communication

Introduction:
• Communication is a process of information exchange between
a source and destination, through a channel or medium.
• Communication is as old as the human race. Several
communications scholars have stated that the word
"communication" is derived from the Latin verb
"communicare" which means " to make common" or " to
share". It is also believed to have been based on a Latin word,
"cummunis", which means to communicate and share, to
impart a piece of information, a message, an idea or concept.
• It involves encoding and sending messages, receiving and
decoding them and synthesizing information and meaning
• Communication simply refers to the sharing of thoughts,
feelings, wishes or information between two or more people
using sounds, signs or symbols.
• The real meaning of communication is getting the
receiver and the sender tuned together for a particular
message.
• Communication takes place when one person
transfers some understandable data to another person.
It also includes the exchange of thoughts, opinions,
sentiments, facts and information between two or
more persons.
• Feedback is very important as it assures that your
message should be properly conveyed to the receiver.
• The essential features of an effective communication
system are keys for productive communication.
• The chief principles or characteristics of an effective
communication system are as follows:
 Clearness and integrity of message to be conveyed.
 Adequate briefing of the recipient.
 Accurate plan of objectives.
 Reliability and uniformity of the message.
 To know the main purpose of the message.
 Proper response or feedback.
 Correct timing.
 Use of proper medium to convey the message
properly.
 Use of informal communication.
• The following are some important guidelines to make
communication effective:
 Try to simplify your thoughts before communicating your
message.
 You must analyse the intent of each and every message.
 Consider the overall physical setting whenever you communicate.
 You must discuss with others, where appropriate, in planning
communication.
 Be careful while communicating of the overtone as well as basic
content of your message.
 Take the opportunity to suggest something of help or value of the
receiver. Follow-up your communication.
 Prepare yourself for transmitting the message in a proper way.
 Be sure your actions support your communication.
 Seek not only to be understood but understand.
THE ELEMENTS OF COMMUNICATION
 Communication process involves elements like sender, receiver,
encoding, decoding, channel/ media, voice and feedback. These elements
are explained below:
• Sender: He/she is the person who sends his ideas to another person. For
example, if a manager wants to inform his subordinates about the
introduction of a new product, he is the sender.
• Message: The idea, feeling, suggestion, guidelines, orders or any content
which is intended to be communicated is message. For example, message
is the introduction of new product.
• Encoding: It is the process of converting the idea, thinking or any other
component of message into symbols, words, actions, diagram etc. For
example, message is connected in words and actions.
• Media: It is the medium, passage or route through which encoded
message is passed by the sender to the receiver. There can be various
forms of media-face to face communication, letters, radio, television, e-
mail etc. For example manager inform about the introduction of a new
product in a meeting through presentation.
• Decoding: It means translating the encoded message
into language understandable by the receiver.
• Receiver: He/she is the person to whom the message
has been sent. For example, subordinates are receivers.
• Feedback: It is the response by the receiver. It marks
the completion of the communication process.
• Noise: It is the hindrance in the process of
communication. It can take place at any step in the
entire process. It reduces the accuracy of
communication
Eg. 1) Disturbance in the telephone lines,
2) An inattentive receiver
3) Improper Decoding of Message etc
NEED FOR COMMUNICATION
• Communication is an easy way of interchanging ideas,
opinions, messages, information and feelings. Effective
communication is one of the most important lifelong skills.
• Man is a social being. He is a member of society. As a
member of society he has to constantly interact with his
fellow beings. He has emotions, feelings, likes and dislikes.
He has to give vent to all these. He needs to convey and let
others know what he feels. In other words, whatever be the
environment in which a person is placed, he has to build
links, establish relationships and have connections.
• The need for communication arises from man’s desire to
express himself in a meaningful manner. As stated earlier,
communication is the modus operandi of social interaction or
social intercourse. As a member of the family, as a member of
the social group, as a part of the work team, man
communicates.
• Human beings are emotional. They are also rational
beings. They are endowed with the faculty of
thinking.
• Human beings are creative. Human beings are
intelligent and have brainpower. In order to give a
meaningful expression to their creativity, intelligence,
thoughts and ideas, they resort to communication.
• The need for communication arises from the need to
emote, to interact, to express one’s ideas and thoughts
and the need to relate and to connect.
• The factors responsible for growing importance of
communication are as follows:
1.Global Business Environment: Now days,
organizations operate at the transnational level. This
needs dealings with people of different cultures and
language.
2.Large-Scale Operations: With the expanding
economies, businesses are being done on large scale.
Consequently, size and decentralization of the
organization increases. Coordinating the whole affair
needs effective communication.
3.Technological Advancement: With fast moving
technology, the methods and techniques of work change
very fast. Making people understand the newer ways of
doing things need effective communication.
4.Role of Information: The organizations need for
information has increased. The business environment is
changing very fast, and to keep pace with this changing
environment, organizations have to be abreast with the
latest.
5.Change in Management Style: Earlier the style of
working was: management decides and orders workers to
perform. Over a period of time, there has been a
substantial change in this approach. Now the emphasis is
on participative management. This requires better and
more effective communication.
6.Need for Better Human Relations and Higher
Motivation Level: With the growing aspirations of
work force and its awareness, keeping the workers
motivated and maintaining good relations with them
is an important task of the management. This again
requires better and more effective communication.
7.Increasing Social Role: Modern business is being
recognized as a social institution. It has to deal with
different segments of society who are in different
capacities, such as its shareholders, customers,
suppliers, trade unions, media, government, etc.
Process of Communication
• Communication is the process of passing information
and understanding from one person to another.
• The communication process involves six basic
elements: sender (encoder), message, channel,
receiver (decoder), noise and feedback. Supervisors
can improve communication skills by becoming
aware of these elements and how they contribute to
successful communication. Communication can break
down at any one of these elements.
• Breaking down the communication cycle into its parts
is helpful to understand the responsibilities of both the
sender and receiver of communication, as well as to
identify communication barriers.
• Communication is a dynamic and cyclical process.
• Communication Process has the 5 Steps: They are as
follows:
Step 1:
• Idea Formation: The communication process begins when the
sender has an idea to be communicated. The idea will be
influenced by complex factors surrounding the sender. The sender
must begin by clarifying the idea and purpose. What exactly does
the sender want to achieve? How is the message likely to be
perceived? Knowing this information provides a higher chance of
successful communication
Step 2:
• Message Encoding: The idea must be encoded into words,
symbols and gestures that will convey meaning. Because no two
people interpret information in the exact same way, the sender
must be careful to choose words, symbols and gestures that are
commonly understood to reduce the chances of misunderstanding.
Therefore, a sender must be aware of the receiver’s
communication skills, attitudes, skills, experiences, and culture to
ensure clear communication.
Step 3:
• Message Transmission: Choosing the medium to transmit the
message is the next step in the communication process. Messages
can be transmitted in a verbal, written, or visual manner. For clear
communication to occur, the medium and message must match
Step 4:
• Decoding: When the message reaches the receiver, the message
must be decoded into its intended meaning. Therefore, the
receiver must translate the words, symbols and gestures as the
sender intended. Because no two people interpret information in
the exact same way, incorrectly decoding a message can lead to
misunderstanding. Successful decoding is more likely when the
receiver creates a receptive environment and ignores distractions.
Alert receivers strive to understand both verbal and nonverbal
cues, avoid prejudging the message and expect to learn from the
communication.
Step 5:
• Feedback: A vital part of the communication process is
feedback. Feedback occurs the sender and receiver check
to ensure the message was understood as intended.
Feedback is a shared responsibility between the sender
and the receiver and can be verbal or non-verbal.
For example, the sender can elicit feedback by asking,
“Do you have any questions?” The sender can also
improve the feedback process by only providing as much
information as the receiver can handle. Receivers can
encourage clear communication by providing clear,
timely, descriptive and non-judgmental feedback. For
example, the receiver can shake his/her head up and down
to confirm “yes” I have a question.
• Noise: It is the hindrance in the process of
communication. It can take place at any step in the
entire process. It reduces the accuracy of
communication
Eg. 1) Disturbance in the telephone lines,
2) An inattentive receiver
3) Improper Decoding of Message etc
 Types of communication
• Communication is simply the act of transferring
information from one place, person or group to
another.
• Communication is of four main types. They are:
– Non-verbal communication
– Verbal communication
– Written communication
– Visual communication
Non-verbal communication
• Nonverbal communication has been defined as communication
without words.
• It is interesting to note that non-verbal communication is used
both intentionally and unintentionally.
• It includes apparent behaviours such as facial expressions, eyes,
touching and tone of voice, as well as less obvious message such
as dress, posture and spatial distance between two or more
people.
Facial expressions
 We often use facial expressions as a way to communicate that we
are listening and engaged with the person speaking.
 A smile, furrowed eyebrows, or a quizzical expression all convey
information to the speaker about how you are responding to their
conversation.
Gestures:
• One of the most frequently observed, but least understood
cue is a hand movement. Most people use hand
movements regularly when talking. It can indicate a
particular meaning, feeling or intention. While some
gestures (e.g., a clenched fist) have universal meanings,
others do not. Gestures with Universal Meaning: This
category includes Salute, Bowing and Waving.
Postures:
• Obviously, one can be lying down, seated or standing.
These are not the elements of posture that convey
messages. Are we slouched or erect? Are our legs crossed
or our arms folded? Such postures convey a degree of
formality and the degree of relaxation in the
communication exchange.
Looking or Eye Contact:
• A major feature of social communication is eye contact. It
can convey emotion, signal when to talk or finish, or
convey aversion. The frequency of contact may suggest
interest or boredom
Physical Contact:
• Shaking hands, touching, holding, embracing, pushing or
patting on the back all convey messages. They reflect an
element of intimacy or a feeling of (or lack of) attraction.
Verbal communication:
• Verbal communication is defined as the transmission of
messages, orders, or any suggestions by taking the help of
spoken words.
• Also termed oral communication
• Verbal communication refers to the message or information
transmission by words of mouth.
• Our use of language defines us as a species and profoundly
influences all our other behaviors.
• Verbal communication establishes culture and civilization.
• Verbal communication refers to the use of sounds and language
to relay a message.
• It serves as a vehicle for expressing desires, ideas and concepts
and is vital to the processes of learning and teaching.
• In combination with nonverbal forms of communication, verbal
communication acts as the primary tool for expression between
two or more people.
• Signs and symbols are the major signals that make up verbal
communication. Words act as symbols and signs are secondary
products of the underlying message and include things like tone
of voice, blushing and facial expressions.
• We are also using pitch and tone, as well as the level of formality
we use to convey important subtext to the person we are
speaking with.
• Pitch
 When speaking, our emotions can often come into play. If we are
angry, upset, or frustrated, our pitch might raise, conveying to the
listener that we are experiencing a strong emotion.
 This is not necessarily a bad thing, but being able to control it
allows you to make sure that you are effectively communicating.
• Tone
 We all encounter situations that are frustrating or upsetting.
 Allowing that to change our tone from calm and professional to
curt, short or rude is always a mistake.
 Tone conveys a lot of information to the listener about how the
speaker views them.
 To build positive interpersonal relationships in an office
environment, we should all endeavour to speak in a professional
and respectful tone.
• Content
 Content is the most important part of verbal communication.
What we say and the words we choose to use are crucial.
 While most office communications tend to be more formal.
Written communication
• Written communication is defined as the transmission of
message instructions or orders in writing.
• Anything that put on paperboard or banner in any form to be read
by other people is written communication.
• Written communication is a creative activity that requires a lot of
imagination and effort to arrive at the finished product. While
oral communication is spontaneous, written communication is
based on conscious effort.
• Effective communication by writing is a massively important
skill, especially as more people are working remotely and keep
in touch throughout the workday through Skype or other digital
mediums.
• Unclear messages, the information gone missing, or an incorrect
understanding of tone or content are all problems that happen
with written communication every day.
• Structure , clarity and content are play very important in writing
communication.
 Structure
 When writing, it is important to think about how you are
presenting the information. Using paragraphs and line breaks are
necessary.
 Clarity
 It is a hard balance to strike between over or under explaining
concepts. Of course, this depends on the person, but over-
explaining a little bit is much better than leaving the reader
clueless.
 Content
 Written content tends to be a bit more formal than verbal.
 Leave out the slang, use proper punctuation and spelling, and
remember that anything written – especially in the digital age –
will remain, even if you delete it.
Verbal Communication Vs Written Communication:
• There exists one major difference between verbal and written
communication. Verbal or oral communication takes the help of
voice or spoken words to exchange ideas. On the other hand in
written communication, we choose words to interact with one
another.
• Another key difference is in verbal communication the
transmission of messages is fast and it is quite slow in written
communication. But using written communication also has one
drawback the sender will never know whether either reader has
read the message or not.
• The process of conveying information through verbal
communication is spontaneous and we are unable to remove
what we uttered once. On the other hand in written
communication, we have the option to check and edit our
message before sending it.
• Here are a few of the differences between verbal and written
communication.
• Key Differences:
1. The mode of verbal communication is face-to-face talk,
interview, lecture, speech, telephonic call, meeting, or video
conference. On the other hand, the mode of written
communication is a report, letter, circular, manual, office memo,
bulletin, email, fax and internet.
2. Written communication is a formal method of communication
while verbal communication is taken as an informal way to
communicate in our daily lives.
3: Verbal communication saves money and time as it is direct.
Written communication feedback might take some time.
4. Using verbal communication it is very hard to talk to people who
are living in far-off places through phone calls. While using
written communication you can talk to your loved ones living in
distant places by sending email, letter, or fax.
5. In verbal communication, the only record that exists is either
audio or video. While in written communication, the written
document can be used as a future reference for any organization.
6. In written communication documents can be treated as legal
evidence while in verbal communication it is not possible unless
you record data with tape or video.
7. In verbal communication, you can motivate your employees with
personal contact. While in written communication motivation
with written words is not effective
8. The probability of misunderstanding is very high in verbal
communication while in written communication it's quite less.
Conclusion:
 Communication whether it’s verbal or written is one of
the most important things to survive in this social world.
Effective communication brings people together and also
close to each other.
 To improve the quality of human relationships, both
verbal and written communication needs to play their
role. People use written communication in business or
while dealing with official matters as it is considered a
more trustworthy way to communicate.
 So, we use verbal communication in personal dealings as
it's less time taking.
Visual communication:
 Visual communication is the use of graphics to represent
information for the purpose of communication.
 Visual communication is the use of visual elements to
convey ideas and information which include (but are not
limited to) signs, typography, drawing, graphic design,
illustration, industrial design, advertising, animation and
electronic resources.
 Visual communication is helpful in ensuring faster
communication, engaging audiences, presenting data or
information, helpful in retaining information and the
development of creativity and imagination in people.
 Visual communication is mainly used to add more
meaning to the information communicated.
 Individuals use visual communications to help them
depict emotions in the audience, thus making the
communication more relatable. Also, visual
communication makes the audience understand the idea
presented and can be used on a wide range of people.
 In modern life, we’re surrounded by visuals—phone calls
have been swapped for FaceTime and Zoom, social media
is long past the days of text-only posts, and marketing has
become increasingly reliant on images, videos, and
illustrations to capture audiences’ attention.
 Visual communication includes videos, memos, slide
presentations, paper handouts and print media. They are
used to pass information from one person to another.
 Videos: This form of visual communication is popular
and assists in relaying information about a new idea. For
instance, if a company launches a new product, a video
can tell the company's stakeholders about it.
 Slide Presentations: Slide presentations add a graphical
element to text in meetings and help make people focused
on the subject matter. Graphs and charts are mainly used
in slide presentations to make the information more
understandable.
 Memos: This form of visual communication assists in
back-and-forth communication between groups.
 Paper Handouts: Handouts are used to present more
comprehensive information if slide presentations are not
sufficient. Handouts are given at the required time since
giving them out early can create a distraction.
 Print: This form of visual communication has items like
flyers, brochures, and posters. They serve on different
occasions, and they are purposely not for education but to
inform.
 Memos: This form of visual communication assists in
back-and-forth communication between groups.
 Paper Handouts: Handouts are used to present more
comprehensive information if slide presentations are not
sufficient. Handouts are given at the required time since
giving them out early can create a distraction.
 Print: This form of visual communication has items like
flyers, brochures, and posters. They serve on different
occasions, and they are purposely not for education but to
inform.
Uses for Visual Communication
Different areas use visual communication. They include:
Internet/Social Media
 Visual communication is used on the internet/social media
to help in faster communication and easier comprehension
of information shared.
Politics
 In politics, visual communication engages the audience
and simply informs voters during campaign times. The
images used to depict a political party assists the audience
in knowing leaders and their associated parties.
Science
 In science, visual communication is vital in depicting the
influence of presented data, especially in pie charts and
graphs. The audience can easily interpret the information
they see and arrive at a conclusion faster.
Media field
 In media, visual communication plays an integral role in
assisting news consumers in retaining the information
they receive from this media. Using visuals helps news
consumers remember most of the information they
receive.