Communication
Communication has been derived from the Latin word 'communis' that means ‘common’. However, communication Incorporates, besides commonality, the concepts of transfer, meaning and information. The communication can be defined as the process through which two or more persons come to exchange ideas and understanding among them.Key Points-
1. The process of communication involves the communication of
ideas.
2. The ideas should be accurately replicated (reproduced) in the
receiver's mind, i.e., the receiver should get exactly the same ideas
as were transmitted. If the process of communication is perfect, there will be no dilution, exaggeration, or distortion of the ideas.
3. The transmitter is assured of the accurate replication of the ideas
by feedback, i.e., by the receiver's response, which is communicated, back to the transmitter. Here it is suggested that communication is a two way process including transmission of
feedback.
4. The purpose of all communication is to elicit action.
Process of communication
The process of communication can be viewed as six point process.
1. Conception
2. Encoding
3. Channel selection
4. Decoding
5. Interprete
6. Feedback
Conception
The process of communication start with an idea.
Encoding
In the communication process, sender sends the message. To encode the message, sender nets to port the message into suitability form such that no one except the intended receiver understands
the meaning of the message. The sender has the duty to ensure that language, vocabulary, symbols, pictures and signs used will convey the intended meaning to the receiver.
Channel-
To send the message ,sender needs to choose the media channel. The actual transformation of the message from sender to receiver takes place inside the channel. Factors to be considered
in deciding on a suitable channel include speed, cost, convenience, con dentiality, distance considerations as well as the nature and type of message.
Decoding -
Whenever receiver receives the message from sender, the message is actually encoded message.
In order to give the response to the sender, receiver needs to decode the message for effective understanding. It is totally the responsibility of the receiver to decode the message correctly.
Interpretation -
Decoding the message and interpretation of the message looks similar. But, decoding the message means get the original message from the encoded message. After receiver gets the original
message it is the receiver responsibility to interpret the meaning of the message properly. The interpretation made by receiver may be hampered if sender sends the message in complex way
which may be unknown by the receiver.
Feedback-
After receiver gets the message and interpreted correctly, it needs to tell the sender that the message is received correctly. The way by which Sender con rms the receiver about the message delivery is called feedback. Without feedback, whole communication process is unsuccessful.
Depending on the type of communication, feedback could be oral , written or involve the use of body language.
Types of Communication-
Communication in our society may take different patterns and various forms. The various types of communication are
1.Formal
2.Informal
3.Vertical
4.Horizontal
Formal Communication
The formal Communication always communicates which passes through the offcial channels. In this type of communication ,flow of communication is always backed by some degree of authority.
Informal Communication -
In organisation some of the communication is done informally even it is official.
Some aspects of informal communication are discussed below.
Grapevine
One of the major form of informal communication is Grapevine communication. Grapevine
communication is totally unofficial communication system which is constantly changing.
Characteristics of Grapevine Communication
1. Management has absolutely no control over this form of communication.
2. It is perceived by most employees as being more believable and reliable than formal communication issued by top management.
3. It is largely used to serve the self interest of the people within it.
It has been observed that the basis for grapevine is rumours and gossips.
Vertical Communication
In any organisation vertical system of communication means principal channel for routing the policies and directives from top decision-makers down to the all levels who implement them.
All the ideas, suggestions, criticism antiquaries that originates from the superior level in any organisation is called as vertical communication. Vertical communication is discriminated either
Downward
Upward Direction.
Downward Communication
In downward communication, communication is always fllows from superiors to the subordinates. Downward ows of communication are the most common ow of communication in any
organization.
Following are the forms of Downward communication.
1. Job Instructions: it is basically a direction about what to do and how to do it?
2.Procedures and Practices: it is the information about the rules and regulations, policies and bene ts in any organization.
3. Feedback: The manager can also provide information about how effective a subordinate is performing.
Upward communication
In any organisation if the information goes from subordinates to superiors then it is known as upward communication. Upward communication is as important as the downward communication.
Upward communication may take place in the following forms.
1. Information of the subordinate about himself, his performance, his problems and grievances.
2. Suggestion about what needs to be done and how it could be done.
3. Report on what has been done.
4. Information about other subordinates and their problems.
5. Feedback about the subordinate and may include some of the issues listed above. What should be noted is that managers rely on upward communication for ideas and how things can be improved
Horizontal Communication-
Horizontal communication is also known as Lateral communication. This type of communication happens between peoples works at the same or similar level in the organisation. Horizontal communication serves Five purposes
1. Task coordination
2. Problem-solving
3. Sharing information that will enhance employee’s performance
4. Conflict resolution
5. Building a rapport among the employees
Method of Communication-
There are three main methods for communication:
Verbal method
Non-Verbal
Written Communication
Verbal Communication
Verbal communication always involves use of words. It is also known as oral communication.In this type of complication the information or message is transmitted by word from mouth.
Verbal, negation is always two-way process involving two or more persons. Effective verbal communication needs would good pronunciation skills, good articulation of words .... etc
Different forms of verbal/oral communication
We have already seen that verbal communication is also known as oral communication. We can categories verbal or oral communication into the following forms:
Interviews
Interviews are always two party conversations for some specific objective. This type of communication is specially used for recruitment and selection process.
Meetings
In a meeting people are gathered together for the purpose of discussion. Meeting may be arranged within the organization at any level.
Telephone communication
One of the most prominent uses of verbal communication is happen in telephone conversation.In this type of communication, conversation may take place between two or more persons from
different location. When appropriately used, this method of communication could be very effective as it provides immediate feedback and may be relatively less expensive.
Non-Verbal Communication
In non-verbal communication message or information transmitted to the receiver by using body language, facial expressions, symbols and pictures. This type of communication is a perfect example of routine and non-routine communication. The various forms of diagrams, pictures, graphs and slides facilitate the effective transmission of non-verbal communication.
Types of Non-Verbal Communication
1.Kinetics/Body Language:
It is the movement of the body and it can further be divided into the following categories
• Facial Expression: It is always comes with some meaning. A smiley face always different than an awkward face.
• Gestures: is pointing fingers, movement of head to show the agreement or disagreement.
• Movements: moving the finger, head or other body parts conveys non-verbal communication which may be used to send the messages to the receiver.
2.Proxemics:
It is physical contact like handshake. It can be further classified into the following categories-
Positioning: Keeping a respectful distance, looking over one’s shoulder, sitting close to someone are all forms of using non-verbal cues to communicate. They transmit awareness of differing status, a close working relationship or relaxed mutual trust respectively.
• Posture: Standing straight and erect, lounging, sitting hunched up, leaning forward, spreading oneself in a chair are all means of communicating non-verbally. These convey alertness and care, self confidence , nervousness or ease respectively.
• Paralinguistic: Feedback sounds of surprise or agreement or annoyance or impatience. For example, “uh-uh ooops!”. A heightened awareness of what people are saying non-verbally.
Characteristics of Non-Verbal Communication
1. Non-verbal communication provides additional visual stimulus. The presence of diagrams enhances the quality of what is being communicated.
2. Sometimes non-verbal communication can be unintentional. Whenever sender sends the message to the receiver, sender may be unaware that the message is non-verbal.
3. Non-verbal communication reinforces oral communication by providing non-verbal cues to emphasize what is being said orally
4. Non-verbal communication may be more honest than the verbal communication.
5. Non-verbal communication is always present. Neither oral nor written communication exists without non-verbal communication
Advantages of Non-Verbal Communication
1. Non-verbal communication can help the communicator to overcome language barriers.
2. Non-verbal communication makes it possible for information to be conveyed to many audiences.
3. Non-verbal communication may be more reliable, at times, than verbal or oral communica-
tion because it is mostly transmitted unconsciously.
4. Non-verbal communication is always present because this form of communication is always associated with oral or written communication.
Disadvantages of Non-Verbal Communication
1. Non-verbal communication can, at times, be di cult to interpret without reinforcing it with written or spoken word
2. Non-verbal communication may require additional skills of comprehension and interpretation
c) Non-verbal communication does not allow time for evaluation
Written Communication
Written communication is a form of communication in which the information to be transmitted is documented. It includes letters, memorandum, fax transmission, electronic mail, and organisational periodicals.
Advantages of Written Communication.
1. It provides written record and evidence of receipt.
2. It is capable of transmitting complex ideas.
3. It provides analysis, evaluation and summary.
4. It disseminates information to dispersed receivers.
5. It can con rm, interpret and clarify oral communication.
6. It serves as the basis of contract or agreement.
Disadvantages of Written Communication
1. It can be expensive and take time to produce.
2. Communication tends to be formal and distant.
3. There is the tendency for misinterpretation to take place.
4. There is no instant feedback.
5. It does not allow for exchange of opinions, viewer’s attitudes except over a period of time.
Visual Communication refers to the transfer of information through diagrams, display boards, ip charts and other forms of visual aids. The different types of VisualAids/Communication are -
1. The White Board
2. Objects and Models
3. Posters, Diagrams and Charts
4. Tables and Graphs
5. Strips and Slide Projectors
6. Overhead Projectors (OHP)
7. Video Tapes/Video Cassette Recorders
Communication is one of the most common and essential human activities. each one of us spends a major part of our day in one or the other from of communication. yet the communication may not always be perfect and often miscommunication may arise due to one barrier(interruption) or more.
Barriers are the problem which hamper the smooth and effective communication process.
TYPES OF BARRIERS-
1. Semantic Barriers- Due to problems of language
- Words with differents meanings
- Badly Expressed Message
- Faulty Translation
- Unclarified Assumputions
- Specialist Language(teachnical )
2. Soical -Psychological Barriers-very common in human
- Attitude and Opinions
- Emotions
- Closed Mind
- Status Consciousness
- Source of Communication
- Inattentiveness
- Faulty Transmission
3.Organizational Barriers- Attitude of Position
- Superior
- Subordinates
- Lack of proper incentive
- unclear policy
- Extra work load
4. Channel Barriers-
- Noise and distrubance
Soical -Psychological Barriers is most difficult barriers to overcome in the communication process.
How to overcome it-
- By Keeping an open mind while communicating
- Encourage the subordinates to express their views without fear
- Listening attentively and paying attention.
- Using positive and clear meaning of word.
- Adapting good quality Channel.
- Clear organizational policy.
- Support and Respect their colleagues.
Seven c'"of Good Communication-
- Complete
- Concise
- Consider
- .Clarity
- Concrete
- Courtesy
- Correct
1.Complete :
The communication must be complete. It should convey all facts required by the audience. The sender of the message must take into consideration the receiver’s mind set and convey the message
accordingly. A complete communication has following features:
a) Complete communication develops and enhances reputation of an organization.
b) Moreover, they are cost saving as no crucial information is missing and no additional cost is incurred in conveying extra message if the communication is complete.
c) A complete communication always gives additional information wherever required. It leaves no questions in the mind of receiver.
d) Complete communication helps in better decision-making by the audience/readers/receivers of message as they get all desired and crucial information.
e) It persuades the audience.
2.Concise:
Concise means communicating what you want to convey in least possible words without forgoing the other C’s of communication. Conciseness is a necessity for effective communication. Concise communication has following features:
a) It is both time-saving as well as cost-saving.
b) It underlines and highlights the main message as it avoids using excessive and needless words.
c) Concise communication provides short and essential message in limited words to the audience.
d) Concise message is more appealing and comprehensible to the audience.
e) Concise message is non-repetitive in nature.
3.Consider :
Consideration implies “stepping into the shoes of others". Eff ective communication must take the audience into consideration, i.e, the audience’s view points, background, mind-set, education
level, etc. Make an attempt to envisage your audience, their requirements, emotions as well as problems. Ensure that the self-respect of the audience is maintained and their emotions are not at
harm. Modify your words in message to suit the audience’s needs while making your message complete. Features of considerate communication are as follows:
a) Emphasize on “you" approach.
b) Empathize with the audience and exhibit interest in the audience. This will stimulate a positive reaction from the audience.
c) Show optimism towards your audience. Emphasize on “what is possible" rather than “what is impossible". Lay stress on positive words such as jovial, committed, thanks, warm, healthy,
help, etc.
4.Clarity :
Clarity implies emphasizing on a speci c message or goal at a time, rather than trying to achieve
too much at once. Clarity in communication has following features:
a) It makes understanding easier.
b) Complete clarity of thoughts and ideas enhances the meaning of message.
c) Clear message makes use of exact, appropriate and concrete words.
5.Concrete :
Concrete communication implies being particular and clear rather than fuzzy and general. Con-
creteness strengthens the con dence. Concrete message has following features:
a) It is supported with speci c facts and gures.
b) It makes use of words that are clear and that build the reputation.
c) Concrete messages are not misinterpreted.
6.Courtesy:
Courtesy in message implies the message should show the sender’s expression as well as should
respect the receiver. The sender of the message should be sincerely polite, judicious, re ective
and enthusiastic. Courteous message has following features:
a) Courtesy implies taking into consideration both viewpoints as well as feelings of the receiver
of the message.
b) Courteous message is positive and focused at the audience.
c) It makes use of terms showing respect for the receiver of message.
d) It is not at all biased.
7.Correct :
Correctness in communication implies that there are no grammatical errors in communication.
Correct communication has following features:
a) The message is exact, correct and well-timed.
b) If the communication is correct, it boosts up the con dence level.
c) Correct message has greater impact on the audience/readers.
d) It checks for the precision and accurateness of facts and gures used in the message.
e) It makes use of appropriate and correct language in the message.
Also Read
NTA UGC NET - Paper 1 ,ICT Internet Basic
Important Digital Initiatives For Higher Education
The communication must be complete. It should convey all facts required by the audience. The sender of the message must take into consideration the receiver’s mind set and convey the message
accordingly. A complete communication has following features:
a) Complete communication develops and enhances reputation of an organization.
b) Moreover, they are cost saving as no crucial information is missing and no additional cost is incurred in conveying extra message if the communication is complete.
c) A complete communication always gives additional information wherever required. It leaves no questions in the mind of receiver.
d) Complete communication helps in better decision-making by the audience/readers/receivers of message as they get all desired and crucial information.
e) It persuades the audience.
2.Concise:
Concise means communicating what you want to convey in least possible words without forgoing the other C’s of communication. Conciseness is a necessity for effective communication. Concise communication has following features:
a) It is both time-saving as well as cost-saving.
b) It underlines and highlights the main message as it avoids using excessive and needless words.
c) Concise communication provides short and essential message in limited words to the audience.
d) Concise message is more appealing and comprehensible to the audience.
e) Concise message is non-repetitive in nature.
3.Consider :
Consideration implies “stepping into the shoes of others". Eff ective communication must take the audience into consideration, i.e, the audience’s view points, background, mind-set, education
level, etc. Make an attempt to envisage your audience, their requirements, emotions as well as problems. Ensure that the self-respect of the audience is maintained and their emotions are not at
harm. Modify your words in message to suit the audience’s needs while making your message complete. Features of considerate communication are as follows:
a) Emphasize on “you" approach.
b) Empathize with the audience and exhibit interest in the audience. This will stimulate a positive reaction from the audience.
c) Show optimism towards your audience. Emphasize on “what is possible" rather than “what is impossible". Lay stress on positive words such as jovial, committed, thanks, warm, healthy,
help, etc.
4.Clarity :
Clarity implies emphasizing on a speci c message or goal at a time, rather than trying to achieve
too much at once. Clarity in communication has following features:
a) It makes understanding easier.
b) Complete clarity of thoughts and ideas enhances the meaning of message.
c) Clear message makes use of exact, appropriate and concrete words.
5.Concrete :
Concrete communication implies being particular and clear rather than fuzzy and general. Con-
creteness strengthens the con dence. Concrete message has following features:
a) It is supported with speci c facts and gures.
b) It makes use of words that are clear and that build the reputation.
c) Concrete messages are not misinterpreted.
6.Courtesy:
Courtesy in message implies the message should show the sender’s expression as well as should
respect the receiver. The sender of the message should be sincerely polite, judicious, re ective
and enthusiastic. Courteous message has following features:
a) Courtesy implies taking into consideration both viewpoints as well as feelings of the receiver
of the message.
b) Courteous message is positive and focused at the audience.
c) It makes use of terms showing respect for the receiver of message.
d) It is not at all biased.
7.Correct :
Correctness in communication implies that there are no grammatical errors in communication.
Correct communication has following features:
a) The message is exact, correct and well-timed.
b) If the communication is correct, it boosts up the con dence level.
c) Correct message has greater impact on the audience/readers.
d) It checks for the precision and accurateness of facts and gures used in the message.
e) It makes use of appropriate and correct language in the message.
Also Read
NTA UGC NET - Paper 1 ,ICT Internet Basic
Important Digital Initiatives For Higher Education
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