CONFIDENCE EVERYWHERE, ANYWHERE

COMMUNICATION RAOUL C. CAPISONDA, MBA

CORRESPONDENCE Assistant Professor 1
School of Education and Arts and Sciences
St. Anne College Lucena Inc, Brgy. Gulang-Gulang Diversion Road Lucena City
4 TYPES OF COMMUNICATION
CHALLENGES IN MULTICULTURAL
ORGANIZATIONS

• Direct versus indirect communication.

• Trouble with accents and fluency.
• Different attitudes toward hierarchy and
authority.
• Conflicting norms for decision making.
7 PRINCIPLES OF COMMUNICATION MAKE IT MORE
EFFECTIVE
1. CLARITY:
The idea or message to be communicated should be clearly spelt out. It should be worded in
such a way that the receiver understands the same thing which the sender wants to convey.
There should be no ambiguity in the message. It should be kept in mind that the words do not
speak themselves but the speaker gives them the meaning

2. ATTENTION:
In order to make communication effective, the receiver’s attention should be drawn towards
message. People are different in behavior, attention, emotions etc. so they may respond
differently to the message. Subordinates should act similarly as per the contents of the message.

3. FEEDBACK:
The principle of feedback is very important to make the communication effective. There
should be a feedback information from the recipient to know whether he has understood the
message in the same sense in which the sender has meant it.
4. INFORMALITY:

Formal communication is generally used for transmitting messages and other information.
Sometimes formal communication may not achieve the desired results, informal
communication may prove effective in such situations. Management should use informal
communication for assessing the reaction of employees towards various policies.

5. CONSISTENCY

This principle states that communication should always be consistent with the policies, plans,
programs and objectives of the organization and not in conflict with them. If the messages and
communications are in conflict with the policies and programs then there will be confusion in
the minds of subordinates and they may not implement them properly. Such a situation will be
detrimental to the interests of the organization.

7 PRINCIPLES OF COMMUNICATION MAKE IT MORE

EFFECTIVE
6. TIMELINESS:

This principle states that communication should be done at proper time so that it helps in
implementing plans. Any delay in communication may not serve any purpose rather decisions
become of historical importance only.

7. ADEQUACY:

The information communicated should be adequate and complete in all respects. Inadequate
information may delay action and create confusion. Inadequate information also affects
efficiency of the receiver. So adequate information is essential for taking proper decisions and
making action plans.

7 PRINCIPLES OF COMMUNICATION MAKE IT MORE

EFFECTIVE
 COMMUNICATION WRITERS/SPOKESPERSON PITFALLS (and How to Avoid
Them)
1. LIMIT JARGON AND ACRONYMS: Jargon impedes communication and may imply arrogance. Acronyms are
particularly common with government agencies, but their use may alienate lay audiences. Jargon and acronyms
are often used to signal that people have inside knowledge or are members of a technical group. As such, they can
interfere with efforts to build audience rapport. If using a technical term or acronym is necessary, define it.
2. TAILOR MESSAGES TO AN EASY LEVEL OF COMPREHENSION: Use simple short sentences and avoid
technical vocabulary.
3. USE HUMOR WITH CAUTION: Humor is a minefield during a crisis. Soft, self-deprecating humor may be
disarming for a hostile audience, but, in general, efforts to be funny during a crisis are likely to be misinterpreted.
4. REFUTE NEGATIVE ALLEGATIONS WITHOUT REPEATING THEM: Repeating any message enhances its
impact. If your speaker repeats a negative accusation, it is then part of the formal message. Use positive or
neutral terms.
5. GATHER FEEDBACK: Don’t assume that the point is understood; rather, ask whether the message has been
clear and is understood. Getting feedback, and listening to it, is important in helping to ensure effective
communication.
6. AVOID ONE-LINERS, CLICHÉS, AND OFF-THE-CUFF COMMENTS: Any statement that trivializes the
experience by saying something like, “There are no guarantees in life,” reduces your credibility and rapport.
8 POINT PROGRAM FOR PRESENTATIONS GUARANTEED TO
KEEP LISTENERS ON THE EDGE OF THEIR SEATS.
1. INCITE- don’t inform- effective presentations don’t end with nodding heads
and polite applause, THEY END WITH ACTION.
2. DON’T TALK TO STRANGER’S- know your audience by doing research
prior to presentation.
3. SIMPLER IS BETTER- make your presentations shorter and more candid.
4. PERFORM, DON’T PRESENT- the impact of a typical presentation is:
 55% visual (how on look)
 38% vocal (how you talk)
 7% verbal (what you say)
In other words, you don’t deliver presentations you perform them.
5. THE SHOW MUST GO ON-concentrate on the performance factor
6. FIRST (and LAST)- impressions are everything and the two most important
parts of your presentation are the first 30 and last 15 minutes.
7. THERE’S ONE EVERY CROWD- that is hostile member you must handle.
The first rule is to disagree without being disagreeable, and don’t pick up a
fight.
8. PRACTICE, PRACTICE, PRACTICE
ELEMENTS OF COMMUNICATION

SENDER: He is the person who sends his ideas to another person. The person who intends to convey the message to pass
information and ideas to others knows as the sender or communicator. The sender also knows as the encoder decides on the
message to be sent, the best/most effective way that it can be sent.

MESSAGE: The idea, feeling, suggestion, guidelines, orders, or any content which intends to communicate is the message. This is
the subject matter of the communications. This may be an opinion, attitude, feelings, views, orders, or suggestions.

ENCODING: It is the process of converting the idea, thinking or any other component of the message into symbols, words,
actions, diagrams, etc. Since the subject matter of communicating is theoretical and intangible, its further passing requires the use
of certain symbols such as words, actions or pictures, etc.

MEDIA: It is the medium, passage, or route through which an encoded message passes by the sender to the receiver. There can be
various forms of media-face-to-face communication, letters, radio, television, e-mail, etc. The medium is the immediate form that
a message takes. For example, a message may communicate in the form of a letter, in the form of an email, or face to face in the
form of a speech.
DECODING: It means translating the encoded message into language understandable by the receiver. The
person who receives the message or symbol from the communicator tries to convert the same in such a way so
that he may extract its meaning to his complete understanding.

RECEIVER: If, he is the person to whom the message has been sent. The receiver or the decoder is
responsible for extracting/decoding meaning from the message. The receiver is also responsible for providing
feedback to the sender. In a word, it is his/her job to INTERPRET. For example, subordinates are receivers.

FEEDBACK: Feedback is the process of ensuring that the receiver has received the message and understood in
the same sense as the sender meant it. It is the response by the receiver. It marks the completion of the
communication process. This is important as it determines whether or not the decoder grasped the intended
meaning and whether the communication was successful.

NOISE: It is a hindrance to the process of communication. Noise can take place at any step in the entire
process. It reduces the accuracy of communication, e.g. 1) Disturbance in the telephone lines, 2) An inattentive
receiver, and 3) Improper Decoding of Message, etc. This is any factor that inhibits the conveyance of a
message. That is, anything that gets in the way of the message being accurately received, interpreted, and
responded to
TOP 10 COMMUNICATION BARRIERS BUSINESS ORGANIZATIONS FACE TODAY

When talking about communication barriers in the workplace, challenges to effective communication are more obvious than ever before.
Multigenerational workplaces, the rise of remote work, dispersed workforce, the introduction of new communication technology and different employee
expectations are just a few examples of communication barriers that have emerged in the past few years.

1. COMMUNICATION SKILLS AND STYLES

People have different communication skills and styles. Often times, these differences in communication skills can create communication barriers between
the communicator and the receiver of the message.

For example, while some people may be highly detailed and specific when communicating, others may tend to generalize. Still, communication skills are
extremely important.

2. SOCIAL DISTANCE AND PHYSICAL BARRIERS

As mentioned earlier, many companies and health facilities now depend on digital means of communication due to social distancing and
remote ways of working. These physical barriers are even more evident within organizations in the suburbs.

3. DISENGAGEMENT

Effective communication is about engagement between the parties involved in communication. When there is no engagement from both parties, this ruins
the purpose of effective communication. Unfortunately, organizations across the world are fighting the problem of disengaged workplaces. They are
struggling to catch their employees’ attention and drive the culture of open, engaged, and transparent communications.
4. ORGANIZATIONAL STRUCTURE

Complex and rigid organizational structure can be the main culprit for inefficient communication, making it one of the most common
communication barriers. Such organizations may have inefficient information sharing and communication systems, often resulting in
frustrations, lack of engagement, and productivity among employees. If a company is highly hierarchical, information can easily get siloed,
lost or distorted as it travels through each layer of the hierarchy.

5. INFORMATION OVERLOAD

Too little information is not good, but too much information can cause even more damage. Yet, information overload has always been one
of the biggest communication barriers. Moreover, information overload has proved to have a very negative impact on employees’
wellbeing, productivity, and success at work.

6. LACK OF TRUST

When there is no trust, there is no effective communication. In other words, when employees don’t trust their employers, leaders, or
managers, communication suffers. This is the reason why one of the main goals for organizations across the world has become to
build trust in the workplace. Yet, many employers still have a long way to go to become more trustworthy.

7. CLARITY, CONSISTENCY, AND FREQUENCY

Communications professionals need to understand the importance of clear, consistent, and frequent communication. When messages
across different channels are not consistent, trust gets hurt. When messages don’t get delivered frequently or in a timely manner, employees
miss out on important information or updates.
8. Listening

Communication should always be a two-way street. Moreover, listening is often much more important than speaking. Yet, many
companies still don’t understand the importance of encouraging employees’ share of voice and the value of their feedback. Those who drive
and nurture the culture of open workplace communication enjoy a happier, healthier, and more engaged workforce.

9. Wrong communications channels

There are many different communication channels people use nowadays. The same is true for companies, especially large enterprises.
Such complexity in the communication ecosystem makes it hard for employers to make sure that they use the right channels to inform
their people and deliver relevant information in a timely manner.

10. Demographic and cultural differences

The way people interact with each other can vary depending on the demographic and cultural differences. If communicators are not aware
of these differences, communication barriers will arise. Hence, it is important to find a common ground for effective communication and
adapt to the work culture of the organization to communicate effectively.
 Thank
you for
listening!