COMMUNICATION

INTRODUCTION
• Communication has been derived from the Latin
word-communis
• Communis means-’to communicate’ or ‘make
common’ or ‘to make known’
• Exchange of thougths or idea can be held by signals,
gesture, writing or speech.
 Definition of Communication
Communication can be defined as the
process through which two or more
persons come to exchange ideas and
understanding among themselves.
 Importance of Communication
Essential pillar for people in –
• sharing the ideas,
• delegating responsiilities,
• management of a team,
• building up a healthy relationship
etc.
 Importance of communication
• Encourages motivational skill
• Mode of information in decision- making process.
• Socialising within or outside the organisational
structure.
• Helps to controlling the process.
• Employees have to follow-
-organisation rule
-code of conduct
-company policies etc.
 Types of Communication
1. Based on
communication
Channels

Non-verbal Verbal
 Non-verbal Communication

Non- verbal communication is the message we

send to others without using any word.
• Facial expression
• Tone and pith of the voice
• Gesture display through body language (kinesics)
• Physical distance between the communicators
(proxemics)
 Characteristics of Non-verbal
Communication
• Shows Feeling and Attitudes
• Different meaning
• No use of Words
• Culturally Determined
• Vague and Imprecise
 Types of Non-verbal Communication
• Facial Expression
• Posture
• Gesture or Body Language
• Touch
• Space
• Eye contact
• Paralanguage
 Verbal Communication

• Sharing of information using words.

• Popular and most effective mode of
communication.
 Types of Verbal Communication

Verbal
communication

Oral Written
Communication Communication
 Oral Communication
• Exchange of ideas, information and message
through spoken words is oral communication.
• The information is passed only in the form of sound.
-face to face conversatuib
-over the phone
-via voice messages. etc
 Written communication
• Interchange of message, openions and information
in written or printed form is written
communication.
Example-
-letters
-circulars
-reports
-manuals
-SMS, Social Media Chats etc.
 Advantage of Verbal Communication

• Quick feedback
• Legality of the content
• Effective persuasion
• Quick exchange of ideas
• Fasted and most effective
 2.Based on style and Purpose
• Formal Communication-
-an organisational communication occurs by the
prescribed or official or predetermined rules,
policy and regulation is called formal
communication.
-communication channel is defined.
-example-
meetings, e-mails, conferences etc
 2.Based on style and Purpose

• Informal communication-
-also called grapevine
communication
-no defined channel of
communication
-flows in every direction.
 Visual communication
• Sending and understanding message only through
visual aids.
-uses art, photographs, sketches, graphs,
charts and drawings.
Communication Process and Elements
Sender

Encoding
Feedback

Message
Media (Channel)
Receiver
Decoding
Communication Process and Elements
• Continuous process that start with the
development of thoughts by sender to reciever.
• The main elements are-
• Sender:
-communicator
-who generate the massage and convey to the
receiver.
Communication Process and Elements
• Encoding-
-encoded symbolically such as in
form of gesture, picture, words etc.
• Message-
-information, ideas, fact, view, feeling etc
that is generated by the sender.
• Media-
-the manner in which the encoded
message is transmitted.
Communication Process and Elements
• Media-
-the manner in which the encoded
message is transmitted.
-message may be transmitted orally or in
writing
-the medium of communication includes
internet, email, telephone, post, fax etc
Communication Process and Elements
• Receiver-
-receiver received the message and
understand it in proper perspective.
• Decoding-
-process of converting the symbols
encoded by the sender.
 Feedback
• Response given by the receiver to the sender.
• Sender needs response of the receiver in
order to decide effectiveness of
communication.
• Feedback can be negative or positive
• Positive feedback indicates that the sender
can continue his communication in the same
manner as before
 Feedback
• Negative feedback indicates a need for a
change of communication.
• Feedback can also be non-verbal or verbal.
• A smile would be a positive non-verbal
feedback,
• A frown would indicate a negative feedback.
 Importance of feedback in
communication
• It sustain communication process.
• Communication will be useless without
feedback.
• Feedback paves way for new idea generation.
• It complete the whole process of
communication and make it continuous.
• It is basis for measuring the effectiveness of
communication.
 Types of feedback

• Descriptive feedback
• Specific feedback
• Non-specific feedback
 Descriptive feedback
• Descriptive feedback is specific
information.
• Its helps the learner understand.
• Descriptive feedback is most suited
to teacher-student interaction when
the students are attending a course
taught by the teacher.
 Descriptive feedback

• Feedback can be given-

• Written feedback
(evaluation feedback)
• Oral feedback
 Specific feedback

• Specific feedback provides

detailed and specific information.
• Specific feedback to the student
so as to enable him to improve
his performance.
 Non-specific feedback
• Non-specific feedback or
generic feedback talks
about the entire think
while giving a general
overview.
 Barriers of Effective Communication
• Any obstacle or problem in the process of
communication which obstruct the process of
communication us called barrier.
• Barriers are part of process of communication.
• Whenever we are communicating we encode
and decode, use various channels for passing
message. At any level or at any moment or
stage the can be problems.
 Types of barriers
• Physical or Environmental barriers
-climate
-environment
-noise
-technical problem
-information overflow
 Linguistic/Semantic Barriers
• Barrier arising due to different
language differences in language can
create a problem in communication.
• Semantic barriers means the
problem arising because of the
different meaning of words.
 Psychological barriers
• Due to stress or psychological problems.

Socio-cultural barriers

• Due to differences in social status or cultural

barriers many times we face differences in
communication
 Perceptual barriers
• Different people have different
views.
• Different views may lead to
misunderstanding.
• Most of people interpret the
messages from their point of view.
 Gender barriers
• Gender barriers are an misunderstanding or
confusion in the intended message caused by
male and female differences.

Attitudinal barriers
• The behavior or perception of a person that
may prevent him/her from conveying the
message properly is called attitudinal barrier
 Overcoming the Barriers
• Have Clarity in Our Thoughts-
 clear about objective and what we want
to convey.
arrange the thoughts in a proper order and
then communicate accordingly.
aimless talks can be misleading.
 Overcoming the Barriers

• Use of simple Language:

use of simple and clear word should
be emphasised.
Use of ambiguous word and jargons
should be avoided.
 Overcoming the Barriers
Reduction and Elimination of Noise Levels
• Noise is the main communication barrier
which must be overcome on priority basis.
• identify the source of noise and them
eliminate that source
 Overcoming the Barriers
• Active Listening:
• Emotional States
• Simple Organisational Structure
• Avoid Information Overload
• Have a feedback from Receiver
• Proper media Selection
• Flexibility in meeting the targets.
 Principle of Effective Communication
• The effective communication system is one which
achieved its objectives.
• Communication is effective where there are no
barriers to communication.
• The message should be clear and complete.
• The process of communication should be helpful in
an effective exchange of information.
• These known as ‘Principle of Effective
Communication
7 C’s of Effective communication
conciseness

coherence clarity

courteousness correctness

completeness Concreatness
 Principle of Conciseness
• Message should be conveyed in concise form or in
the best shortest possible way.
• The message or information should be articulated
completely in such a way that it is forwarded to the
desired audience or receiver in fewer words or
signals.
• By following this principle, individuals and
organisation can save time and cost as well.
 Principle of Clarity
• Clarity or clear communication is also an important
aspect for individuals and in business
communication.
• By following the principle of clarity of
communication, one can focus on a specific
message at a time.
• It also helps the receiver to easily understand the
given message or idea.
 Principle of correctness
• On can better understand or interpret the
more accurate message.
• If the message is correct then its impact is also
great and it also boosts the confidence of the
sender.
• The correct use of language is essential in
effective communication.
 Principle of concreteness
• The clear and particular message is defined as a
concrete message.
• The message should be to the point or specific,
definite and clear instead of being general or
unclear.
• Concrete communication includes facts and figures
the message or idea.
• As the message is clear and specific, there is
minimal or zero chances of misinterpretation of the
message.
 Principle of completeness
• Communication should be complete to be
effective.
• A message said to be complete when the
recipients of the message receive all the
necessary information that the want t o be
informed.
 Principle of courteousness
• The sender should be show respect to the
audience or receiver.
• The sender should be polite, enthusiastic,
reflective and sincere.
• The sender takes care of own and receiver’s
feeling.
• The message are focused on the audience,
positive and unbiased.
 Principle of coherence
• Both consistency and logic should be part of
the sender’s message.
• Without being logical coherent, the main
purpose or idea behind the message can’t be
conveyed properly.
• All terms of the message should be
interconnected and relevant to the message
being conveyed.
 Writing skills
• Writing skill is an important part of communication.
• Good writing skill allows us to communicate our
message with clarity.
• Writing skill is necessary in every field.
• For example- software developers need to write
instructional manual for users.
• It is imperative that we must take care that there
are no grammatical errors in our language.
 Phrase
• A phrase is a group of two or more words
as a meaningful unit within a sentence or
clause.
• Types of phrase-
• i) Noun Phrase
ii) Adjective Phrase
iii) verb phrase