Communication

Communication is a process of exchanging information, ideas, thoughts, feelings and emotions through speech, signals, writing, or behavior. In communication process, a sender(encoder) encodes a message and then using a medium/channel sends it to the receiver (decoder) who decodes the message and after processing information, sends back appropriate feedback/reply using a medium/channel.

Types of Communication

People communicate with each other in a number of ways that depend upon the message and its context in which it is being sent. Choice of communication channel and your style of communicating also affects communication. So, there are variety of types of communication.

Types of communication based on the communication channels used are:

1. Verbal Communication
2. Nonverbal Communication

1. Verbal Communication

   Verbal communication refers to the the form of communication in which message is transmitted verbally; communication is done by word of mouth and a piece of writing. Objective of every communication is to have people understand what we are trying to convey. In verbal communication remember the acronym KISS(keep it short and simple).

   When we talk to others, we assume that others understand what we are saying because we know what we are saying. But this is not the case. usually people bring their own attitude, perception, emotions and thoughts about the topic and hence creates barrier in delivering the right meaning.

   So in order to deliver the right message, you must put yourself on the other side of the table and think from your receiver’s point of view. Would he understand the message? how it would sound on the other side of the table?

   Verbal Communication is further divided into:

   • Oral Communication
   • Written Communication

   Oral Communication

   In oral communication, Spoken words are used. It includes face-to-face conversations, speech, telephonic conversation, video, radio, television, voice over internet. In oral communication, communication is influence by pitch, volume, speed and clarity of speaking.

   Advantages of Oral communication are:
   It brings quick feedback.
   In a face-to-face conversation, by reading facial expression and body language one can guess whether he/she should trust what’s being said or not.

   Disadvantage of oral communication
   In face-to-face discussion, user is unable to deeply think about what he is delivering, so this can be counted as a

   Written Communication

   In written communication, written signs or symbols are used to communicate. A written message may be printed or hand written. In written communication message can be transmitted via email, letter, report, memo etc. Message, in written communication, is influenced by the vocabulary & grammar used, writing style, precision and clarity of the language used.

   Written Communication is most common form of communication being used in business. So, it is considered core among business skills.

   Memos, reports, bulletins, job descriptions, employee manuals, and electronic mail are the types of written communication used for internal communication. For communicating with external environment in writing, electronic mail, Internet Web sites, letters, proposals, telegrams, faxes, postcards, contracts, advertisements, brochures, and news releases are used.

   Advantages of written communication includes:
   Messages can be edited and revised many time before it is actually sent.
   Written communication provide record for every message sent and can be saved for later study.
   A written message enables receiver to fully understand it and send appropriate feedback.

   Disadvantages of written communication includes:
   Unlike oral communication, Written communication doesn’t bring instant feedback.
   It take more time in composing a written message as compared to word-of-mouth. and number of people struggles for writing ability.

2. Nonverbal Communication

   Nonverbal communication is the sending or receiving of wordless messages. We can say that communication other than oral and written, such as gesture, body language, posture, tone of voice or facial expressions, is called nonverbal communication. Nonverbal communication is all about the body language of speaker.

   Nonverbal communication helps receiver in interpreting the message received. Often, nonverbal signals reflects the situation more accurately than verbal messages. Sometimes nonverbal response contradicts verbal communication and hence affect the effectiveness of message.

   Nonverbal communication have the following three elements:

   Appearance
   Speaker: clothing, hairstyle, neatness, use of cosmetics
   Surrounding: room size, lighting, decorations, furnishings

   Body Language
   facial expressions, gestures, postures

   Sounds
   Voice Tone, Volume, Speech rate

Types of Communication Based on Purpose and Style

Based on style and purpose, there are two main categories of communication and they both bears their own characteristics. Communication types based on style and purpose are:

1. Formal Communication
2. Informal Communication

1. Formal Communication

   In formal communication, certain rules, conventions and principles are followed while communicating message. Formal communication occurs in formal and official style. Usually professional settings, corporate meetings, conferences undergoes in formal pattern.

   In formal communication, use of slang and foul language is avoided and correct pronunciation is required. Authority lines are needed to be followed in formal communication.

2. Informal Communication

Informal communication is done using channels that are in contrast with formal communication channels. It’s just a casual talk. It is established for societal affiliations of members in an organization and face-to-face discussions. It happens among friends and family. In informal communication use of slang words, foul language is not restricted. Usually. informal communication is done orally and using gestures.

Informal communication, Unlike formal communication, doesn’t follow authority lines. In an organization, it helps in finding out staff grievances as people express more when talking informally. Informal communication helps in building relationships.

Effective note-taking is an important transferable skill, a skill that can be applied in all aspects of life, socially, at work and during study.

Note-taking is a powerful aid to communication, a way of summarising and retaining the key points from what you’ve heard and understood.

There are different approaches to note taking, depending on the type of communication you’re engaged in. This page covers effective note-taking for verbal exchanges – that is, summarising what has been said, in face-to-face conversations, over the phone and in group situations – like in meetings or when attending a lecture.

There are times in life when effective note-taking of the written word is also important – especially when studying. See our page: Taking Notes while Reading for more information.

What is Note-Taking?

Note-taking is, simply, a way of concisely recording important information so that you can recall it later.

Regardless of how good you think your memory is - you will need to take notes in certain situations to remind yourself what was said. It is a mistake to think, when going to a meeting or attending a lecture or some other important talk, that you will remember the details of what has been said - you won’t. You may well remember the overall topic of the discussion, even some very specific details, but you won’t remember everything.

It is important to recognise that taking notes should not distract you from listening intently to what the speaker is saying. Effective note-taking involves listening whilst jotting down key points that will be important later: in a business meeting this may include action points that you have agreed to attend to; in a lecture this may include new vocabulary or theories that you can investigate further later.

Before you can take effective notes you need to be somewhat organised. It may seem obvious but you need to remember to take some appropriate note-taking equipment with you to meetings, lectures etc. The nature of the ‘appropriate’ note-taking equipment will depend partly on you and partly on the circumstances. The simplest low-tech way of taking notes is to use a pen (or series of different coloured pens) and a pad of paper. Bring plenty of paper and at least one spare pen or pencil.

Some people prefer to take notes on a laptop, tablet, smartphone or some other device – this is fine as long as you are very comfortable with the technology - so that they can concentrate fully on their notes – not on the actual process of writing them. If you are using some form of computer to take notes it is usually a good idea to turn off any messaging services first – otherwise you are likely to be distracted by new emails, text messages or the like.

When you arrive at the meeting or lecture try to sit so that you can clearly see and hear the main speaker.

General Note-Taking Guidelines:

• Before you start taking any notes be clear about why you are attending the talk or meeting. What are you hoping to learn or gain from it? Think of your notes as a guide to your learning and development after the event. You notes form part of a working document that you’ll return to and add to later.
• Think about whether or not a point is noteworthy before you write it down – do not take notes for the sake of taking notes. Otherwise you’ll end up with lots of irrelevant points, which will distract you from the important things. You probably only really need to make notes on things that are new to you.
• Do not write down everything that is said, word-for-word, that would be transcribing, which is an altogether different skill. Concentrate on the key points, remain alert and attentive and listen to what is being said.
• Write in your own style and use your own words, you don’t need to worry too much about spelling, grammar, punctuation or neatness as long as you can read your notes later and they make sense to you. Your personal note-writing system will evolve and improve with practice.
• Try to use short concise points, single words or phrases or short sentences, use bullet or numbered lists if necessary. If you are using a pen and paper then it is easy to add linking lines to join ideas and concepts.
• Write down in full, key information that can’t be shortened: names, contact details, dates, URL’s, references, book titles, formulas etc.
• Use abbreviations to help you – just note what they mean!
• Use underlining, indentation, circle words or phrases, use highlighter pens – whatever system works for you to emphasis the most important points and add some structure to your notes.
• Use some sort of shorthand system that you will understand later – develop this system as you become more skilled at note-taking.
• Don’t panic if you miss something. You can usually ask the speaker to repeat a point or ask a colleague or peer after the event. Note down that you have missed something to remind you to do this.

Once the event has finished:

• As soon as possible, after the event, you should review and, where necessary, rework your notes. Fill in any gaps, adding content and further research to your notes. If your notes are handwritten you may want to type them into a computer. The more you interact with your notes the more you will remember and ultimately learn.
• If possible share and/or compare your notes with a colleague or peer. Discuss your understandings and fill in any gaps together.

The Cornell Method

The Cornell Method of note-taking is highly effective, see if it works for you.

• Divide your sheet of paper, as the diagram, so you have a wide left margin (the recall area) and a deep (summary area) at the bottom. Leaving the rest of the sheet for the notes you take while attending the class or meeting.

• Write notes in the ‘note taking area’. After the event fill in any gaps in your notes, try to leave some white space between points. For each major point or idea covered in your notes write a ‘cue word’ or ‘keyword’ in the recall area of your sheet.

  For example: If your notes were about ‘note taking methods’ and you had a section describing the Cornell Method then you would probably write ‘Cornell’ or ‘Cornell Method’ in your recall area aligned with the specific notes.

• Use the summary area to write a brief summary of what your sheet contains – it may be useful to colour code this area. The summary will help you to find relevant notes later when you need to review them – this is especially useful for students when revising for exams or writing an assignment.
  

The Cornell Method of note-taking can be used as a powerful aid to recalling information.

Test your memory and knowledge by putting another sheet of paper over the ‘note taking area’ so just the ‘recall area’ is visible. Use the phases in your recall area as your cue and recite as much information about each point as you can remember – check what you have remembered with your main notes. You will quickly find where the gaps in your knowledge are.

Continue to:
Note-Taking for Reading
Taking Minutes - The Role of a Secretary

See also:
Effective Reading Listening Skills
Critical Thinking How to Write a Report

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