COMMUNICATION

Refers to an act of conveying intended meaning to another person through the use

of mutually understood and language and signs.

As a process communication involves thinking about what to say, finding the best

way to say it and selecting the right words to say it so as to make sure that the

intended receiver/s understand.

Elements / components / stages of communication process.

The elements of communication process enable us to understand how effective

communication from sender to receiver works. The act of imparting message from

sender to receivers involves the following elements.

(a) Sender / source

An entity that sends a message, at this stage a message is formulated within

someone’s mind.

(b) Receiver

This may be a person or an audience to whom a message is intended to.

(c) Message

Refers to an idea, information, view, fact, or feeling that is generated by a

sender / source to be transmitted to receiver/s in oral or written form.

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 (d) Channel / media

Is a medium through which a message is transmitted example letters, emails,

phone, television and radio.

(e) Encoding

This is a process through which a message / information is given a

communication form in written or spoken words, pictures or gestures.

(f) Decoding

A process in which a message is translated in receiver’s mind and meaning

generated out of it (a process of converting symbols encoded by the sender).

(g) Feedback

Response of receiver/s of a message back to the sender. Once a receiver

confirms to a sender of information that he/she has received and

understood, the process of effective communication is complete.

PRINCIPLES OF COMMUNICATION

Are those aspects that have to be taken into account when preparing any kind of

communication, they involve;

i) Clarity of the information and expression. (Communication must be planned

and expressed in a logical way)

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 ii) Completeness of a message / information expressed. (A message must be

complete, incomplete messages confuse receivers)

iii) Conciseness of the information expressed. (Communication should use few

words but must be brief)

iv) Consideration (A message sender should also consider how a message will

be received by intended receivers).

v) Correctness of a message (Communication must also be correct in various

aspects such as grammar, spellings, format and content).

vi) Consistency and coherence (There should be consistency in various

aspects such as: the use of numbers, units of measurement, grammar and

language for instance the use of American and British spellings throughout

the document. Additionally, there should be logical sequencing of ideas).

vii) Courtesy (Communication should also use polite language i.e., a language

that shows respect).

TYPES OF COMMUNICATION

Communication process is categorized basing on two factors namely:

(i) Channel used in communication

(ii) Purpose and style of communication

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Types of communication based on channel used.

a) verbal communication

b) non –verbal communication

a) Verbal communication

This refers to a form of communication in which a message is transmitted verbally

trough words of mouth and in writing.

Types of verbal communication

As a form of communication, verbal communication is also divided into two types as

follow.

(i) Oral or spoken communication

(ii) Written communication.

Oral communication

This is a form of communication which involves face to face conversation,

telephones, radios, televisions etc.

Advantages of spoken communication

(i) There is immediate feedback such as an opportunity to ask questions

when a meaning is not understood.

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 (ii) A sender is able to know if a message is clear or has created confusion.

(iii) Oral communication is flexible as it allows changes in previously taken

decisions easily.

(iv) Oral communication is time saving.

(v) It is effective in conflict or problem resolution.

(vi) By reading facial expression and body language one is able to guess if

message is true or not.

(vii) It can also be best in transferring private or confidential information.

Disadvantages of oral communication

i) Poor presentation of information may result to misunderstanding and

wrong responses.

ii) Oral communication is not sufficient in formal or business context.

iii) It requires attentiveness and great receptivity of receiver / audience.

iv) It can be affected by non –verbal elements.

Written communication

This is a form of communication that uses written signs and symbols to transmit

messages. In this form of communication information can be shared through

letters, reports, memos and advertisements.

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Advantages of written communication

i) It acts as a permanent means of communication where record

maintenance is required.

ii) It is useful in proper delegation of responsibilities in organizations and

companies.

iii) There is less chance for a message to be misunderstood.

iv) A message can be edited several times before being sent or shared.

v) It is useful in giving vital instructions in a uniform manner in different

contexts.

Disadvantage of written communication

i) Does not allow immediate feedback.

ii) It is time consuming.

iii) People may not always read written information.

iv) Written communication is not friendly to those who cannot read and

write.

v) It is expensive, it requires stationery expenses and man power in sending

and receiving information.

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b) Non-verbal communication

Refers to a form of communication in which a message is transmitted through

gestures, facial expression and body movements.

Elements of non- verbal communication

The non-verbal elements contribute in giving meaning from a sender to receiver. If

not properly used, non-verbal elements can result to confusion and

misunderstanding between a message sender and his / her audience. The following

are elements of non-verbal communication.

i) Posture (how someone stand while presenting / talking)

ii) Facial expression (this is connected to someone’s emotion when talking

e.g. happiness, fear, sadness etc.)

iii) Eye contact (create relationship between sender and the audience).

iv) Movement of body parts such as head, arms and shoulders etc.

Advantages of non-verbal communication.

i) It forces conversations to be short and brief.

ii) It allows communicating with those who cannot hear.

iii) It allows one to communicate in areas where talking is not allowed.

iv) People may communicate without others knowing what is being

communicated.
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 v) It also allows people from distant places to communicate.

Disadvantages of non-verbal communication

(i) Effective long conversations are not possible in this kind of

communication.

(ii) Non-verbal communication varies from culture to culture.

(iii) Information shared through this kind of communication cannot be

discussed in detail.

(iv) It is not acceptable as official form of communication.

(v) It is less influential than verbal communication.

TYPES OF COMMUNICATION BASED ON STYLE AND PURPOSE.

(i) Informal communication.

(ii) Formal communication

Informal communication / Grapevine

Refers to a type of communication based on personal relationships. It is also known

as grapevine which is the informal communication network within an organization

which may involve members from different levels of hierarchy or status,

information network is mainly based on friendship or shared common personal

interests between its members.

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Characteristics of informal / grapevine communication

i) It is not controlled by organizational top management, information does not pass

through formal channels but normal conversations between its members.

ii) Most of employees consider it more reliable than official notifications provided

by top management.

iii) It is mostly used for personal self-interests of people within it.

Uses / Advantages of informal communication

i) Grapevines help its members to build social bonds, teamwork and motivation.

ii) It may to supplement or confirm the information which is not confirmed by the

formal networks in an organization.

iii) Grapevines are faster than formal communication networks, information is

transferred to all its members and others without constraints.

iv) Provide individuals / employees with chances to be aware of what is going on in

the organization.

v) Through grapevines organizations top managements are provided with chances to

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 know the employees’ perceptions / plans towards their organization.

Disadvantage

Its main disadvantage is the unreliability or correctness of the information being

transmitted.

Formal communication

Is the sharing of official information in work places through the use of official

channels such as memos, official letters, meetings and conferences etc.

Types of formal / organizational communication

i) Downward communication

ii) Upward communication

iii) Horizontal communication

iv) External communication

Downward communication

Communication starts from top management level in an organization to the lowest

i.e. workers / employees.

Uses / Advantages of downward communication

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i) Provides employees with information about various issues such as new

organizational policies, recent administrative decisions and operating procedures

in the organization.

ii) Provides subordinates with the technical knowhow to accomplish their daily

duties with greater efficiency and productivity.

iii) Downward communication within organizations is used for giving feedback to

employees about their performance, the feedback given allows employees to grow

and become proficient with their jobs.

iii) It is also used for equipping new organization members at different levels with

the organization culture, mission and vision.

iv) Downward communication in organizations increases transparency when

subordinates are notified about various decisions concerning with their

organizations.

v) Highlighting issues that require special attention / care in an organization.

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Disadvantage

If not properly used, this kind of organizational communication may result to

information overload when employees are provided with too much information

concerning with their duties.

Upward communication

Information flows from lower level of hierarchy (employees) to the higher

management level such as supervisors, head of departments, managers, directors

etc.

Uses of upward communication

i) Employees use this kind of organizational communication to discuss their work

related problems.

ii) It enables employees / subordinates to give out their valuable suggestions to

make working environment better and achieve organization goals also participate in

decision making in the organization.

iii) Upward communication network enables top managements to be informed about

various problems from employees and the whole organization at large.

iv) Also, this kind of organizational communication allows organizations’ top

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 management to test / know how employees will react to new policies and decisions

made in the organization.

Disadvantage

Sometimes it may result to delay in decision making by the top management due to

too much proposals, suggestions or problems from workers.

Horizontal communication

This kind of organizational communication network involves people of the same level

of hierarchy, there is no superior to subordinate relationship because all members

have equal power for instance communication between purchase manager,

production manager, quality control manager and sales manager in the same

organization.

Uses of horizontal communication

i) It facilitates team working and smooth coordination of tasks due to the fact

that all members share / have the same status.

ii) It promotes emotional and social assistance to organizational members involved.

iii) It is useful for solving challenges that exist within an organizational.

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External organizational communication

In this type of network, communication is done between organizational top

management and external organizations or institutions such as banks, agencies and

suppliers.

Differences between formal and informal communication

Both kinds of communication are practiced by several companies and organizations

with the aim of meeting organizations and personal objectives. The following are

some significant differences between them.

Formal communication Informal communication

i) Communication takes place i) Communication does not follow

through formal channels. any official channel, it is freely.

ii) There are rigid rules and ii) No rigid rules and regulations.

regulation. iii) The other name for this form

iii) The other name for this kind of of communication if ‘grapevine

communication if ‘official communication’.

communication’. iv) There is less reliability of

iv) There is more reliability of information.

information. v) It is very fast and rapid.

v) Formal communication is time vi) Secrecy is not maintained in

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 consuming. informal communication.

vi) Secrecy is maintained in formal

communication.

Other types of communication / levels of communication.

i) Intrapersonal communication.

ii) Interpersonal communication

iii) Group communication

iv) Public communication

v) Mass communication.

Intrapersonal communication

A kind of communication in which communication process takes place within oneself.

Interpersonal communication

In this form of communication, the process takes place between two or more

people.

Group communication

This is the kind of communication that occurs when a group of people meet for a

specific purpose.

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Public communication

Is a form of communication that involves a bigger audience.

Mass communication

Refers to a form of communication that involves transfer of information from a

sender to a large number of unseen receivers such as in radios and television.

Visual and audio-visual communication

Audio visual communication is the transmission of information using both audio

and visual components. This combination of both audio and visual elements enhances

understanding by engaging many senses.

Audio visual communication in presentation and educational setting is done through

various elements / components such as projectors, microphones, video conferencing

systems and interactive whiteboards.

Importance of communication

i) To express emotions and thoughts through words and actions.

ii) For controlling and motivating people.

iii) To influence others.

iv) To entertain people.

v) To educate.

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 vi) To establish relationships.

vii) To inform people in societies about various issues.

viii) For solving problems.

ix) Make orders.

x) For giving directions etc.

Factors affecting communication process

i) Physiological barriers caused by individuals’ discomfort.

ii) Physical barriers caused by nature of the environment e.g., noise,

distractions such as peoples’ movements, poor lighting etc. depending on a

media used.

iii) Cultural barriers caused by difference in culture between a sender and

receiver/s.

iv) Semantic barriers, some words have more than meaning when used

without more clarifications.

v) Syntactical barriers caused by mistakes in grammar of a language used.

vi) Barriers caused by differences in perception or ideologies between

people.

vii) Barriers caused by difference in emotional status.

viii) Language barriers due to differences in language.

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