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0 1.1 Definition of professional communication
Professional communication is the exchange of information between individuals or groups in a professional setting.
It is important for building relationships, developing a professional reputation, and achieving career goals.
Professional communication is relevant to all aspects of professional life, including:
- Communicating with colleagues
- Writing emails and reports
- Giving presentations
- Networking
- Negotiating
The components of professional communication include:
- Sender : The sender is one who encodes sends the message
- Message : The content or the information that sender wants to convey
- Receiver : The receiver is one who receives and decodes the message. And also gives feedback to the sender.
- Channel : The channel is the medium through which a message is sent/transferred to the receiver.
- Feedback : The feedback is a response given by the Receiver to the sender.
The professional communication process involves:
Communication is the process in which the sender encodes a message and transmits it to the receiver through a proper channel. The receiver then receives the message, decodes its meaning, and provides feedback to ensure understanding.
- Identifying the purpose for the communication
- Identifying the audience
- Choosing the correct channel
- Composing the message
- Transmitting the message
- Getting feedback
1.2 7 C’s of Professional Communication
- Clarity: Professional communication should be clear and concise. The message should be easy to understand and should not contain any unnecessary information.
- Conciseness: Professional communication should be direct. It should not contain unnecessary words or even phrases.
- Correctness: The professional communication should be correct. This means the grammar, spelling, and punctuation should be proper.
- Coherence: Professional communication should not lack coherence, and the information communicated should be quite organized and easy to follow.
- Concrete: Professional communication must be concrete. This simply means, use concrete examples together with details to support a claim.
- Courteous: Professional communication should be courteous. This simply means respect for the other person and their time.
- Completeness: Professional communication should be complete. This simply means giving all the information that the other person may require.
1.3 Types of professional communication
- Verbal: That is the exchange of information through spoken or written words.
- Oral: Oral Communication includes face-to-face talks, phone talk, and presentation to a group of people.
- Written: In this communication, it may be an e-mail, letter, report, and proposal.
- Formal: Formal communication is the exchange of information between individuals or groups. It is done in a professional context and follows established protocols and procedures.
- Informal Communication: Informal communication involves the transmission of information among a group of people or individuals at work, not following standard rules and regulations. A more common name for informal communication is “grapevine” communication.
- Vertical communication: Vertical communication is the process of communication between individuals or groups at different levels within an organization. Vertical communication can be upward (from subordinates to superiors), downward (from superiors to subordinates), or lateral (between peers).
1.4 Barriers to communication
Elements that hamper/hinder the smooth flow of communication.
- Linguistic barriers: Linguistic barriers are barriers to communication caused by differences in language or dialect.
- Psychological barriers: Psychological barriers are barriers to communication that are caused by psychological factors, such as fear, anxiety, or stress.
- Technological barriers: Technological barriers are barriers to communication that are caused by technological problems, such as poor internet connectivity or malfunctioning equipment.
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