CS

• Communication


  The transfer of meaning from the source/sender to the receiver by use of language. The process of human or social interaction through messages.
• Communication


  The process of transmitting and receiving verbal or non-verbal messages. The exchange of information, and, therefore, can only take place when there is proof that the message was received. It is a two-way process.
• Effective communication


  Communication that achieves the desired reaction or response from the receiver.
• Communication


  Involves behavioral input or the relationships between people. It can be very complex or very simple, formal or informal. It all depends on the nature of the message and on the relationship between the sender and receiver.
• Types of communication


  • Informal
  • Formal
• Informal communication


  Based on informal relations such as friendship, membership of the same club, same classroom, dormitory or residential place, or any shared experience and is, therefore, free from organizational formalities. It can take place anywhere such as at home, school or social event. The communication may be in form of comments, suggestions, complaints or gossip through unstructured conversation.
• Characteristics of Informal communication


  • It is formed through social networks
  • It is a two-way traffic that allows information about work and the individual to be gathered
  • It follows no definite channel. It moves in a zigzag manner
  • It has a high risk of spreading rumors, fake news and distorting information
  • Information is spread quickly and cheaply
  • It is hard to allocate responsibility for the source of information
  • It is hard to verify the correctness of the information
  • No records are kept
• Formal communication


  The official exchange of information. The flow and nature of communication is controlled and must follow organizational rules. It is also known as 'Through Proper Channel Communication'.
• Characteristics of Formal communication


  • It can be oral or written
  • There is a formal relationship between the sender and the receiver
  • Information passes through a definite or official channel
  • It carries authorized organizational messages, NOT personal messages
  • The objectives of the organization have to be considered in the message given out
• Types of formal communication


  • Vertical communication
  • Horizontal communication
• Vertical communication


  Subdivided into downward communication (information flows from the top officers or managers to the lower levels or subordinates) and upward communication (information flows from the subordinates to the top officials)
• Horizontal communication


  Information flows among colleagues of the same status or among people who share characteristics, for example, heads of department, members of staff or university guild representatives
• Communication process


  Covers six elements: source/sender/encoder, context, message, channel, destination/receiver/decoder and feedback
• Source/sender/encoder


  The originator of the message. Should have good communication skills in terms of writing, speech, articulation, reading, listening, vocabulary, style of presentation and grammar. Also should have a specific attitude to both the message and the receiver.
• Context


  Every message, whether oral or written, is created within a context. The context may be the country, culture, organization, or external and internal stimuli. All these variables have their unique methods or rules of processing and communicating information.
• External stimuli


  The outside/foreign reason that propels one to communicate.
• Internal stimuli


  The reason within the communicator that makes them send a message. The communicator's view of the world affects how, what and when to communicate.
• Message


  There must be a message/idea to send to the receiver before communication can take place. The effectiveness of the message depends on its content, structure, and code (a group of meaningful symbols). The message can either be verbal or non-verbal.
• Categories of non-verbal messages


  • Kinesics: Body communication
  • Gestures: Speech-independent and speech-related gestures
  • Haptics: Use of touch
  • Artifactics: Things that adorn the body
  • Physical characteristics
  • Proxemics: Using space to communicate
  • Paravocalics: Vocal effects in oral communication
  • Chronemics: Use of time to communicate
  • Olfactics: Smell as a means of communication
• Channel/medium


  The vehicle through which the message is sent. It may be a TV, radio, phone, print media, post office, or e-mail. The choice of media affects the way the message will be arranged and eventually perceived by the receiver.
• Factors affecting choice of communication medium


  • Relationship between sender and receiver
  • Cost
  • Number of receivers
  • Urgency of the message
  • Importance of the message
  • Amount of information
• Oral medium advantages

  
  

  Immediate feedback

  Shorter sentences/words

  Conversational style

  Focus on interpersonal relations

  Prompt impact

  Less detailed technical information

  Simpler construction

  Cheaper
• Written medium disadvantages


  Delayed feedback

  Longer sentences/words

  More formal

  Focus on content

  Delayed action

  More complex constructions

  Detailed document may be more costly and time consuming.

  Useful for permanent records and future reference.
• Receiver/decoder


  The receiver's comprehension and perception of the message is influenced by their skills, attitude and knowledge of the language or medium as well as their standing in the socio-cultural context. The nature of the receiver determines the nature of feedback.
• Feedback


  The receiver reacts with either the desired or an undesired response due to miscommunication or misinterpretation. Feedback can be oral, written, a physical action or an observable change in behaviour or attitude. The setting and the context of communication also matter.
• Value of communication


  • Entertainment
  • Educational purposes
  • Practical use
  • Inform, inquire, incite, persuade or develop goodwill
  • Commercial use
  • Cultural value
  • Ideological value
• Communication can break down at any level due to a number of factors. At every level, there are risks that may lead to communication failure.
• Letter


  A kind of essay, whether it is an informal (personal) or formal (business) communication
• Types of letters


  • Personal/private
  • Business
  • General business correspondence
• Personal letters


  • Some are more formal in tone than others
• Examples of more formal personal letters


  • Letter to be published in a newspaper
  • Letter to a public official regarding a public issue
  • Letter to the president of the students' union
  • Letter to your MP regarding bad roads in your area
• Parts of a formal letter

  • Letter heading: writer's address and date
  • Name and address of receiver
  • Salutation
  • Body
  • Subscription/sign-off
• Salutation


  A greeting, usually "Dear Sir"
• Subscription/sign-off


  The closing of the letter, e.g. "Yours faithfully", "Yours sincerely", "Yours truly"
• The subscription and salutation must agree in tone, number, wording and style
• Formal subscription

  Yours faithfully
• Informal subscriptions

  Yours sincerely, Yours truly
• The signature should be handwritten even if the letter is typewritten
• Per pro


  The authority given to an individual to sign for the company
• Examples of per pro signatures


  • Uganda Martyrs University, per Abuka Taban
  • For Uganda Martyrs University, Abuka Taban
  • Per pro, Uganda Martyrs University, Abuka Taban