Partners for Effective Communication

The Communication Cycle The Communication-by-Objectives Approach

Bianca Camille Elba

Communication
It is the exchange of information through speaking, signaling or writing.

Communication Partners
Effective communicators:
They work within a cyclical communication process. They use identifiable communication techniques.

The Communication Cycle

Effective messages are able to:
Understand the importance of the communication cycle Incorporate the principles of good communication into their original message Develop and maintain an open communication channel Incorporate the principles of effective communication into their responses to other peoples messages

Elements of Communication Cycle

Sender Message (verbal and non-verbal) Transmission Receiver Feedback

The Communication Cycle

BARRIERS
Sender receives feedback Sender decides to send message

BARRIERS
Sender develops message

BARRIERS
Receiver transmits feedback

BARRIERS
Sender transmits message

BARRIERS
Receiver develops feedback

BARRIERS
Receiver receives message Receiver decides to send feedback

BARRIERS

BARRIERS

Barriers
Different Backgrounds of Sender and Receiver
Culture Cross-cultural communication

Signaling
Tone of voice and body language, gestures and written messages

Communication Situation
Message form

 Message form
Do you need a permanent record of the communication? How difficult will your message be for your audience to understand or accept?
Memos Letters Reports Proposals

What type of feedback do you want from your audience?

 When do you need the feedback from your audience? What are the characteristics and locations of your audience?
Permanency needs Message acceptance difficulty Type of feedback Audience characteristics

Combination Spoken and Written 1. Partial permanent record 2. 2. complex content and/or acceptance difficult 3. Formal and/or spontaneous 4. Now and/or later 5. Small or large; scattered or local Message 1. Permanency needs 2. Message acceptance difficulty 3. Type of feedback 4. Feedback when? 5. Audience characteristics

Spoken 1. Temporary record 2. Simple content and/or acceptance easy 3. Spontaneous 4. Now 5. Small or large; scattered or local

Written 1. Permanent record 2. Complex content and/or acceptance easy 3. Formal 4. Later 5. Small or large; scattered or local

 Transmission mode
Destination Privacy Timeliness Cost

 Quality of Message Content

Courtesy Clarity Conciseness Concreteness Correctness Completeness

 Writing Skills
Start writing today. Maintain a positive attitude. Practice writing. Decide why you are writing. Write key ideas on a paper. Use your outline. Use references to verify correctness. Rewrite. Seek critique. Rewrite again.

 Speaking Skills
Proficiency in speaking and listening Dictation
Word choice Creative combinations Regional vocabulary Jargon, slang, acronyms and similes Pronunciation

 Listening Skills
Hearing Listening
Selective listening
Date, time, location Important details Assignments

Active listening
Begin with your open mind. Determine the speakers approach to the material. Jot down key words when appropriate. Concentrate. Maintain eye contact. Withhold judgment/prejudice. Analyze the message.

 Reading Skills
Comprehension Verification Scanning
Scan the material. Concentrate. Take notes. Review. Withhold judgment/prejudice. Analyze the material.

 Plan a message. Compose a draft. Complete a message.

The Communication-by-Objectives Approach