Communication: Definition and Explanation
Communication is the process of exchanging information, ideas, emotions, and understanding
between individuals through speaking, writing, signals, or behavior.
It involves a sender, a message, a medium, a receiver, and feedback.
Types of Communication
1. Verbal Communication
Definition:
The use of words and language to convey a message, either through speaking or writing.
Examples:
Speaking face-to-face
Phone calls
Voice messages
Speeches
Meetings
Written communication (letters, emails, reports)
Ways of Verbal Communication:
Oral Communication (talking, discussions, interviews)
Written Communication (letters, texts, reports, books)
2. Non-Verbal Communication
Definition:
Transmitting messages without the use of words; through body language, gestures, facial
expressions, tone of voice, and visual cues.
Examples:
Facial expressions (smiling, frowning)
Gestures (hand waving, thumbs up)
Posture (standing upright vs. slouching)
Eye contact
Tone of voice
Body movements
Dress and appearance
Silence
Ways of Non-Verbal Communication:
Body Language
Facial Expressions
Gestures
Eye Contact
Posture and Appearance
Para-language (tone, pitch, volume)
Symbols and Signs
Factors Affecting Communication
Text and Written Style:
Poor writing or unclear wording can confuse the reader.
Language Barrier:
Different languages or poor language skills can cause misunderstandings.
Short-Term Memory Limitations:
People may forget information quickly if too much is shared at once.
Questioning Time:
Not giving time for questions or discussion can make communication one-sided and
ineffective.
Emotional State:
Stress, anger, or excitement can influence how messages are sent and received.
Cultural Differences:
Customs, traditions, and non-verbal cues vary between cultures.
Noise and Distractions:
Physical noise or distractions can interrupt communication.
How to Make Communication Effective
Use clear and simple language
Maintain eye contact and positive body language
Listen actively and carefully
Encourage questions and feedback
Avoid jargon or technical terms (unless necessary)
Be aware of cultural differences
Confirm understanding (ask for feedback or repeat information)
Organize the message logically
Choose the right medium (spoken, written, visual)
The 7Cs of Effective Communication
The 7Cs help in making communication clear, understandable, and effective:
1. Clear — Be clear about your goal or message.
2. Concise — Keep your message brief but complete.
3. Concrete — Give solid facts and examples.
4. Correct — Use correct grammar, language, and facts.
5. Coherent — Keep your message logical and connected.
6. Complete — Include everything the receiver needs to know.
7. Courteous — Be respectful, friendly, and polite.
Importance or Significance of
Communication
Builds Relationships: Effective communication creates trust and stronger personal and
professional relationships.
Promotes Understanding: Reduces confusion and ensures everyone is on the same
page.
Enhances Collaboration: Teams work better when communication is open and clear.
Boosts Efficiency: Saves time and reduces mistakes.
Supports Problem-Solving: Helps address and resolve issues quickly.
Encourages Innovation: Sharing ideas freely leads to creativity and innovation.
Improves Decision-Making: Good communication helps in gathering accurate
information for better decisions.
