Professional Communication

What is communication ?
Derived from the Greek word communicare or communico which means to share. Community implies a group of people living in one place.

Languages are the codes of communications.

Communication is the process of conveying information from a sender to a receiver with the use of a medium in which the communicated information is understood the same way by both sender and receiver

Communication can be seen as processes of information transmission governed by three levels of semiotic rules: Syntactic (formal properties of signs and symbols), pragmatic (concerned with the relations between signs/expressions and their users) and semantic (study of relationships between signs and symbols and what they represent

Types of communication.
communication

verbal

Formal

Informal

Non-verbal

Downward

Lateral

Through signs,symbols

Upward

Diagonal

Grapevine

Nonverbal communication
Nonverbal communication is the process of communicating through sending and receiving wordless messages. Such messages can be communicated through gesture, body language or posture; facial expression and eye contact, object communication such as clothing, hairstyles or even architecture, or symbols and infographics. Speech may also contain nonverbal elements known as paralanguage, including voice quality, emotion and speaking style, as well as prosodic features such as rhythm, intonation and stress. Likewise, written texts have nonverbal elements such as handwriting style, spatial arrangement of words, or the use of emoticons.A portmanteau of the English words emotion (or emote) and icon, an emoticon is a symbol or combination of symbols used to convey emotional content in written or message form

Non-verbal communication

Through signs & symbols.

Non-verbal can go without verbal communication.

Verbal cant go without nonverbal communication.

Verbal Communication
The basis of communication is the interaction between people. Verbal communication is one way for people to communicate faceto-face. Some of the key components of verbal communication are sound, words, speaking, and language.

Verbal communication.

Two types of verbal communication. (1) formal communication. (2) informal communication.

Formal communication

We use this type of communication in offices and social gathering.

Two types of formal communication.

(1) Downward

(2) Upward

Informal communication.

We use this type of communication with our family or friends. Three types of informal communication.

(1) lateral (2) diagonal (3) grapevine

Lateral communication.

Found among members working at the same level. Ex. Peer group.

Most effective form of communication.

Barrier of subordinates or boss is not present here.

Diagonal communication.
The path is mixture of vertical and horizontal movement.

In large communications various departments need communication support from each other.

Grapevine communication.

Also called as backbiting or backstabbing.

A backstabber is a colleague or an employee who acts like a friend in public but badmouth you in private.

communication skills

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Supportive Communication

A focus on processes.
Two categories:

1.

Coaching: giving advice, direction or information to improve performance focus on abilities

2.

Counselling: helping the person understand and resolve a problem themselves by displaying understanding focus on attitudes

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Basic Interpersonal Communication Skills

Avoid Barriers to Communication. Send Understandable Messages: Effective communication. Listen actively.

Utilize Non-verbal Signals. Give and Solicit Meaningful Feedback. Adapt to Diversity of Communication Styles try multiple channels
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Guides for Giving and Receiving Feedback Criteria for Giving Feedback 1. Make sure your comments are intended to help recipient. 2. Speak directly and with feeling. 3. Describe what the person is doing and the effect the person is having. 4. Dont be threatening or judgmental. 5. Be specific, not general (use clear and recent examples). 6. Give feedback when the recipient is open to accepting it. 7. Check to ensure the validity of your statements. 8. Include only things the receiver can do something about. 9. Dont overwhelm the person with more than can be handled.
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Guides for Giving and Receiving Feedback

(continued) Criteria for Receiving Feedback 1. 2. 3. 4. 5. 6. 7. 8. Dont be defensive. Seek specific examples. Be sure you understand (summarize). Share your feelings about the comments. Ask for definitions. Check out underlying assumptions. Be sensitive to senders nonverbal messages. Ask questions to clarify.

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Means of Nonverbal Communication

(continued)

VOCAL
Components How things are said Vocal intonations Examples Loudness, pitch, rate Rhythm, pitch, clarity Meanings Communicated Different meanings, e.g. Sarcasm, disapproval

SPACIAL
Body closeness Furniture arrangement 0 2 feet Large pieces far apart Feelings of intimacy Formal and serious

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Means of Nonverbal Communication

Components Image Facial Expressions Eye Movements Posture Gestures

Examples Clothing, hygiene Frown, smile, sneer Looking away, staring Leaning in, slumped Handshake, wave

Meanings Communicated Values, competence Unexpressed feelings Intentions, state of mind Attitude Intentions, feelings

Touch

Pat on the back Gentle touch on an arm

Approval Support and concern

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Audience analysis

Audience Analysis is a task all technical writers need to perform early in a project.

The audience is often referred to as the end user, and all communications need to be targeted towards the defined audience. When defining an audience, factors that must be considered include the following things.

Age Education Job function Skills Language Culture Background knowledge Training Needs and interests Where the document will be read How the document will be delivered (print, online, projection, PDA) Why the document will be accessed (reference, training) When the document will be accessed (work, home, travel)

ARCHITECT AND COMMUNICATION

If we consider organizational structure of an architects office ,we can surely say that all principles of business management are working in the organization.

Architect has to plan, to organize, to lead, to coordinate, to control and last but not the least to communicate.

Communication process for an architect

Client is the sender and Architect is the reciever. Message stage I Brief of the project Expectations Tenure Appointment of the architect

Communication process for an architect

Message stage II Architect is the sender

Letter of acceptance Feasibility report Presentation drawings Schematic drawings Estimate

Communication process for an architect

Message stage III Approval from client Sanctioning drawings by authority Tendering Communication with experts like structural engineer, Landscape designer etc.

REPORT DESIGNING

Reports are the spine or central core of any communication process.

Report is a media of effective non verbal communication used in construction industry.

Reports play an important role by following ways

REPORT DESIGNING

Means of communication Measuring the performance

Decision making
For smooth functioning of project

Keeping client informed about the progress

To make people aware of their responsibilities.

Types of reports for a construction project

Feasibility report Scheme Designing report

Report of work schedule

Progress reports

Special purpose reports