COMMUNICATIO
N
DR.SONIA.S.
Communication - Meaning
Theprocess by which people exchange information or
express their thoughts and feelings
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) 2
Communication - process
1.Sender: The sender or the communicator is the person
who initiates the conversation and has conceptualized the
idea that he intends to convey it to others.
2.Encoding: The sender begins with the encoding
process wherein he uses certain words or non-verbal
methods such as symbols, signs, body gestures, etc. to
translate the information into a message. The sender’s
knowledge, skills, perception, background, competencies,
etc. has a great impact on the success of the message.
3.Message: Once the encoding is finished, the sender
gets the message that he intends to convey. The message
can be written, oral, symbolic or non-verbal such as body
gestures, silence, sighs, sounds, etc. or any other signal
that triggers the response of a receiver.
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Communication - process
4. Communication Channel: The Sender chooses the medium through which he wants to
convey his message to the recipient. It must be selected carefully in order to make the
message effective and correctly interpreted by the recipient. The choice of medium depends
on the interpersonal relationships between the sender and the receiver and also on the
urgency of the message being sent. Oral, virtual, written, sound, gesture, etc. are some of the
commonly used communication mediums.
5. Receiver: The receiver is the person for whom the message is intended or targeted. He
tries to comprehend it in the best possible manner such that the communication objective is
attained. The degree to which the receiver decodes the message depends on his knowledge
of the subject matter, experience, trust and relationship with the sender.
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Communication - process
6. Decoding: Here, the receiver interprets the sender’s message and tries to understand it in the best possible
manner. An effective communication occurs only if the receiver understands the message in exactly the same
way as it was intended by the sender.
7. Feedback: The Feedback is the final step of the process that ensures the receiver has received the
message and interpreted it correctly as it was intended by the sender. It increases the effectiveness of the
communication as it permits the sender to know the efficacy of his message. The response of the receiver can
be verbal or non-verbal.
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Communication - Importance
IMPORTANCE OF COMMUNICATION
Good communication has many advantages for a business: strong communication:
Motivates employees – helps them feel part of the business
Easier to control and coordinate business activity – prevents different parts of the
business going in opposite directions
Makes successful decision making easier for managers– decisions are based on
more complete and accurate information
Better communication with customers will increase sales
Improve relationships with suppliers and possibly lead to more reliable delivery
Effective Communication will lead to the smooth working of any organisation
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CHARACTERISTICS OF COMMUNICATION
Effective communication is a message that is understood as the communicator meant
it to be understood. In order to help ensure understanding, communicators need to
understand and apply the 7 Cs of Effective Communication.
1. Clear—main ideas easily identified and understood
2. Concise—gets to the point without using unneeded words or images eg: “you
see”, “at this point of time” “what I mean”
3. Concrete—includes specific examples or explanations
4. Correct—in information, word choice, and grammar
5. Coherent—information presented in a logical sequence
6. Complete—enough information so the audience can understand
7. Courteous—polite, professional tone
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Types of communication
1. Verbal communication
2. Non-verbal communication
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1. VERBAL COMMUNICATION
Verbal communication is refers to the form of communication in which message is
transmitted verbally
Verbal communication is done by words, mouth or a piece of writing.
In oral communication, Spoken words are used.
It includes face-to-face conversations, speech, telephonic conversation, video,
radio, television, voice over internet.
Communication is influence by volume, speed and clarity of speaking.
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1. VERBAL COMMUNICATION
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ORAL COMMUNICATION
In oral communication, Spoken words are used.
It includes face-to-face conversations, speech, telephonic
conversation, video, radio, television, voice over internet.
Communication is influence by volume, speed and clarity of
speaking.
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ORAL COMMUNICATION
•Disadvantages
Advantages
Unfit for lengthy message.
Quickness in exchange Unfit for policy matters.
of Ideas. Lack of written proof.
Quick feedback Expensive method.
Flexibility. Lack of clarity.
Personal touch Misuse of time.
Removal of
Presence of both the
parties is necessary.
misunderstandi
ng
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WRITTEN COMMUNICATION
In written communication, written signs or symbols
are used to communicate.
In written communication message can be
transmitted via email, letter, report, memo etc.
In written communication, is influenced by the
vocabulary & grammar used, writing style, precision
and clarity of the language used.
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WRITTEN COMMUNICATION
ADVANTAGES
DISADVANTAGES
Suitable for lengthy Unfit for
messages
uneducated
Written proof persons
Clear message Lack of secrecy
Less expensive method No quick
Presence of both the parties . feedback.
is not necessary
True and effective
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Non Verbal Communication
1. kinesics (Body language)
2. Haptics (Touch )
3. Proxemics (Space distancing)
4. Chronemics
5. Sign language
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BODY LANGUAGE
⚫ Facial expression
⚫ Eye contact/ gaze
⚫ Gestures
⚫ Postures
⚫ Personal appearance
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Para language
Attributes of speaking which include the pitch, the tone the volume,
tempo, rhythm, articulation, resonance, nasality and even the accent of
the speaker collectively known as paralanguage, we can understand
mood and the situation by paralanguage expressions
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FORMS OF COMMUNICATION
1. Interpersonal communication
2. Intrapersonal Communication
3. Small Group communication
4. One-to-group communication
5. Mass communication
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FORMS OF COMMUNICATION
ONE-TO-GROUP COMMUNICATION
involves a speaker who seeks to inform, or motivate
an audience.
⚫ Example is a teacher and a class of students.
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FORMS OF COMMUNICATION
SMALL GROUP COMMUNICATION
communication within formal or informal groups or teams. It is group
interaction that results in decision making, problem solving and discussion
within an organization.
Examples would be a group planning a surprise birthday party for someone.
A team working together on a project.
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FORMS OF COMMUNICATION
INTRAPERSONAL COMMUNICATION
Communication that occurs in your own mind. It is the basis of your feelings, and
beliefs.
Examples are when you make any kind of decision – what to eat or wear. When
you think about something – what you want to do on the weekend or when you
think about another person.
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FORMS OF COMMUNICATION
• Examples are when you are talking to your friends. A teacher and
student discussing an assignment.
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FORMS OF COMMUNICATION
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BARRIERS TO COMMUNICATION
Physical or Environmental Barriers: The Barriers in the surrounding or in the environment are
the physical barriers.
Language/Semantic or Linguistic Barriers: Barriers arising due to the different language or
differences in language can create problems in communication. Semantic Barriers means the
problems arising because of the different meanings of the words.
Psychological Barriers: Barriers or problems arising due to the stress or psychological
problems are psychological barriers. It is difficult to accept and overcome these barriers.
Socio-Cultural Barriers: Due to differences in social status or cultural barriers many times we
face differences in communication. These are socio-cultural barriers.
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BARRIERS TO COMMUNICATION
Physical Barriers: Many barriers arise in the surroundings or our environment. These barriers create
problems or confusion in communication.
• Noise: Traffic Noise or noise of machines in factory create disturbances in communication. Noise pollution
is biggest contributor or environment pollution in India.
Time and Distance :Physical distances between people can create major problems in communication. Time
zones around the world are not same. Due to differences in timings between countries we have to adjust with
the time difference of that country
Defects in Communication Systems: Many times the instruments or machines used in communication such
as Telephones, Fax or Computer can develop problems. The network of Internet can fail or the Mike or
Microphone used in the programmes can create loud noise. Due to excess rains or natural calamity it
becomes difficult to use the instruments properly. The failure of Electronic power also results into
communication loss or messages are not sent properly.
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BARRIERS TO COMMUNICATION
Wrong Selection of Medium : Medium means the objects used in communication eg.
Emails,Mobile Phones or Telephones etc. The correct medium is necessary. The improper
use of some machines such as Emails can delay the messages.
High Temperature and Humidity: Excess Temperature or heat or cold Temperature create
difficulties in communication
Many times human physical defects such as stammering ,bad hearing, failure of
communication channels and bad handwriting also create misunderstanding in learning the
message.
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Language Barriers: Barriers arising due to differences in languages, words meaning or pronunciation
can create confusion among the people. Linguistic means related to the language. Semantic means
the meaning of the words.Following are some of the examples of language barrier.
Different Languages or lack of Common Language can create obstacles in Communication. A
person who does not understand the native language or even foreign language cannot communicate
well. This becomes very difficult situation.
Multiplicity of words: words can have different meanings. Word power is gift to human beings but
at the same times multiple meaning or spellings of the words can create the problems in
communication.
Words with similar pronunciation but different meaning [Homophones]also create problems in
communication. E.g. Except-accept, fair-fare, council-counsel,principalprinciple[etc].
Jargon words[Technical words]used by professionals such as Engineers/Doctors or any other
professionals. Many times, jargon words are used unintentionally. But common people or those who
do not understand the meaning of these words face problems.
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Psychological Barriers: Psyche means mind. Psychological barriers arise in the
minds. Human mind it very complex thing to understand. We face many times
some conflicts due to situations or surrounding events. So these barriers are
bound to arise. But the real problem is that people do not accept that these
barriers exists in their minds. Due to status, old age and ego problems many
times psychological barriers are created. These are difficult to overcome.
Because people do not accept that they face barriers or they lack proper
understanding to face the world. The following are situations or examples of
psychological barriers.
Ego
Prejudice
Emotions and feelings
Filtering in Messages
Closed Mind
Status
Perceptions
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Poor Retention
