Unit 1

Communication
MEANING, ITS TYPES, SIGNIFICANCE, AND PROCESS

B.Tech Dr. Aneesa Farooq

Semester 1 Assistant Professor
Course Title: Professional Communication Kashmir College of Engineering and Technology
Outlines
➢Introduction
➢Process of Communication
➢Types of communication
➢Modes of communications
➢Characteristics of communication
➢Barriers of Communication
Introduction
➢The word "communication" comes from the Latin word
"communicate" or "communico," which means "to share.”

➢Communication is how we help others understand our opinions,

feelings, and information. We can do this through talking,
writing, or even using our body language.
Cont…
➢It is a natural ability that helps living beings survive, grow, and interact with
their environment.

➢Humans are special because, over time, we have developed specific ways
and tools to communicate, such as languages. Language is a system of
symbols used to communicate. From simple methods like using drums to
advanced tools like computers and the internet, humans have created many
ways to share information.

➢A language system is shared, understood, and recognized by members of a

speech community for communication.
Process of Communication
Cont…
➢Communication Environment

➢Feedback: The observance of the result of communication by the sender.

➢Message does not necessarily produce the intended result.

➢Thus, the success of communication is measured in terms not only of the

effective transmission of the message but also from the achievement of the
intended results.
Cont…
➢Communication is a complex process.

➢It does not end with mere transmission of message or information or

idea by the sender. The understanding of feeling by the receiver strikes
the right string in him for the intended result.
What are the most common ways
we communicate?

Written Word
Types of Communication
Communication

Formal Informal

Downward Upward Lateral Diagonal Grapevine

 Classification/Types of
Communication
Downwards Communication : Highly Directive, from Senior to subordinates, to
assign duties, give instructions, to inform to offer feed back, approval to highlight
problems etc.

Advantages of downward communication:

• It helps to maintain discipline within an organization. Since the levels of authority are
determined and clear-cut, each person knows that he is accountable to his immediate
senior.
• The seniors also know exactly the amount of authority they wield, and so they are
confident while issuing instructions and orders to juniors.
Disadvantages of downward communication:
• In downward communication the lines of communication are often too long.
• Message gets distorted sometimes.
• Some information is confidential and cannot be communicated downwards.
Upwards Communications :
It is non directive in nature from down below,
to give feedback, to inform about progress/problems, seeking
approvals.
Upward Communication is a mean for the staff to:
1. Exchange information
2. Offer ideas
3. Express enthusiasm
4. Achieve job satisfaction
5. Provide feedback
Advantages of upward communication:
• It promotes better understanding between management and employees. Upward communication develops
‘employer-employee’ relations.
Disadvantages of upward communication:
• Only agreeable information is communicated upwards.
• Upwards communication tends to travel slowly as it is diluted or edited at each level before it is sent.
Cont…
Diagonal Communication: is when people from different levels and
departments of an organization communicate with each other.
Diagonal communication is increasingly common in larger organizations with
matrix or project-based structures.
Example: A marketing manager talks to a software engineer about a new project.
 Advantages of Diagonal Communication:
1.Faster Problem-Solving: It allows employees from different
departments or levels to communicate directly, which can speed
up decision-making and problem-solving.
2.Encourages Teamwork: By involving people from various
departments, it helps in building better relationships and
fostering teamwork.
3.Reduces Hierarchy Barriers: People don't have to go through
layers of management, making communication more flexible and
open.
Disadvantages of Diagonal Communication:
1.Confusion and Miscommunication: If not properly
managed, it can lead to confusion, as people may bypass
important channels of communication.
2.Undermines Authority: Going directly to different
departments can sometimes weaken the role of managers and
create power struggles.
Grapevine Communication:
is informal, unofficial information shared among employees, often through rumors.
Example: Employees discuss a potential company layoff they heard from a colleague,
not from official sources.
Advantages of Grapevine Communication:
1.Quick Information Sharing: News spreads fast through the grapevine, allowing
people to quickly become informed.
2.Employee Bonding: Informal conversations help build friendships and trust among
employees.
3.Genuine Feedback: Since it's informal, people often share honest opinions, which can
give valuable insights to management.
Disadvantages of Grapevine Communication:
1.Spreads Rumors: The grapevine can spread inaccurate or exaggerated information, leading to
misunderstandings.
2.Lack of Control: Management cannot control what is shared, so important messages might get
distorted.
3.Creates Anxiety: Unverified information can cause stress and worry among employees if it
relates to job security or changes in the workplace.
Lateral or Horizontal Communication:
Among colleagues, peers at same level for information level for information sharing for
coordination, to save time.
Advantages of horizontal communication:
• Horizontal communication improves the quality of team work.
• Since horizontal communication means better co-ordination of individual effort, it ensures greater
efficiency and better results.
• Effective horizontal communication helps to eliminate misunderstanding, envy, and petty jealousies among
people of equal status.
Disadvantages of horizontal communication:
• There may be a conflict in horizontal communication.
Horizontal communication takes place more frequently than communication between seniors and juniors.
So, a decision taken horizontally may go against some instructions given by senior.
Modes / methods / Channels of communication
1. Verbal Communication
• Speaking
• Writing
2. Non-verbal Communication
• Body(Kinesics)Language
• Visual Symbols
• Paralanguages
Verbal Communication
• Verbal communication is a type of communication where the information flows through verbal medium
like words, speeches, presentations etc.
• In verbal communication the sender shares his/her thoughts in the form of words in business take place
over the phone or in person. The medium of the Message is oral.
Verbal Communication- Oral/Spoken
• Oral communication consists of all spoken exchanges.
In oral communication, verbal feedback typically follows the initial message whether in the form of a
question or comment.
• Casual conversations among friends as well as political debates fall into this category.
Verbal Communication- Written
communication
• Written communication involves any type of message that makes use of the written word.
• Written communication is the most important and the most effective of any mode of business
communication.
• To be effective, written communication should be:
a. Completeness
b. Clarity
c. Correctness
d. Conciseness
e. Courtesy
Formal-Verbal Communication
• Meeting strangers
• Within a business or legal setting.
• Official corporate communications such as meetings
• Speeches
• Conferences
• Letters and Memorandums
Informal-Verbal Communication
• Casual spoken and written exchanges.
• Informal conversations between friends, co-workers and even strangers.
• It requires a common bond; therefore, it takes place most frequently between close friends and family
members.
Characteristics of Verbal Communication
1. Language is symbolic – By themselves, language elements usually have no meaning: the symbols are
arbitrary(randomly selected).
2. Meanings are in people not in words.
3. Language is governed by rules
• Phonological rules –govern how sounds are combined to form words
• Semantic rules – define the meaning of specific words
• Syntactic rules – govern the structure of the language, the way symbols can be arranged
• Pragmatic rules – govern the appropriateness of words in given contexts
Type of Written Communication
Formal Informal
Personal
Letters
Personal Essay
• Office Letter, Business
Letters
• Circulars, Notice,
Pamphlets
• Leaflets, Press Release,
• Reports, Manuals,
Bulletins, Journals
Advantages & Disadvantages of Written Communication

Advantages
Disadvantages
• Legally valid

• Provides detailed • Slow & time consuming

information
• Easy to produce anytime • Difficult to change

• Saves time, money & • Delayed feedback

energy
• Only for literate people
• Permanent record
• Scope to make changes • Wastage of time
Non-verbal Communication
• Body Language Visual Symbols
1. Posture 1. Colors
2. Gestures 2. Pictures
3. Kinesics 3. Graphs & Charts
4. Proxemics 4. Maps
5. Haptics
6. Eye Contact
7. Handshakes
Paralanguages
1. Voice
2. Volume
3. Pitch
4. Speed
5. Tone
Body Language
Facial Expressions
• Gestures
• Posture
• Proxemics
• Haptics
• Eye contact
• Handshakes
Facial Expressions

•Facial expressions are more powerful than words.

• Facial expression convey your mood and attitude about the person, situation.
• Facial expressions are more effective when accompanied by verbal speaking
Gestures
• Movement of the body, hands movements, nodding etc.
• Convey-Nervous, Appreciation, Aggressive, Confidence, Rejection, Confusion,
Uncertainty, Trust.
• Natural accompaniment of speech.
Posture
The way person stands, sits or walks.
• Designed by religious/social/political/
geographical background.
• Indicates our feelings, thoughts, attitudes and health
Proxemics
• Proxemics is the way of maintaining a space between two
or more people in the process of communication.
• Space Zones
• Intimate
• Personal
• Social
• Public
Some Important Term
1. Chronemics
• Chronemics is the study of how human beings communicate
through their use of time.
• What does time mean to one person to another?
• How do we communicate to others?
2. Haptics
• Haptics is way of touching to another person in the communication.
• Haptics used to show respect, love, to ease, to support in communication.
• It shows our feelings and attitude to the particular person or situation.
Definitions of Communication
1. Communication is the sum of all the things one person does when he wants to
create understanding in the mind of another. It involves a systematic and
continuous process of telling, listening and understanding. (Louis A Allen).
2. The word Communication describes the process of conveying messages (facts,
ideas, attitudes and opinions) from one person to another, so that they are
understood. (M.W. Cumming).
3. Claude Shannon and Warren Weaver (1949):
"Communication is the process of transmitting information and common
understanding from one person to another."
4. Wilbur Schramm (1954):
"Communication is the process of establishing a commonness or oneness of
thought between a sender and a receiver."
5. Harold D. Lasswell (1948):
"Who says what to whom in what channel with what effect."
PRINCIPLES OF EFFECTIVE
COMMUNICATION
Completeness: means quantum of information needed for making a
message complete and business message is "complete" when it has all
the necessary information which is required for the receiver of the
message to act in a particular way.

Conciseness: means the ability of conveying what you have to say in

the minimum possible words.
Consideration: means that you should prepare every message by
keeping recipient in mind and by putting yourself in his or her place.
Concreteness: Communicating with concreteness means being
specific, definite and vivid rather than vague and general regarding
the issue under discussion.
Clarity: Clarity means designing and getting your message across in
such a manner that the receiver understands your message as you
intended him to understand
Courtesy: Communication is an activity of mutual give and take of
ideas and information. And in business communication, almost
everything starts with and ends in courtesy. If you want the receiver
to be polite and to listen, you must be willing to extend the same
courtesy to the receiver.
Correctness: n. The correctness principle comprises more than
proper grammar, punctuation, and spelling. One should use right level
of language and accuracy of facts, figures and words.
BARRIERS TO COMMUNICATION
Social
• • Gender • Age• Race • National or Cultural Origin • Socioeconomic Class • Education Level • Urban or
Rural Residence

• Psychological
• Attitude towards self, • Fear • Attitude towards audience • Attitude towards the message • You Yourself
is not convinced with the subject, • Knowledge of subject, • Personality/Status of the communicator,
Selective Perception, Motivation, Tunnel Vision, Ego Defensiveness, Negative Emotions,

Cultural
• Semantic Problems, Language (dialect, pronunciation), Norms and values • Belief• Social practices and
traditions
 Physiological,
• Individuals’ personal discomfort ill health, poor eye sight, hearing difficulties,• Speech and
voice defect, feeling of inferiority, diseases, physical appearance, lack of skill.

System design
• Organizational Structure- unclear, to whom to communicate, • Insufficient or inappropriate
information systems,• Information overloaded, • A lack of clarity in roles and responsibilities
• A lack of supervision or training

Physical
• Distractions: – Noise (Co-workers, Doors, etc.), Photographer, Any announcements,
Instruction Sheet, Late Comers.
Physical Setting of Classroom/ Lecture Hall: Sitting Arrangement, Audio-Visual Aids.
Thank You