THE PROCESS OF COMMUNICATION

By :Amritpal Kaur

Librarian,

ACPE, Mastuana Sahib, Sangrur (Pb.)

Introduction:
Communication is the essence of human interaction and learning.It is the
act or process of using words, sounds, signs, or behaviors to express or exchange information
or to express your ideas, thoughts, feelings, etc., to someone else.The nature of
communication is dependent on interaction between two or more individuals and
understanding is constructed through that interaction.Communication is a basic human right
and essential to our quality of life as a social species. As human beings, we use
communication to: relate to others, socially connect, greet, call attention, share feelings,
express an opinion, agree, disagree, explain, share information, question, answer, tease,
bargain, negotiate, argue, manipulate, compliment, comment, protest, complain, describe,
encourage, instruct, provide feedback, show humor, discuss interests, be polite, make friends,
express interest or disinterest, etc.

Communication is the act of conveying information for the purpose of

creating a shared understanding. It’s something that humans do every day. The word
“communication” comes from the Latin “communis,” meaning “to share,” and includes
verbal, non-verbal and electronic means of human interaction. Scholars who study
communication analyze the development of communication skills in humans and theorize
about how communication can be made more effective. Humans convey information through
a variety of methods: speaking, telephones, email, blogs, TV, art, hand gestures, facial
expressions, body language and even social contexts.
Definition of Communication:
1.      ” Communication is transfer of information from one person to another,
whether or not it elicits confidence. But the information transferred must be
understandable to the receiver – G.G. Brown.
2.   “Communication is the intercourse by words, letters or messages”- Fred G.
Meyer.
The act or process of using words, sounds, signs, or behaviors to
express or exchange information or to express your ideas, thoughts, feelings,
etc., to someone else
:A message that is given to someone : a letter, telephone call,
etc.communications : the ways of sending information to people by using
technology -- Webster's Dictionary
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.

A. Types of communication based on the communication

channels used :
Verbal communication

Non-Verbal communication

Verbal Communication:
Verbal communication refers to 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.Verbal Communication is further divided into:

i . 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.

ii. 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.

Non-verbal 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

Aesthetic communication:  creative expressions such as dancing, painting,

and the like.
Space language:  such as paintings and landscapes communicate social status
and taste.

Symbols:  such as religious, status, or ego-building symbols.

Paralanguage:
The way something is said, rather than what is actually
said, is an important component of nonverbal communication. This includes
voice quality, intonation, pitch, stress, emotion, tone, and style of speaking, and
communicates approval, interest or the lack of it. Research estimates that tone
of the voice accounts for 38 percent of all communications.
B. 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:

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.

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
Levels of communication process :
There are six levels:
● Intrapersonal (processing of information)
● Interpersonal (couple, friend to friend)
● Intragroup (family circle)
● Intergroup or association (local community)
● Institution/organisational system or business
(political system, business firm)
● Nation/societywide
(mass communication) >
Transnational
& Transfrontier

The pyramid of communication: mass communication is one amongst several

processes of social communication

Intrapersonal communication
● Within a single person selfcommunication
>
encoding & formulating of a message /
thinking process. It helps personal reflection and
organisation.
● "The intrapersonal level refers to the processing
of information on an individual basis
(for instance, attention, perception,
comprehension, recall and learning).
The possible effects are on knowledge, opinion
and attitude."

Intragroup communication
● Entails almost immediate feedback
● Facilitating factors are
– Similar backgrounds
– Levels of skill in writing / speaking / listening /
reading / etc.

Interpersonal and intragroup

● Occur between and among persons.
● May be onetoone,
facetoface,
or can
involve groups, both large and small.
● Can be formal/informal, personal/impersonal.
● Are based on some shared feature of daily life:
● Attachment & identity are very important notions
as well as cooperation
and norm formation.
Formal vs. informal
● Formal communication >
follows the lines of
the firm's chart. The communication flows
downwards and seldom upwards.
No feedback from employees.
● Informal communication: no document, memos,
or paper whatsoever. (c.f. the Arab phone).
● Informal network of secretaries. There are no
traces / marks; no permanent character.

Elements of Communication Process:

Seven major elements of communication process are: (1) sender (2) ideas (3)
encoding (4) communication channel (5) receiver (6) decoding and (7)
feedback.
 Communication may be defined as a process concerning
exchange of facts or ideas between persons holding different positions in an
organisation to achieve mutual harmony. The communication process is
dynamic in nature rather than a static phenomenon.

Communication process as such must be considered a continuous and dynamic

inter-action, both affecting and being affected by many variables.

(1) Sender:
The person who intends to convey the message with the intention of passing
information and ideas to others is known as sender or communicator.

(2) Ideas:
This is the subject matter of the communication. This may be an opinion,
attitude, feelings, views, orders, or suggestions.

(3) Encoding:
Since the subject matter of communication is theoretical and intangible, its
further passing requires use of certain symbols such as words, actions or
pictures etc. Conversion of subject matter into these symbols is the process of
encoding.

(4) Communication Channel:

The person who is interested in communicating has to choose the channel for
sending the required information, ideas etc. This information is transmitted to
the receiver through certain channels which may be either formal or informal.

(5) Receiver:
Receiver is the person who receives the message or for whom the message is
meant for. It is the receiver who tries to understand the message in the best
possible manner in achieving the desired objectives.
(6) Decoding:
The person who receives the message or symbol from the communicator tries to
convert the same in such a way so that he may extract its meaning to his
complete understanding.

(7) Feedback:
Feedback is the process of ensuring that the receiver has received the message
and understood in the same sense as sender meant it.

Barriers of communication:

Most people would agree that communication between two individuals

should be simple. It’s important to remember that there are differences between
talking and communicating. When you communicate, you are successful in
getting your point across to the person you’re talking to. When we talk, we tend
to erect barriers that hinder our ability to communicate. There are seven of these
types of barriers to effective communication, including:

1. Physical barriers;
2. Perceptual barriers;
3. Emotional barriers;
4. Cultural barriers;
5. Language barriers;
6. Gender barriers; and,
7. Interpersonal barriers.
Important Measures to Overcome the Barriers of Communication
In order to remove hindrances in the way of communication the
following steps are worth consideration:

(1) Clarify Ideas before Communication:

The person sending the communication should be very clear in his mind about
what he wants to say. He should know the objective of his message and,
therefore, he should arrange his thoughts in a proper order.
(2) Communicate According to the Need of the Receiver:

The sender of the communication should prepare the structure of the message
not according to his own level or ability but he should keep in mind the level,
understanding or the environment of the receiver.

(3) Consult Others before Communication:

At the time of planning the communication, suggestions should be invited from
all the persons concerned. Its main advantage will be that all those people who
are consulted at the time of preparing the communication plan will contribute to
the success of the communication system.

(4) Be Aware of Language, Tone and Content of Message:

The sender should take care of the fact that the message should be framed in
clear and beautiful language. The tone of the message should not injure the
feelings of the receiver. As far as possible the contents of the message should be
brief and excessive use of technical words should be avoided.

(5) Convey Things of Help and Value to the Listener:

The subject matter of the message should be helpful to the receiver. The need
and interest of the receiver should specially be kept in mind. Communication is
more effective in such a situation.

(6) Ensure Proper Feedback:

The purpose of feedback is to find out whether the receiver has properly
understood the meaning of the information received. In the face-to- face
communication, the reaction on the face of the receiver can be understood.

But in case of written communication or some other sort of communications

some proper method of feedback should be adopted by the sender.

(7) Consistency of Message:
The information sent to the receiver should not be self- contradictory. It should
be in accordance with the objectives, policies, programmes and techniques of
the organisation. When a new message has to be sent in place of the old one, it
should always make a mention of the change otherwise it can create some
doubts.

(8) Follow up Communication:
In order to make communication effective the management should regularly try
to know the weaknesses of the communication system. In this context effort can
be made to know whether to lay more stress upon the formal or the informal
communication would be appropriate.

Similarly, suggestions can be invited in respect of the medium of

communication (oral, written and gestural) to know as to which medium would
be more effective and appropriate.

(9) Be a Good Listener:

It is the essence of communication that both the sender and the receiver should
be good listeners. Both should listen to the each other’s point of view with
attention, patience and positive attitude. A sender can receive much relevant
information by being a good listener.

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