CHAPTER 2

COMMUNICATION PROCESSES

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(Source)
people Encoding Message Channel Decoding

Feedback

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• The First element in the process is source
of communication i.e from where the
communication originates.
• Source can be- person or even a machine.
• The source(sender) initiates the
communication as he has some need,
thought, idea or information, that he
wishes to other person or machine.
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• The next step in process is encoding /translating
the information that has to be transmitted.
encode
• Encoding of the thoughts produces a message
which can be either verbal or non-verbal.
• Verbal messages are in the form of words and
language.
• Non-verbal would be in the form of body
gestures like wink, smile, wave of hand etc..
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• The result of the encoding is the message either
verbal or nonverbal.
• Message is a meaningful idea that people want
to share with others.
• It is an encoded idea with some purpose.
• Managers have numerous purposes for
communicating, such as:
 to have others understand their ideas
 to understand the ideas of others
to gain acceptance of ideas, and
to produce action.
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• The next element in the process of
communication is the channel through which the
communication is transmitted.
• In organizations the channels could be-face to
face conversation, written memos , reports ,
telephonic exchanges, meetings etc….
• Other channels can be letters, magazines, TV
shows, radio etc.
• For communication to be effective the channel
used should be appropriate.
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• Decoding the message constitute the last element
in the process of communication from sender to
receiver.
• The receiver first receives the message and
decodes it ,interprets and translates it into
thoughts, understanding and desired response.
• A successful communication occurs when the
receiver decodes the message and attaches the
meaning to it which the sender wished to transmit.
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• Feedback completes the two-way
process of communication.
• Only through feedback the sender comes
to know whether the message has been
received correctly or not.

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 The Communication Process

•The sender has an idea.

•The idea becomes a message.
•The message is transmitted.
•The receiver gets the message.
•The receiver reacts and sends feedback to
the sender.

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• The basic aim of communication is transmission
of meaning or understanding.
• Yet , most of the communications fail to convey
the meaning or develop an understanding of the
communication .
• The failure in communication arises because of
certain blockages or barriers between sender and
the receiver .
• In order to make a communication effective, it
must be ensured that these barriers are removed.
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 Barriers
1. Channel selection
2. Physical barriers
– Noise
– Time & distance
3. Semantics - Refers to the different uses &
meanings of words.

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• Bypassed instructions
• Interpretation of words
• Denotations(dictionary definitions),
Connotations(connotative meanings that
arouse qualitative judgments & personal
reactions & Euphoniums (Euphemisms are mild,
innovative expressions with which most people do not
have negative associations. Expressions like the
following have obvious connotative advantage:
maintenance worker or staff member instead of
janitor; slender instead of skinny, restroom instead of
toilet.)
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4. Perception of reality
a. Abstracting - The process of focusing
on some details & omitting others. In
countless instances, abstracting is
necessary and desirable-for both written
and oral communications. Whether you
write a memo, letter or report or
converse by telephone, you will be
limited somewhat by time expense,
space and purpose.
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b. Inferring: What we directly see, hear, feel,
taste, smell or can immediately verify and
confirm & constitutes a fact. But the
statements that go beyond the facts and the
conclusions based on facts are called
inferences.
• A very simple example of inferring is when we
drop a letter in the post box, we assume that
it will be picked up by someone and be
delivered to the destiny we desired. If enough
rain fall during the summer, we can infer that
the price of ‘Rice’ will go down.

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C. Making frozen evaluation: Another drawback
of effective perception is the frozen evaluation-
the stereotyped, static impression that ignores
significant differences or changes.
Stereotyping is the tendency to attribute
characteristics of an individual on the basis of
an assessment of the group to which the
individual belongs.

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5. Attitudes & opinions
a) Emotional state
b) Favorable or Unfavorable information
c) Closed mind
d) Status conscious
e) Credibility
f) Information overload
g) Inconsistent verbal and non-verbal
communication

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INTERPERSONAL COMMUNICATION
• Interpersonal communication is the process
by which people exchange information,
feelings, and meaning through verbal and
non-verbal messages.
• Interpersonal communication is not just
about what is actually said - the language used
- but how it is said and the non-verbal
messages sent through tone of voice, facial
expressions, gestures and body language.

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• It occurs within other contexts like groups and
organizations.
• Interpersonal communication is the process
that we use to communicate our ideas,
thoughts, and feelings to another person.
• Our interpersonal communication skills are
learned behaviors that can be improved
through knowledge, practice, feedback, and
reflection.

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Elements of Interpersonal Communication

• The Communicators
• Message
• Noise - The use of complicated jargon, inappropriate
body language, inattention, disinterest, and cultural
differences can be considered 'noise' in the context
of interpersonal communication.
• Feedback
• Context
• Channel

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 Uses of Interpersonal Communication
Interpersonal communication can be used to:
• Give and collect information.
• Influence the attitudes and behavior of others.
• Form contacts and maintain relationships.
• Make sense of the world and our experiences in it.
• Express personal needs and understand the needs of
others.
• Give and receive emotional support.
• Make decisions and solve problems.
• Anticipate and predict behavior.
• Regulate power.
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Four Principles of Interpersonal
Communication

• Interpersonal communication is inescapable

• Interpersonal communication is irreversible
• Interpersonal communication is complicated
– No form of communication is simple. Because of
the number of variables involved, even simple
requests are extremely complex.
• Interpersonal communication is contextual
– In other words, communication does not happen
in isolation. There is:
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• Psychological context, which is who you are and what
you bring to the interaction. Your needs, desires, values,
personality, etc., all form the psychological context.
("You" here refers to both participants in the
interaction.)
• Relational context, which concerns your reactions to
the other person--the "mix."
• Situational context deals with the psycho-social
"where" you are communicating. An interaction that
takes place in a classroom will be very different from
one that takes place in a bar.

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• Environmental context deals with the physical
"where" you are communicating. Furniture,
location, noise level, temperature, season, time
of day, all are examples of factors in the
environmental context.
• Cultural context includes all the learned
behaviors and rules that affect the interaction.
• If you come from a culture (foreign or within
your own country) where it is considered rude to
make long, direct eye contact, you will be out of
politeness and avoid eye contact.
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 TEAMWORK

• Teamwork is "work done by several

associates with each doing a part but
all subordinating personal prominence
to the efficiency of the whole".

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 Benefits of Teamwork
• Problems solving: A single brain can’t always come
with solutions or take decisions alone. One of the
important reasons for forming teams is the ability to
bounce different ideas off of each other.
• Accomplish tasks faster: A single person taking on
multiple tasks will not be able to perform at as same
pace as a team can.
• Healthy competition: A healthy competition in groups
can be used to motivate individuals and help the team
excel.
• Developing Relationships:
• Everyone has unique qualities:

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