• The English term COMMUNICATION has evolved from Latin language.

Communis and
communicate are two Latin words related to the word communication. Communis is noun
word, which means common, commonality, or sharing. Similarly, communicate is a verb,
which means make something common.

• Some scholars relate the term communication with an English word community.
Community members have something common to each other; communities are
(supposed to be) formed with the tie of community. Hence, where there is no
communication, there can’t be a community.

• Communication involves getting information from one person to the other person. It is the
art and process of creating and sharing ideas. Effective communication depends on the
richness of those ideas. Communication process is composed of several elements, each of
which offers potential barriers to successful communication.

Elements of Communication

• The source - the source (also known as the sender or communicator) is the person or entity
that initiates the communication process. The source is responsible for encoding the
message, which involves selecting the right words and organizing them in a way that
conveys the intended meaning. This message is then transmitted to the receiver through a
chosen channel

• The message - the message is the core idea or information that the source (sender) wants
to convey to the receiver. It is the content of the communication, which can be expressed
through words, symbols, gestures, or other forms of expression.

• Encoding - encoding is the process by which the source (sender) converts their thoughts,
ideas, or feelings into a message. This involves selecting appropriate words, symbols, or
gestures to effectively convey the intended meaning to the receiver.

• The channel - the channel refers to the medium through which the message is transmitted
from the source (sender) to the receiver. The choice of channel can significantly impact the
effectiveness of the communication.
• Decoding - decoding is the process by which the receiver interprets and makes sense of the
message sent by the source (sender). This involves translating the encoded message back
into thoughts, ideas, or feelings.

• The receiver - the receiver (also known as the audience or listener) is the person or group of
people who interpret and make sense of the message sent by the source (sender). The
receiver plays a crucial role in the communication process.

• Feedback - feedback is the response or reaction given by the receiver to the sender’s
message. It is a crucial component of the communication process as it helps the sender
understand whether the message was received and interpreted correctly.

• Context - context refers to the circumstances or setting in which communication takes

place. It significantly influences how messages are sent, received, and interpreted.

• Communication skills are the tools that we use to remove the barriers to effective
communication. These barriers could be things like different cultures, different
expectations, different experiences, different perspectives, or different communication
styles, to name just a few. You might experience only one of these barriers at a time, or you
might find yourself facing them all. Getting your message to the other person requires that
you recognize these barriers exist between you, who is the sender and the receiver, and that
you then apply the proper tools, or communication skills, to remove those barriers
preventing your message from getting through.

• A communication barrier is any obstacle that prevents a message from being received as
intended. These barriers can occur in various forms and can significantly impact the
effectiveness of communication.

1. Physical Barrier

2. Language Barrier

3. Emotional and Psychology Barrier

4. Cultural Barrier
 • Communication skills are important to everyone, they are how we give and receive
information and convey our ideas and opinions with those around us; and more importantly
on how we are able to understand each other. Communication comes in many forms:

• verbal (sounds, language, and tone of voice);

• aural (listening and hearing);

• non-verbal (facial expressions, body language, and posture);

• written (journals, emails, blogs, and text messages); and

• visual (signs, symbols, and pictures).

(1) Do I need a permanent record of this communication? If yes, choose a letter (external or
internal audience), a memo (internal audience), an e-mail (either internal or external audience), or
a report (either internal or external audience). Written messages can have historic and legal value.

(2) Will my receiver(s) readily accept the message? If yes, a written message is appropriate. If no,
oral communication is preferred. The ability to convey emotion and to react to feedback make face-
to-face oral communication the best format for persuading receivers or conveying bad news. The
size of and distance from the audience must also be considered.

(3) Where and how large is the audience for the message? Face-to-face oral communication can
be effective if the sender and receiver(s) are in the same location. A telephone call may work if the
number of receivers is small. Written communication works best when it is impractical to bring
receivers together or when the message doesn’t warrant the personal touch of face-to-face
communication.

(4) Is the message long or complex? If yes, select written communication. The writer can draft and
revise the message before it is sent, and the receiver can refer to it as often as necessary to
understand the message. Visual aids may supplement the written text.

(5) Is timeliness a factor? Do I need immediate feedback? Use face-to-face or telephone

communication for urgent messages or when immediate feedback is important. In some
circumstances, e-mail and fax may be viable alternatives. Letters and memos are often used to
confirm messages conveyed orally.
(6) Is credibility a concern? Written messages are perceived as being more credible than oral
messages. E-mails have less credibility than documents displayed on an organization’s letterhead
or presented as a report

Be specific when offering and receiving information. Oftentimes our meaning gets lost, twisted, or
misunderstood because we haven't been specific in our communications or we haven't asked
clarifying questions. The conversations demonstrate the value of being specific in communication.

Principle 1: Be aware of your communication with yourself and others.

The first principle is to be aware of your interactions with others while at work.

• Effective communications are conscious, or present, when communicating.

• Ineffective communicators mindlessly or thoughtlessly say and do things they may later
regret.

Being aware on your own (and others') communication involves two important processes.

• First, its important to be aware of what motives or drives a person to communicate. For
example, some people are motivated to communicate with others in order to avoid being
lonely; they want to be included. Others are driven to communicate in order to control
others. Becoming aware of what motivates you and others to communicate will help you
adapt your communication to make it more effective.

• Second, it's important to be aware that people perceive situations differently. No two
people perceive in the same way. You may see a situation one way and your manager may
see it another way. These perceptual differences result in a number of communication
problems at work. To be an effective leader or follower, regardless of the type of work
involved, it's important to be aware of your own thoughts, assumptions, and
communications behavior and the behavior of others as well.

Principle 2: Effectively use and interpret verbal messages.

 • Language is a major tool used in communication.

• We communicate through a language, which consists of symbols to form a message and

interprets carefully the messages of others.

• Symbols are words, sounds, visual images, gestures, or even objects that represent
thoughts, concepts, other objects, or experiences.

• Since a number of today’s organizations are global, with offices located throughout the
world, it’s becoming more important for employees to be bilingual --- to be able to read and
write using at least two language systems. Mastering the principle of effectively using and
interpreting verbal messages will enhance your role as a VIP --- a verbally important person -
--- who understands the power of words to influence others.

Principle 3: Effectively use and interpret nonverbal messages.

• Nonverbal communication is communication other than written or spoken language that

created meaning for someone.

• Unspoken messages can communicate powerful ideas or express emotions with greater
impact than mere words alone. A leader patting an employee on the back or an employee
slamming shut an office door not only conveys a message but communicates emotions.

• Our emotions are communicated primarily through our use of nonverbal messages.

If you have ever said, “It’s not what he said that bothered me, it’s how he said it,” then you already
understand the power of nonverbal communication. You may have potential customer telling you
that she will call you next week (the verbal message). However, you know that she will not call you
because you sense a lack of sincerity in her voice (the nonverbal message). Again, it’s not what he
said (“I will call you next week”), but how she said it (insincere tone of voice, lack of eye contact, or
fidgeting) that created and conveyed the meaning to you.
 • When it comes to communication, what people SEE is often more memorable than
what they read or hear. This is often referred to as body language. Body language
includes facial expressions, eye behavior, gestures, posture, and more. Body language can
express your emotions, feelings, and attitudes. It can even contradict what you say verbally.
People in different cultures may understand some global non-verbal expressions, while
other expressions may be culture specific.

Principle 4: Listen and respond thoughtfully to others.

• Although effective leadership requires being able to develop and send messages to
others that are meaningful, it is equally important, if not more important, for leaders to
listen and receive messages from others.

• Listening involves being other-oriented, which is what we are being when we consider the
needs, motives, desires, and goals of others. The only way you know what people need is to
listen to them. What are they telling you? What are they not telling you? If you want to be
understood, seek to understand first through listening.

• Listening is a process. It not only involves receiving messages, it also includes responding
thoughtfully to what others are saying. Sending responsive messages involves asking
questions that are related to what the person is talking about, restating it in your own words
what you hear the other person saying, and being nonverbally responsive by leaning
forward, making eye contact, and nodding your head. Responsive messages are affirming.
They communicate to other people that they have listened to and that you understand
them.

Principle 5: Appropriately adapt messages to others.

• When you adapt a message to others, you make choices about how to best develop that
message in order to achieve your communication goal.

• The workplace is full of diversity; chances are that you will be working with people from all
over the globe and with both men and women.
• A one-size-fits-all approach to communication doesn’t work in the twenty-first century. In
order for messages to have an impact, they must be tailored to the people receiving them.

• Adapting to others does not mean that you tell others what they want to hear. That would be
unethical. Instead, you tell others what you want them to hear, but in ways that will make
sense to them and that they will accept.

• Another way to tailor your communication is to adapt to another person’s personality. Some
people are talkative; others are quiet. Some people enjoy a good argument; others find it
annoying. Your ability to adapt and adjust your communication make others comfortable
and enhances understanding.