in a logical sequence.
o Proper planning ensures clarity and helps avoid missing important details.
 (b) Writing:
o Focus on content first, without worrying too much about grammar or spelling.
o Begin with simple, clear language, then develop more abstract ideas as
needed.
o Practice writing daily to enhance your skills.
o Use words, sentences, paragraphs, and layout as tools to communicate
concisely and clearly.
o Write in a plain, straightforward style to reduce ambiguity and make your
work easy to understand.
 (c) Editing:
o Review your work for grammatical errors and ensure a smooth flow of ideas.
o Longer pieces of writing often require more thorough editing.
 o Having another person review your work can help catch mistakes you might
miss.

Reading extensively and practicing regularly are key steps toward improving written
communication.

1.4.2 Pitfalls to Avoid in Written Communication

To enhance your writing and ensure clarity, avoid the following common errors:

 (a) Confusing Language:

o Using ambiguous, vague, bombastic, or outdated language can mislead the
reader and disrupt communication.
o Opt for plain, clear English to prevent misunderstandings.
 (b) Verbosity:
o Verbosity refers to using too many unnecessary words, which can confuse or
bore the reader.
o Keep your sentences concise and to the point. For example:
 "Admin was the winner!" (OK) → "Admin won!" (Better)
 (c) Poor Sentence Structure:
o Poorly structured sentences can lead to fragmented or unclear writing.
o Ensure sentences are logical, concise, and well-ordered for clarity.
o Example of a misplaced modifier:
 "For sale: Antique desk suitable for lady with thick legs and large
drawers" → Correct the modifier to avoid confusion.
 (d) Information Overload:
o Providing excessive information can overwhelm and confuse the reader,
leading to frustration.
o Focus on delivering clear, concise, and relevant information to maintain your
credibility and ensure effective communication.

By avoiding these errors, you can improve the clarity and impact of your written
communication.

1.5 Challenges in Written Communication (Simplified)

 1. New Technologies
o Tools like spellcheck and grammar check help but aren't foolproof.
o Writers still need to be cautious with grammar, spelling, and tone.
o Modern methods (emails, texts) make communication faster but require
adherence to communication norms.
2. Reasons Others Fail to Respond
o Poor writing skills (e.g., language deficiencies).
o Overly long or complex messages.
o Too many grammatical errors.
o Barriers like cultural differences or status.
o Unclear or vague messages.
o Wrong choice of delivery method.
o Negative past experiences or messy presentation.
3. Asking the Right Questions to Improve
o Where did the communication fail?
o Was the message misunderstood?
o Was the timing or delivery method wrong?
o Were there too many mistakes?
o What could be improved in the structure and clarity of the message?
4. Key to Effective Written Communication
o Clear purpose and objective information.
o Use appropriate headings and organize information logically.
o Give concise instructions and specify desired actions.

Multiple Choice Questions (MCQs) on Communication

1. Which of the following is NOT an element in the communication process?

o (a) Sender
o (b) Feedback
o (c) Channel
o (d) Assumption
2. What is the primary purpose of written communication?
o (a) To deliver verbal messages
 o (b) To exchange information using spoken language
o (c) To exchange information through written symbols
o (d) To avoid misunderstandings in face-to-face communication
3. Which factor can be a barrier to communication due to differences in
organizational levels?
o (a) Status/Role
o (b) Cultural differences
o (c) Disabilities
o (d) Noise
4. In communication, why is the choice of channel important?
o (a) It decides the role of the sender
o (b) It determines the timing of feedback
o (c) It ensures the message is appropriate for the receiver
o (d) It determines the sender's language
5. What does 'verbosity' refer to in written communication?
o (a) Use of confusing language
o (b) Use of too many words
o (c) Incomplete sentences
o (d) Poor grammar
6. Which of the following is considered poor sentence structure?
o (a) Writing too many long sentences
o (b) Writing in an ambiguous manner
o (c) Use of inappropriate punctuation
o (d) Misplaced modifiers
7. Which of the following should be avoided in written communication?
o (a) Using simple and clear language
o (b) Writing in passive voice
o (c) Giving concise instructions
o (d) Organizing information logically
8. What is the first stage in the writing process?
o (a) Editing
o (b) Planning
o (c) Writing
 o (d) Proofreading
9. Which of the following can cause a breakdown in communication due to the
surroundings?
o (a) Poor grammar
o (b) Disabilities
o (c) Noise
o (d) Length of communication
10. Why is feedback essential in communication?
o (a) It ensures the sender knows the message was sent
o (b) It allows the receiver to agree with the sender
o (c) It confirms the message was understood
o (d) It creates a hierarchical structure
11. Which of these is a challenge in written communication despite technological
advances?
o (a) Choosing the right words
o (b) Writing memos quickly
o (c) Sending messages electronically
o (d) Using spellcheck tools effectively
12. What is one of the advantages of written communication?
o (a) It is flexible and changes frequently
o (b) It provides permanent records
o (c) It can be easily forgotten
o (d) It is faster than oral communication
13. What does 'information overload' refer to?
o (a) Giving more information than necessary
o (b) Not providing enough details
o (c) Using technical jargon
o (d) Writing in a formal tone
14. Which of the following is NOT a reason someone might fail to respond to written
communication?
o (a) Poor sentence structure
o (b) Cultural barriers
o (c) Clear and concise message
 o (d) Past negative experiences
15. When trying to improve communication, which question should you ask
yourself?
o (a) Is the message brief enough?
o (b) Is the receiver experienced?
o (c) Did I use the correct channel?
o (d) Is the message too long?

Answers:

1. (d) Assumption
2. (c) To exchange information through written symbols
3. (a) Status/Role
4. (c) It ensures the message is appropriate for the receiver
5. (b) Use of too many words
6. (d) Misplaced modifiers
7. (b) Writing in passive voice
8. (b) Planning
9. (c) Noise
10. (c) It confirms the message was understood
11. (a) Choosing the right words
12. (b) It provides permanent records
13. (a) Giving more information than necessary
14. (c) Clear and concise message
15. (c) Did I use the correct channel?