research consultancy

Communication

Communication has been defined differently by different authors according to Wallace et al., (2022), Communication is a process of transmitting and receiving verbal and non-verbal messages that produce a response. The communication is considered effective when it achieves the desired reaction or response from the receiver, simply stated, communication is a two-way process of exchanging ideas or information between human beings.

Communication can be defined as the process through which two or more persons come to exchange ideas and understanding among them. Communication is the understanding, not of the visible but of the invisible and hidden. These hidden and symbolic elements embedded in the culture give meaning to the visible communication process. Equally, if not of more importance is the fact that communication is a personal process that involves the exchange of behaviors (Gossel, 2022).

Communication mapping

Communication mapping refers to the process of visually representing or diagramming communication patterns, flows, and relationships within an organization or system. It involves creating maps or diagrams that illustrate how information, messages, and feedback move between individuals, departments, or entities (Crameri, Shephard, & Heron, 2020).

Steps involved in communication mapping

The first step in communication mapping involves Identifying Stakeholders, this involves Starting by identifying the key stakeholders or entities involved in the communication process. This could include individuals, teams, departments, external partners, or customers.

Mapping Communication Channels, this is done to Determine the various communication channels used within the organization or system. These could include email, phone calls, meetings, instant messaging, newsletters, social media.

Mapping Information Flow, this also involves Trace how information flows within the organization. This includes identifying who initiates communication, how messages are transmitted, who receives them, and what actions are taken as a result.

Understanding Communication Patterns, analyze communication patterns to identify common trends, bottlenecks, or areas of improvement. This could involve looking at the frequency of communication, preferred channels, response times.

Mapping Feedback Loops into Considering how feedback is collected, shared, and acted upon within the organization. This includes feedback from employees, customers, suppliers, and other stakeholders.

Create Visual Maps Using visual tools such as flowcharts, diagrams, or maps to represent the communication processes and relationships. Software tools like Microsoft Visio, Lucidchart, or even simple tools like pen and paper can be used for this purpose.

Gathering Feedback and Sharing the communication maps with relevant stakeholders to gather feedback and insights. This helps in validating the accuracy of the maps and identifying any missing or incorrect information.

Iterate and Improving Based on the feedback received, iterate on the communication maps and make improvements as needed. Continuously review and update the maps to reflect changes in communication processes over time.

Communication mapping is valuable for organizations as it helps in identifying communication gaps, improving collaboration, streamlining processes, enhancing decision-making, and ultimately achieving better organizational efficiency and

The principle objectives of the communication mapping and needs assessment involves

To establish perceptions and attitudes around developments in the Oil and Gas Sector.
To determine stakeholder understanding of policy and regulation in the sector.

To define stakeholder communication needs.

To assess existing communication systems and gaps.

Key Communication Challenges

Language Barriers: Differences in language can create significant barriers to effective communication, leading to misunderstandings and misinterpretations. This challenge is particularly pronounced in multicultural and multilingual environments.
Cultural Differences: Cultural norms, values, beliefs, and communication styles vary widely across different cultures. These differences can lead to misunderstandings, conflicts, and communication breakdowns if not navigated appropriately.

Nonverbal Communication: Nonverbal cues such as body language, facial expressions, gestures, and tone of voice play a crucial role in communication. Misinterpretation of these cues can lead to misunderstandings or convey unintended messages.

Information Overload: In today’s digital age, people are bombarded with vast amounts of information through various channels. Managing this information overload can be challenging, leading to difficulties in focusing on essential messages and filtering out irrelevant ones.
Perceptual Filters: Each individual perceives and interprets information based on their unique experiences, biases, and perspectives. These perceptual filters can distort the intended message and result in communication gaps.
Emotional Barriers: Emotional factors such as stress, anxiety, fear, or personal biases can interfere with effective communication. Strong emotions can cloud judgment, lead to defensive reactions, or hinder the ability to listen actively.

Provision of communication leadership on oil and gas issues by MEMD to fast moving issues and taking best advantage of platforms as they develop.
The fast growing communication industry needs, with competing sources of information available to the media, the private sector, the general public and the international community.

Development of communication synergies with multiple and parallel institutions in Government, and industry where there is limited coordination and collaboration.

Goal of the Communication Strategy

Overall Goal

To establish a strategic communication framework for the oil and gas sector in Uganda that will build national, regional and international support for the sector and foster development and social transformation through information dissemination, exchange and sharing.

Objectives

The strategy is intended:

To bring about communication leadership, and foster a coordinated approach to communication by multiple actors.
To meet the information needs of the public through regular information dissemination, exchange and sharing.

To Promote accurate and balanced coverage of Uganda’s oil and gas sector through proactive communication.

To establish an implementation structure to synchronize internal communication within MEMD and communication between other government institutions active in the sector.

Levels of Communication

Communication can be categorized into various levels based on the depth and complexity of the interaction. Here are the common levels of communication:

Intrapersonal Communication, this is the communication that occurs within an individual. It involves self-talk, introspection, and internal dialogue. Intrapersonal communication is crucial for self-awareness, self-reflection, and decision-making.

Interpersonal Communication, this level involves communication between two or more people. It can be face-to-face or mediated through technology like phone calls, emails, or video chats. Interpersonal communication focuses on building relationships, expressing emotions, sharing information, and resolving conflicts.

Group Communication, this level involves communication within a small group of people, such as a team, committee, or family. Group communication includes discussions, meetings, collaborations, and decision-making processes that involve multiple individuals interacting with each other.

Organizational Communication, this level involves communication within an organization or workplace setting. It includes formal communication channels such as memos, reports, presentations, and meetings, as well as informal communication networks like water cooler conversations, emails, and instant messaging.

Mass Communication, this level involves communication to a large audience or the public through mass media channels such as television, radio, newspapers, magazines, social media, and the internet. Mass communication is used to disseminate information, influence public opinion, and engage with a wide audience.

Intercultural Communication, this level involves communication between people from different cultural backgrounds. It focuses on understanding cultural differences, adapting communication styles, and fostering effective cross-cultural interactions.

Nonverbal Communication, this level involves communication through gestures, body language, facial expressions, eye contact, tone of voice, and other nonverbal cues. Nonverbal communication plays a significant role in conveying emotions, attitudes, and intentions.

Verbal Communication, this level involves communication using spoken or written words. It includes conversations, speeches, presentations, written documents, emails, texts, and any form of communication that relies on language to convey messages.

Communication needs

Communication needs refer to the specific requirements or preferences that individuals have regarding how they receive and exchange information. These needs can vary widely depending on factors such as cultural background, language proficiency, sensory abilities, technological access, and personal preferences. Meeting communication needs effectively is crucial for ensuring clear understanding, effective collaboration, and respectful interaction in various settings, including workplaces, educational institutions, healthcare facilities, and social environments (Light, & Mcnaughton, 2015).

Communication needs and strategies to address them

Language and Cultural Diversity the Individuals may require communication in languages other than the dominant language of a region. Providing translation services, offering multilingual resources, and promoting cultural competency among communicators can help bridge language and cultural gaps.

Accessibility for People with Disabilities, in understanding this it’s essential in Ensuring communication access for individuals with disabilities involves providing accommodations such as sign language interpreters, captioning for videos, accessible documents, assistive technology, and physical accessibility in spaces.

Technological Preferences, some individuals may prefer certain communication technologies or platforms over others. It’s essential to be flexible and adaptable to using a variety of communication tools, including email, phone calls, video conferencing, messaging apps, and social media, based on people’s preferences and needs.

Clarity and Simplicity, communicating information in a clear, concise, and straightforward manner benefits everyone, especially those with cognitive or learning challenges. Using plain language, avoiding jargon, and organizing information logically can enhance comprehension.

Nonverbal Communication, some people rely more on nonverbal cues such as body language, facial expressions, and gestures for effective communication. Being mindful of these cues and using them appropriately can enhance understanding and rapport.

Personalized Communication, Recognizing and respecting individual communication styles and preferences can improve engagement and collaboration. Some people may prefer written communication, while others may prefer verbal or visual formats.

Emotional Support, in certain situations, providing emotional support and empathy alongside information can be crucial for effective communication. Active listening, acknowledging feelings, and offering reassurance can help build trust and rapport.

Feedback and Clarification, Encouraging feedback, seeking clarification, and checking for understanding are essential practices to ensure that communication is effective and that all parties are on the same page.

Elements of communication

Communication is a complex process that involves various elements working together to convey messages effectively. These elements are essential for ensuring clarity, understanding, and successful interaction between individuals or groups.

The following are the elements of communication:

Sender: the sender is the person or entity who initiates the communication process by encoding and transmitting a message. They have a specific purpose or intention for communicating.

Message: the message is the information, idea, or emotion that the sender wants to convey. It can be verbal, non-verbal, written, or visual, depending on the medium of communication.

Encoding: Encoding refers to the process of converting thoughts, ideas, or feelings into a symbolic form such as words, gestures, symbols, or images. It involves selecting appropriate words and organizing them in a meaningful way.

Medium: The medium is the channel through which the message is transmitted. It can be face-to-face conversation, phone calls, emails, text messages, video calls, or any other means of communication.

Decoding: Decoding is the process of interpreting and understanding the message by the receiver. It involves extracting meaning from the symbols or signals used in the message.

Receiver: The receiver is the person or audience for whom the message is intended. They receive, interpret, and respond to the message based on their understanding and perception.

Context: Context refers to the situational, cultural, and environmental factors that influence the communication process. It includes the setting, timing, social norms, beliefs, and attitudes that impact how messages are perceived and understood.

Noise: Noise refers to any interference or disturbance that disrupts the communication process and affects the clarity or accuracy of the message. It can be physical noise (e.g., loud sounds), semantic noise (e.g., language barriers), or psychological noise (e.g., distractions, biases).

Feedback: Feedback is the response or reaction provided by the receiver to the sender’s message. It allows the sender to assess the effectiveness of their communication and make necessary adjustments. Context: Context refers to the situational, cultural, and environmental factors that influence the communication process. It includes the setting, timing, social norms, beliefs, and attitudes that impact how messages are perceived and understood.

References

Crameri, F., Shephard, G. E., & Heron, P. J. (2020). The misuse of colour in science communication. Nature communications, 11(1), 5444.

Gossel, B. M. (2022). Analogies in entrepreneurial communication and strategic communication: definition, delimitation of research programs and future research. International Journal of Strategic Communication, 16(2), 134-156.

Light, J., & Mcnaughton, D. (2015). Designing AAC research and intervention to improve outcomes for individuals with complex communication needs. Augmentative and Alternative Communication, 31(2), 85-96.

Wallace, K. J., Wagner, C., Pannell, D. J., Kim, M. K., & Rogers, A. A. (2022). Tackling communication and analytical problems in environmental planning: Expert assessment of key definitions and their relationships. Journal of Environmental Management, 317, 115352.