Introduction

Communication, is the process of transmitting information and common understanding from

one person to another. It focusses on how people use messages to generate meaning within and
across contexts cultures, channels and media. In all the field promotes the effective and ethical
practice of communication. the communication process has got several types including.
Interpersonal communication, this is the type of communication which involve the dialogue
between two people, the interpersonal communication is further divided into more two subtypes
which are as follows.
Direct interpersonal communication, this refers to the subtype of interpersonal communication
in which it involves the dialogue of people in face to face manner. In this type the sender and
receiver can see each other. They can even use the body of language
Mediated interpersonal communication, in this subtype the dialogue of people is conducted by
the means of technology example there is the use of phones emails, conferences or video calling
etc.
Intrapersonal communication, in this type of communication which involves a oneself person
example the student can determine him or herself academic performance.
Intergroup communication, this is also type of communication where by communication is
among social group of related carrier or interest
From the types of communication to be very successful we must have the effective
communication which is explain below
Effective communication is the process of explaining information’s, ideas or feelings in a way
that is clearly understood by all two parties involved, for the communication to be effective the
information is well organized, constructed, transmitted and somebody has to receive the message
and respond .in
Order for the communication to be effective the following principle must be considered
The principles of effective communication are often guided by philosopher H.P. Grice’s
Conversational Maxims, which help ensure that conversations are logical, clear, and cooperative.
These maxims include Quality, Quantity, Relation, and Manner. Here’s a clear explanation of
each with vivid examples
Maxim of Quality (Be Truthful)
Principle: Do not say what you believe to be false or that for which you lack evidence.
Explanation: Effective communication relies on honesty. The listener assumes that the speaker is
telling the truth and not misleading them.
Example:
Imagine a student asks their classmate:
"Did you study for the biology test?"
A truthful response following the Maxim of Quality would be:
"Yes, I reviewed the textbook and the lecture slides last night."

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This helps the listener trust the speaker and possibly decide whether to study together or ask for
help.
Violation Example:
If the person says, "Yes, I studied everything," but they didn’t study at all, they are violating the
maxim and misleading the listener

Maxim of Quantity (Be Informative)

Principle: Provide as much information as is needed—no more, no less.
Explanation: You should not give too little information (making your listener confused), or too
much (causing information overload).
Example:
If someone asks, "Where’s the nearest hospital?"
An effective response would be:
"It’s two blocks down this road, next to the gas station.
This is just the right amount of information concise and helpful
Violation Example:
Too little: "Down the road."
Too much: "It’s two blocks down, past the bakery, across from my aunt’s old house, next to the
gas station where I used to work."
3. Maxim of Relation (Be Relevant)
Principle: Your contribution should be relevant to the topic of conversation.
Explanation: Staying on-topic helps the flow of conversation and avoids confusion.
Example:
Teacher: "What caused the fall of the Roman Empire?"
Student: "Internal corruption and external invasions by barbarian tribes."
This is relevant and helps communication stay focused.
Violation Example:
Student responds: "I really like pizza."
This is unrelated and disrupts the purpose of the conversation.

Maxim of Manner (Be Clear)

Principle: Avoid ambiguity and obscurity; be orderly and brief.
Explanation: Use clear, understandable language and structure your ideas logically so your
listener can follow along.

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Example:
Instead of saying:
"The tool for incision that is long and sharp was utilized,"
say:
"The surgeon used a scalpel."
This is clearer and more direct.
Violation Example:
Using jargon or complicated language in a conversation with someone unfamiliar with the topic,
like telling a child:
"The meteorological conditions appear favorable for precipitation."
Instead of simply saying: "It looks like it’s going to rain."
Would you like this explained in a chart or visual format? Apart from the principle of effective
commination here are the factors of effective communication.
Clarity and Conciseness
Explanation: Clear and concise messages reduce confusion. Avoiding jargon and long-winded
sentences helps the listener or reader grasp the meaning quickly.
Example:
Imagine a teacher explaining photosynthesis to students. Saying, “Photosynthesis is the process
by which green plants make their food using sunlight, carbon dioxide, and water,” is clearer than
saying, “The biochemical mechanism where autotrophic organisms synthesize complex
carbohydrates using photon energy is termed photosynthesis.”
Active Listening
Explanation: Communication is two-way. Active listening involves fully concentrating,
understanding, responding, and remembering what is being said, rather than just passively
hearing words.
Example:
In a job interview, when the interviewer asks, “Tell me about a challenge you overcame,” a
candidate who listens carefully will tailor their response appropriately. If they weren’t actively
listening, they might talk about unrelated strengths, missing the point of the question.
Body Language and Nonverbal Cues
Explanation: Nonverbal signals (facial expressions, posture, gestures, tone of voice) often
convey more than words. Mixed signals between words and body language can cause confusion.
Example:
If someone says “I’m happy for you” but avoids eye contact and frowns, the message seems
insincere. Effective communicators align their body language with their words

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Feedback
Explanation: Feedback ensures that the message was understood as intended. It closes the
communication loop.
Example:
A doctor explaining medication instructions asks, “Can you repeat back how you’ll take this
medicine?” The patient’s answer allows the doctor to correct any misunderstandings before harm
occurs.
Emotional Awareness and Empathy
Explanation: Recognizing emotions your own and others’ and responding with empathy builds
trust and connection, making communication more effective
Example:
In conflict resolution, a manager who says, “I understand you’re frustrated, and I’d like to hear
more about what’s bothering you,” opens the door to honest dialogue and solution-finding
Cultural Sensitivity
Explanation: Effective communication considers cultural norms, traditions, and values.
Misunderstandings often occur when we assume others think and interpret things the same way
we do
Example:
In some cultures, direct eye contact shows confidence; in others, it may be seen as disrespectful.
A global team leader who understands and respects these differences fosters better
communication.
Appropriate Medium and Timing
Explanation: The method (email, text, face-to-face) and timing of communication must suit the
message and the audience.
Example:
Breaking bad news via text message is insensitive. A face-to-face conversation allows for
empathy and support. Similarly, discussing performance issues right before a holiday break may
demoralize an employee more than necessary.
Confidence and Assertiveness
Explanation: Confidence in speech encourages belief in the message. Assertiveness means
expressing thoughts and needs respectfully and clearly, without aggression.
Example:
A student telling a professor, “I’m struggling with this topic and need help understanding it,” is
assertive. It shows honesty and respect, increasing the chance of receiving support.
But the effective communication can change into ineffective communication due to the presence
of of some barriers and hence the breakdown of communication in various ways.

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A barrier of communication refers to any obstacle or hindrance that distorts, interrupts, or
blocks the flow of communication between the sender and the receiver. Effective communication
requires that the message is clearly sent, accurately received, and properly interpreted. However,
due to various barriers, the intended message may be misunderstood, delayed, or never received.
Barriers can be physical, semantic, psychological, cultural, or organizational.
Here, we will discuss three types of communication barriers in depth: Physical Barrier, Semantic
Barrier, and Psychological Barrier—each with definitions and examples
Physical Barriers
These are tangible and external obstacles in the environment that hinder communication. They
often involve issues related to space, time, distance, or physical environment.
Examples:
Noise: Loud machinery in a factory may prevent workers from hearing instructions.
Geographical distance: A poor phone or internet connection between two remote teams leads to
dropped calls and incomplete communication.
Closed doors or walls: A manager working behind a closed door may seem unapproachable to
subordinates, reducing informal feedback.
Faulty equipment: A broken microphone during a presentation disrupts message delivery.
Solution: Improving physical layout, using better technology, and minimizing environmental
distractions can help overcome these barriers.
Semantic Barriers
These arise from language and meaning issues. Misinterpretation occurs when the sender and
receiver attribute different meanings to the same words or symbols.
Causes:
Use of jargon or technical terms unfamiliar to the audience.
Ambiguity in language.
Cultural or linguistic differences.
Translation errors in multilingual settings.
Examples:
A doctor telling a patient “You need to monitor your LDL levels” may confuse the patient who
doesn't understand medical terminology.
An American saying “I'll table this discussion” means to postpone it, but in British English, it
can mean to start discussing it.
A marketing slogan translated poorly into another language might change its entire meaning or
become offensive.
Solution: Using simple, clear, and culturally sensitive language tailored to the audience can
minimize semantic barriers.
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Psychological Barriers
These are mental or emotional interferences that affect how messages are sent, received, or
interpreted. Attitudes, emotions, prejudices, and mental state fall under this category.
Examples:
Stress or anxiety: A nervous speaker may stutter or forget key points, while the audience may
be distracted by their own stress.
Prejudices: A manager may disregard an employee’s idea due to unconscious bias, not the
quality of the idea.
Lack of attention: A person distracted by personal problems may not process what’s being
communicated.
Negative attitudes: Cynicism or defensiveness can prevent open dialogue and lead to
misinterpretation
Solution: Building trust, practicing empathy, encouraging open dialogue, and creating
supportive environments can reduce psychological barrier
From the piece of dialogue in the video the listener gave unrelated answers to the speaker’s
questions can be due to the following factors or reasons.
Lack of clarity, when the message is vague, confusing or too complicated, the listener may
misunderstand it there fore according to the piece of dialogue in the video the listener gave
unrelated answers to the speaker’s questions may be he lacks clarity thus he answered differently
from the way he was asked.
Poor listening skills, if the listener is distracted, impatience or not paying attention, they may
miss important parts of the message, for example from the dialogue in the video the listener had
given unrelated answers may because he could not listen properly.
Emotional barriers, these can be stress, anger, sadness, or fear can block people from
expressing themselves clearly or understanding others properly a good example is the man from
a piece of dialogue may be was having emotional barriers that’s he gave unrelated answers to the
speaker’s questions by coating from the video. the speakers asked that “motto wako ana miaka
mingapi”?
Then the listener he answered that “mtoto wangu ana miaka kama tisa,saba,mpaka nane “the
answer which is not appropriate to the question asked instead he could answer that “mtoto wangu
ana miaka saba “or “mtoto wangu ana miaka nane”.
In order to avoid all those complications, the effective communication is very crucial as
explained below.
Facilitates Understanding
Effective communication ensures that the message is delivered clearly and understood correctly
by the recipient. This helps prevent confusion and errors.

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Example:
In a hospital, a nurse must accurately communicate a patient’s symptoms to a doctor.
Miscommunication could lead to a wrong diagnosis or treatment, putting the patient’s health at
risk.
Builds Strong Relationships
Clear and respectful communication fosters trust and strengthens relationships, whether personal
or professional.
Example:
In friendships or romantic relationships, open and honest communication helps partners resolve
conflicts and understand each other better, creating stronger emotional bonds.
Promotes Efficiency and Productivity
In workplaces, effective communication ensures tasks are clearly assigned, deadlines are
understood, and teams work smoothly together, which increases productivity.
Example:
A manager clearly outlining project goals and expectations to a team leads to better task
completion and reduced delays, compared to vague or incomplete instructions.
Supports Decision-Making
Good communication allows individuals or groups to make informed decisions based on accurate
and complete information.
Example:
In a business meeting, presenting clear data on sales and customer feedback helps executives
decide whether to launch a new product or not.
Reduces Conflict
Misunderstandings often cause conflicts. Effective communication helps clarify intent and
resolve issues before they escalate.
Example:
In a classroom, a student who feels unfairly graded can calmly discuss the issue with the teacher.
Through clear dialogue, both parties understand each other’s perspectives and find a resolution.
Enhances Leadership
Leaders must communicate clearly to inspire, guide, and align their teams with organizational
goals.
Example:
A school principal giving a motivational speech about upcoming changes in curriculum helps
staff understand the purpose behind the changes and encourages their cooperation.

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Encourages Innovation and Creativity
When team members feel safe to express ideas without fear of judgment, it fosters innovation
and diverse thinking.
Example:
A company that encourages open communication during brainstorming sessions often comes up
with creative marketing strategies or product designs.
Improves Customer Relations
In business, good communication with customer’s builds trust, improves satisfaction, and retains
loyalty.
Example:
A customer service representative who listens actively and responds politely to a customer
complaint can turn a negative experience into a positive one, keeping the customer loyal.

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CONCLUSION:
From the piece of dialogue in the video we can conclude by saying that, Effective
communication is a fundamental skill that supports understanding, collaboration, and success in
both personal and professional environments. It involves clear expression, active listening,
empathy, and feedback, allowing messages to be accurately received and understood. In contrast,
ineffective communication can result in misunderstandings, conflict, and reduced efficiency. By
adhering to the principles of effective communication such as clarity, conciseness, consistency,
feedback, and appropriateness individuals and organizations can foster healthier relationships,
enhance teamwork, and achieve shared goals

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REFERENCES
Adler, R. B., & Elmhorst, J. M. (2012). Communicating at Work: Strategies for Success in
Business and the Professions (10th ed.). McGraw-Hill Education.
Gamble, T. K., & Gamble, M. (2017). Communication Works (11th ed.). McGraw-Hill
Education.
Keyton, J. (2011). Communication and Organizational Culture: A Key to Understanding Work
Experiences. SAGE Publications.
Robbins, S. P., & Judge, T. A. (2019). Organizational Behavior (18th ed.). Pearson.
Mehrabian, A. (1972). Non-verbal Communication. Aldine-Atherton.

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