Professional Communications

Communication

An activity or process of conveying information through the
exchange of thoughts, messages, or information, by speech,
visuals, signals, writing, or behavior.

Intentional or unintentional

Conventional or unconventional signals

Linguistic or non-linguistic forms,

May occur through spoken or other modes.

Communication is effective only when the message is
understood and when it stimulates action or encourages the
receiver to think in new ways.
 Communication
A sender, a message,
and a recipient.
An area of
communicative
commonality.
Completeness depends
on the receiver’s
understanding the
message.
A continuous and both
way process
 Communication Process
Communication doesn’t occur haphazardly, or all
at once in organizational settings.
It is a dynamic, transactional (two-way) process
that can be broken into six phases:
1. The sender has an idea
2. The sender encodes the idea

3. The sender transmits the message

4. The receiver gets the message

5. The receiver decodes the message

6. The receiver sends feedback

 Communication
Components of communication process
Message sender
Message receiver
Message itself

Medium

Method

Noise
 Methods of Communications
Internal Communication External Communication
Oral/verbal Oral/verbal
Written Witten
 Methods of Communications
Internal: Oral Internal: Witten
Message Memo
Telephone Reports
Intercom Graphs/charts
Meeting/conference Email
Presentation Fax
Face-to-face discussion Notice
Form/questionnaire
Minutes
Staff newsletter
 Methods of Communications
External: Witten
External: Oral
Leaflet/brochure
Meeting Invitation
Forms/questionnaire
Conference/semina Press release
r Customer newsletter
Advertisement
Conversation Notice
Telephone Graphs/charts
Report
Teleconference Email
Videoconference Fax
Letter
Presentation Internet
 Choosing the Channel of Communication
The channel chosen can influence the message and how it is
interpreted by the recipient.
Each situation should be judged individually, and will depend on
various factors:
 Cost

 Confidentiality

 Safety andsecurity
 Impression

 Urgency

 Distance

 Time zone

 Resources

 Written record

 Recipient
 Choosing Communication Channel
Use oral channels when:
 your message is fairly simple
 you need an immediate response
 you don’t need a permanent record
 you want to encourage interaction in problem-solving or
decision-making
 you need to read the recipient’s body language
 you need to hear the tone of your recipient’s response
 your message has an emotional factor.
 Choosing Communication Channel
Use written channels when:
 your message is fairly detailed or requires careful
planning
 you don’t need an immediate response
 you need a permanent, written record
 you have a big, widespread audience
 you want to minimize the distortion that often occurs
when messages are passed orally from person to person
 you don’t need immediate interaction with your
audience
 your message has no emotional factor.
 Choosing Communication Channel
Use electronic channels when:
 speed is important
 time zones differ
 you are physically separated from your audience.