Effective Communication Courses

“I’m a great believer that any tool that enhances communication has profound effects in terms of how people can learn from each other and how they can achieve the kind of freedoms that they’re interested in.

- Bill Gate

Every society thrives on communication. Regardless of geographic, cultural, linguistic, political and ethnic differences, the ability to communicate effectively binds us, humans, to co-exist in a community. Communication is the building block of a society, the means to connect people, and without it, there perhaps would be no society in the first place.

Effective communication helps us understand others and be understood. Whether verbal, written, visual, tactile or even a subtle change in body language, communication in any form strongly impacts human relations. Even if you don’t speak the language of another culture, technological advancements like online dictionaries and translators facilitate clear communication despite language barriers.

While communication builds and nurtures human relationships, on the one hand, it is also one of the reasons for conflicts in society. A lack of effective communication skills often leads to misunderstandings and disagreements, whether in our personal lives or the professional sphere. The inability to express ourselves effectively through good communication keeps us from meeting our needs, a prerequisite to surviving in society.

Now, that brings us to the most pertinent question: What is the art of communication, and how does one develop effective communication skills?

The word “communication” has a Latin root, communicate, meaning to share or to make common. Communication is the act of passing information from one person to another. Although the process of transmitting and sharing information exists among all beings in the living world, we will focus our discussion on interpersonal communication in humans.

Communication involves the acts of giving, receiving and sharing information, primarily through talking, reading, listening and writing. Sign languages or body gestures are also forms of communication. Every form of communication includes at least a sender, a recipient and a message. The message transmission depends on multiple factors such as the purpose, emotions, cultural background, mental state, and communication medium.

The sheer complexity of effective communication makes good workplace communication skills a desirable trait in prospective employees. Before acquiring the art of effective communication in the workplace, it is crucial to understand the eight essential components of communication:

1.Sender

2..Message

3.Receiver

4.Channel

5.Feedback

6.Environment

7..Context

8.nterference

Let’s go through each component of interpersonal communication in detail:

1. Sender

The sender or the source is the person who has to convey a message to another person. Take the instance of a public speaker. The speaker first determines what to say and how to say it and conveys the message verbally through their tone of voice and body language. Then, they choose the right words and non-verbal techniques to get the message's intended meaning across, a process called encoding. Finally, they present the message in front of the audience or the receivers

2. Message

The next component in the art of communication is the message. It is what the sender wants to convey to the receiver. A written message for good communication typically comprises words strung into sentences and organised according to grammar rules. The message may be written in any language and reflects the sender's writing style. On the contrary, a message conveyed verbally is also influenced by the speaker’s body language, tone of voice and appearance

3. Receiver

The receiver or the recipient is the person to whom the sender transmits the message. As such, the receiver may be an individual or a group of individuals, as in the case of mass communication. The receiver decodes the message they receive and tries to understand its meaning. While it is relatively easy to interpret straightforward verbal or written communication, cryptic messages or non-verbal cues of the sender can be barriers to effective communication.

4. Channel

Next comes the channel or the medium through which the message travels between the sender and the receiver. There can be multiple modes of communication. For example, written channels include newspapers, magazine articles, letters, memorandums, invoices, etc. Likewise, spoken channels include face-to-face conversations, telephone conversations, speeches, voice messages, PA systems, radio and voice over internet protocol (VoIP). Digital communication channels primarily include e-mails, online messaging, video calls, social media, etc.

5. Feedback

Feedback refers to the response the receiver gives to the sender, intentionally or unintentionally. Thus, feedback comprises messages the receiver sends back to the source and lets the source know if the message has been received and interpreted in an intended manner. Feedback also allows the receiver to clarify doubts or present an opinion in agreement or disagreement with the sender. Therefore, feedback is essential to accurate and clear communication.

6. Environment

The environment refers to the physical surroundings in which the sender and receiver exchange messages to communicate. An example of such an environment is a room with furniture and various audio-video equipment like screens, projectors, computers, etc. The general mood of the room, whether it is a formal gathering or an informal meetup, also sets the atmosphere and impacts how people communicate. The environment specifically impacts verbal communication, such as when a speaker delivers a speech.

7. Context

The context refers to the situation in which the communication occurs or the expectations of the individuals participating in the communication. For instance, there are various factors that determine the importance of message and its interpretation such as the time, people involved, intonation, situation and style how the message gets conveyed. The time of conversation taking place, context works to interprets the message.

8. Interference

The last component of interpersonal communication is the interference or noise that prevents or distorts the intended meaning of the message sent from the source. Noise interferes with the communication process and disrupts the encoding and decoding of messages. For example, noise from physical sources can be loud honking of cars, a loud playing television or someone talking too loudly to interrupt your thoughts or conversation with another person. On the contrary, psychological noise refers to your thoughts obstructing your attention while trying to understand a written or verbal message.

To understand the importance of effective communication, you need to know about the different types of communication. Broadly, these are:

1. Oral communication

2. Written communication

3. Non-verbal communication

4..Listening

5. Visual Communication

Let’s explore each type of communication in more detail

1. Oral Communication

Oral or verbal communication involves communicating through the mouth using spoken words. In this case, individuals talk with each other, either face-to-face, through telephonic conversations or via digital platforms like Zoom and Skype. Different forms of oral communication include speeches, discussions, presentations, lectures, conferences, meetings and interviews.

While some forms of oral communication are informal, like chatting with a friend, others, like meetings and conferences, demand a more formal and serious demeanour. Regardless of the type, the fundamentals of oral communication include the speaker’s choice of words and intonation to convey the intended message.

Advantages of oral communication

As one of the earliest forms of human interaction, the advantages of oral communication are:

• Oral communication facilitates spontaneous feedback and quick decision-making.

• Oral communication is not rigid and leaves scope for changes in something that has been said already.

• Oral communication is highly transparent and minimises the chances of misunderstandings.

• Communicating orally saves time and eliminates the trouble of arranging for special media or channels for communication.

• Lastly, oral communication is highly effective for conflicts and problem resolution by talking out differences and disagreements between individuals.

Disadvantages of oral communication

The downsides of communicating orally are:

• Oral communication is often informal and not as organised as written communication, making it less authentic in certain situations.
• The lack of organisation and informal nature of oral communication makes it an unreliable mode of communication for many business scenarios.
• Effective oral communication requires effective conversation skills on the part of the speaker.
• The listeners or audience must be highly attentive to accurately decode the message conveyed orally.
• Although oral communication saves time in informal and trivial situations, lengthy speeches and lectures in a formal meeting can be monotonous and unproductive.
• 2. Written Communication

Written communication involves exchanging any form of written message between or among individuals. While it is still a form of verbal communication, written communication finds expression in written or typed words. Examples of written communication include books, magazines, text messages, e-mails, letters, memorandums, blog posts, reports, proposals, job descriptions, contracts, manuals, bulletins, brochures, postcards and more.

Written communication is the backbone of the business world. When done correctly, written communication leaves a lasting impression on the audience and is one of the most effective communication strategies. Impactful written communication involves careful selection of words, proper sentence construction and the organisation of sentences into meaningful information or message.

Advantages of written communication

Let’s look at the advantages of effective written communication:

• Written communication is generally permanent and extremely useful in maintaining records.
• Written communication provides a ready repertoire of valid references and records.
• Written communication is more straightforward than oral communication.
• Written communication is more definite, unlike oral communication, where the speaker may refuse to acknowledge their speech or take back their words.
• The receiver of written communication generally gets sufficient time to think, act and respond.

Disadvantages of written communication

The limitations of written communication include:

• Written communication is time-consuming since significant effort needs to be given to compose a message and send it to the appropriate recipient.
• Feedback is not instant in written communication, making written communication unsuitable for emergencies.
• Effective written communication requires competence in the language, vocabulary and grammar.
• Written communication is somewhat rigid since changes cannot be made easily.
• Written communication is not as effective in maintaining confidentiality as oral, interpersonal communication.
• 3. Non-verbal Communication

Spoken and written words are not the only ways to communicate with others. Cues and gestures such as facial expressions, body language, postures, tone of voice, eye contact and even the way you dress include the different non-verbal ways of communication. Thus, non-verbal communication involves sending and receiving messages without using spoken or written words.

Judee Burgoon (1994) identifies seven types of non-verbal communication: kinesics or body movements, paralanguage, the physical environment and its objects, personal appearance, time, haptics or touch and personal space.

Advantages of non-verbal communication

The advantages of communicating non-verbally include:

• Non-verbal cues and gestures complement verbal communication by adding meaning to them.
• Non-verbal gestures are effective for communicating with illiterate or specially-abled people.
• Non-verbal cues like signs, symbols and hand gestures help express messages faster than oral or written communication.
• Non-verbal communication can be more effective than verbal communication since recipients tend to pay more attention to body language, facial expressions and other non-verbal cues.
• Non-verbal communication provides more clarity, especially if you are communicating with someone who does not speak your language.

Disadvantages of non-verbal communication

The downsides of communicating non-verbally include the following:

• Non-verbal communication is often vague and fails to convey the intended meaning of messages.
• The meaning of hand gestures may vary across cultures, causing misinterpretations and misunderstandings.
• Non-verbal communication is ineffective for lengthy conversations where one must maintain the flow of dialogue for a prolonged period.
• A significant limitation of non-verbal communication is information distortion.
• Non-verbal communication is informal and not well-structured, making it unsuitable for formal situations like business meetings.
• 4. Listening

Mastering the art of listening is an effective communication skill, both in the workplace and in your personal life. Active listening means you give your full attention to the speaker, spend effort understanding what they are saying, reflect, respond appropriately and retain the information for later. Thus, it ensures active participation and engagement of both the speaker and the audience in the conversation.

Active listening skill is something most of us lack with our fast-paced life leaving little to no time and energy to listen patiently. However, active listening techniques like paying close attention to the speaker’s non-verbal cues and avoiding interruptions like fidgeting or asking irrelevant questions are effective ways to build your active listening skillset.

Advantages of active listening

• Active listening builds trust and nurtures strong relationships, both in your personal life and in the workplace.
• Active listening leads to better information retention and helps the listener get a deeper understanding of the subject matter of the conversation.
• Active listening is highly effective in conflict resolution. It helps you think from the other person’s perspective and encourages you to recognise other people’s feelings.
• Listening actively makes you more likely to identify problems and ask the speaker for clarification.
• Active listening in the workplace gives managers a better understanding of the needs and aspirations of employees and facilitates effective communication with superiors and subordinates.

Disadvantages of active listening

While active listening has advantages, there are limitations too. These include:

• One of the biggest challenges to active listening is the disruption the speaker faces while talking or delivering a speech and causing the listeners’ attention to breaking.
• The listener may get overwhelmed with information and fail to sustain their attention.
• Distractions like loud noise or absent-mindedness are significant barriers to active listening.
• The listener may be unable to process information or pay attention if the speaker speaks too fast, complicates the speech or does not have good speaking skills.
• 5. Visual Communication

The fifth type of communication is visual communication, which refers to using visual elements to convey a message. Since visual communication aims to attract attention and educate the audience, effective visual communication must be informative and eye-catching.

Visual communication media typically include infographics, charts, images, animated GIFs, graphs, videos and similar types of content. Regardless of the medium, visual communication effectively conveys relevant data, information and statistics quickly and efficiently. Visual communication includes conferences, presentations, websites, and social media posts.

Advantages of visual communication

The benefits of visual communication are as follows:

• Visual communication helps in more effective information delivery than verbal explanation.
• Communicating a piece of information visually helps the audience better retention and understanding.
• Visual communication is more engaging and attention-grabbing compared to an oral speech or a piece of a written document.
• Visual elements like images and videos are better at evoking an emotional response from the audience than a set of spoken or written words.
• Using catchy and appealing visual aids like an interesting product video helps brands reach their target market more effectively while reinforcing the brand’s image and credibility.

Disadvantages of visual communication

The pointers below highlight the limitations of visual communication:

• Visual communication is ineffective for presenting specific topics or subject matter, such as plans, policies, rules and recommendations.
• Since visual communication tends to be precise and to the point, it is unsuitable for displaying detailed information.
• Visual communication can be expensive, mainly because of the media or channels involved.
• Accuracy is essential in visual communication, particularly in charts, graphs and tables. Lack of accuracy leads to the spread of misinformation and incorrect data.

Regardless of whether you are communicating verbally, non-verbally, visually, or through written words, barriers can disrupt information flow and communication. Thus, identifying and eliminating or reducing these barriers is the key to effective communication.

The common barriers to effective communication are:

1. Noise distractions and interference

2. Physical barriers

3. Perceptual barriers

4. Emotional barriers

Let’s discuss each communication barrier in detail.

1.Noise Distractions and Interference – External and Internal Noise

Interference and noise distractions refer to anything that stands in the way of the communication between a speaker and a listener. As such, noise can be an external element like a physical sound or internal, such as a mental distraction. Broadly, noise in communication is of the following four types:

• Physical noise - It is the noise and interference in your surroundings, such as honking cars, loud music, crowded places, extreme temperatures, excessively bright light, mobile notifications, pop-up ads and spam, and so on.

• Physiological noise - The distraction affects how you feel and think and thus interferes with the communication process. Physiological noise can arise due to fatigue, hunger, pain, and medication effects.

• Psychological noise - It consists of distractions that stem from a receiver’s internal thoughts and disrupts the communication process. For example, you will find it challenging to give your full attention to understanding a message if you are preoccupied with personal problems.
• Semantic noise - This kind of noise exists when the recipient fails to interpret the meaning of words or what they convey in a message. The use of jargon and technical language in various forms of communication is an example of semantic noise.
• 2. Physical Barriers – Furniture, technology or anything that obstructs the view

The term physical barrier refers to any physical factor or element that hinders effective communication, whether verbal, non-verbal, written or visual. Physical barriers are visible and can exist in any form, such as furniture, closed doors, walls or an advanced digital device. These structural obstructions, either natural or human-made, block seamless information flow between the sender and receiver. Time differences, distance and technical disturbances also fall within the ambit of physical barriers.

3. Perceptual Barriers – Filtering, selection, distortion, and projection

Perceptual barriers are a person’s internal biases that impact how they perceive their surroundings. These barriers often lead people to develop preconceived notions about other people, ideas and events, resulting in a mental block and the tendency to reject new or unfamiliar information.

Factors that contribute to physical barriers in communication include:

• Filtering - It refers to withholding or modifying information to manipulate a person’s reaction. For example, an employee keeping their poor sales figures from their boss or not passing on critical information to the rest of the team are examples of filtering.

• Selection - Selection or selective perception means filtering messages to suit your own needs, and it is something that mostly happens unconsciously. You are exposed to numerous stimuli daily, and paying attention to every detail is practically impossible. So, you tend to pick the information that you need. While it saves time, selective perception can also disrupt effective communication.

• Distortion - Distortion refers to the loss of meaning of a message or the meaning getting warped during its transmission. It mainly results from misrepresentation or misinterpretation of the message, lack of information about it, or faulty communication channels. Human perception can also lead to distortions and alter the original meaning of a message because of misunderstanding.

• Projection - Projection is the tendency to ascribe one’s attributes to others, leading to a poor understanding of others and standing in the way of effective communication. When you project your characteristics on people, you take it for granted that they are similar to you. For instance, if you are honest, you tend to assume that others are equally honest and trustworthy.
• 4. Emotional Barriers – Psychological state, self-concept and past experience

Emotional barriers to communication refer to mental limitations that prevent you from communicating effectively and keep you from being your authentic self. An emotional barrier to communication can result from a person’s psychological state, self-concept or past experiences.

• Psychological state - The psychological health of the sender and the recipient significantly impacts communication. If you are mentally unwell or preoccupied with other things, you will be inattentive, retain little or no information, interpret messages negatively and jump to conclusions.

• Self-concept - Self-concept refers to the perception a person has of themselves. It shapes how a person thinks and feels about themselves, their views and opinions, how they perceive others and their communication with others. As such, poor self-concept and an inflated sense of self are both detrimental to effective communication.

• Past experiences - A person’s past experiences are common communication barriers in their personal or professional life. For instance, if you have a bitter encounter with a colleague, you will tend to boycott them in the future and avoid interacting with them, let alone sort out the conflict. In this case, you let one unpleasant experience ruin a professional relationship.