1.
Historical Background of Communication
Definition: It refers to the evolution and development of communication methods from
ancient to modern times.
Detailed Explanation:
● Prehistoric Era: Communication began with signs, symbols, and cave paintings.
Early humans used gestures and facial expressions to convey messages.
● Oral Tradition: With language development, oral communication became the
primary method of sharing knowledge, stories, and traditions.
● Written Communication: The invention of writing systems (e.g., hieroglyphics in
Egypt, cuneiform in Mesopotamia) marked a turning point. It allowed ideas to be
recorded and preserved.
● Printing Press (15th Century): Invented by Gutenberg, it revolutionized
communication by enabling mass production of books, increasing literacy and
information sharing.
● Electronic Age (19th–20th Century): Inventions like the telegraph, telephone,
radio, and television made communication faster and more global.
● Digital Era (21st Century): The rise of the internet, email, social media, and
smartphones has led to instant, global, and interactive communication.
2. Definition and Process of Communication
Definition:
Communication is the exchange of ideas, facts, feelings, or opinions between two or
more people to create mutual understanding.
Detailed Communication Process:
1. Sender (Source/Encoder):
○ Person who initiates the communication.
○ Chooses the idea/message to convey.
○ Encodes (translates) thoughts into a verbal or non-verbal message.
2. Message:
○ The actual content (words, symbols, images).
○ Can be formal or informal, written or spoken.
3. Medium (Channel):
○ The method used to send the message.
○ Examples: spoken word, email, phone call, video, body language.
○ Choosing the right medium is critical (e.g., a resignation letter should not be
sent by WhatsApp).
4. Receiver (Decoder):
○ The person for whom the message is intended.
○ Decodes or interprets the message using their own understanding and
context.
5. Feedback:
○ The receiver’s response or reaction.
○ Helps the sender know whether the message was understood correctly.
○ Feedback can be verbal ("Yes, I agree") or non-verbal (a nod, smile, or
confused expression).
6. Noise (Interference):
○ Any disturbance that affects the clarity or accuracy of the message.
○ Can be physical (loud sounds), psychological (bias, fear), semantic
(jargon), or technical (bad network).
3. Essentials of Effective Communication
To be effective, communication should meet these standards:
1. Clarity of Message:
● Avoid ambiguity.
● Use simple and direct language.
● Example: Instead of saying “We might consider...” say “We will start on Monday.”
2. Completeness:
● All necessary information should be included.
● Answer the 5Ws and 1H: What, Who, When, Where, Why, and How.
3. Correctness:
● Ensure the message is free from grammatical and factual errors.
● Boosts credibility and prevents miscommunication.
4. Conciseness:
● Be brief, yet complete.
● Avoid unnecessary details and repetitions.
5. Courtesy:
● Respectful and polite tone.
● Show empathy and consideration.
● Builds positive relationships.
6. Consideration:
● Tailor the message to the receiver’s background, level of understanding, and
needs.
7. Feedback Encouragement:
● Allow room for questions and confirmation.
● Helps avoid assumptions and promotes mutual understanding.
4. Barriers to Communication
1. Physical Barriers:
● Noise, distance, poor lighting, or faulty equipment.
● Example: Weak phone signals or loud background noise.
2. Semantic Barriers:
● Use of technical jargon, difficult words, or unclear language.
● Example: “Synergy optimization through cross-platform engagement” may confuse a
layperson.
3. Psychological Barriers:
● Emotions like anger, stress, nervousness, or low self-esteem.
● Prejudices and assumptions can distort the message.
4. Organizational Barriers:
● Rigid hierarchy, complex procedures, and poor infrastructure.
● Lack of proper channels or filters leads to delays and distortion.
5. Cultural Barriers:
● Differences in language, values, customs, or body language.
● What’s acceptable in one culture may be offensive in another.
6. Perception Barriers:
● Different people may interpret the same message differently based on their
experiences and mindset.
7. Technological Barriers:
● Over-reliance on digital tools can lead to miscommunication, especially in the
absence of non-verbal cues.
5. Role of Communication in Organizational
Effectiveness
Communication plays a vital role in the success of any organization. Here's how:
1. Coordination and Collaboration:
● Aligns goals and activities of departments and teams.
● Promotes teamwork and smooth workflow.
2. Decision-Making:
● Provides accurate information for informed decisions.
● Encourages discussion, analysis, and alternative viewpoints.
3. Motivation and Morale:
● Encouraging communication from managers improves employee motivation.
● Recognizing achievements through communication boosts morale.
4. Conflict Resolution:
● Open and honest communication can resolve misunderstandings.
● Prevents rumors and promotes trust.
5. Change Management:
● Helps convey new policies, strategies, and reasons for organizational change.
● Reduces employee resistance.
6. Efficiency and Productivity:
● Clear instructions reduce errors and delays.
● Ensures everyone understands their roles and responsibilities.
7. Building Relationships:
● Helps build internal (employee) and external (customer, vendor) relationships.
● Strong relationships enhance reputation and success.
