Concept of Communication
Communication is the process of exchanging ideas, thoughts, knowledge, and
information between two or more people with the purpose of creating a shared
understanding. It is the foundation of human interaction and helps in building
relationships, sharing knowledge, and achieving goals.
Key Points about the Concept of Communication:
Definition – Communication is a two-way process of sending and receiving
messages through verbal, non-verbal, or written means.
Purpose – To create understanding, express ideas, influence others, or share
emotions and information.
Process – Communication involves a sender, message, channel, receiver,
and feedback.
Nature – It can be verbal (spoken/written) or non-verbal (gestures,
expressions, body language).
Essential Feature – Effective communication ensures that the receiver
interprets the message as intended by the sender.
Process of Communication:
Sender (Communicator) – The person who originates the message.
Message – The information, idea, or thought being conveyed.
Channel (Medium) – The way through which the message travels (speech,
writing, gestures, digital media, etc.).
Receiver (Audience) – The person or group who receives and interprets the
message.
Feedback – The response from the receiver that ensures the message was
understood correctly.
Noise/Barriers – Anything that distorts or obstructs communication (language
problems, distractions, cultural differences, etc.).
Importance of Communication:
Builds relationships and trust.
Essential for education, business, governance, and media.
Helps in decision-making and problem-solving.
Promotes cultural and social understanding.
Enhances teamwork and leadership.
Impact of technological advancement on communication
Positive Impacts:
Speed and Efficiency – Instant messaging, emails, and video calls allow
communication in real-time across the globe.
Global Connectivity – Social media platforms and networking apps connect
people regardless of distance or borders.
Variety of Channels – Communication is no longer limited to voice or text;
now we have multimedia (images, videos, emojis, GIFs, VR/AR).
Cost-Effectiveness – Internet-based communication (WhatsApp, Zoom, etc.)
reduces the cost compared to traditional long-distance communication.
Accessibility – Smartphones and apps make communication easier for people
of all backgrounds, even in remote areas.
Collaboration & Productivity – Tools like Google Meet, Microsoft Teams,
and Slack support teamwork and remote working.
Documentation & Storage – Emails, cloud storage, and digital records allow
archiving and retrieval of past communications.
Negative Impacts:
Reduced Face-to-Face Interaction – Over-dependence on digital media
reduces personal and emotional touch.
Information Overload – Too many messages, notifications, and emails can
cause stress and confusion.
Privacy & Security Concerns – Risk of hacking, cyberbullying, identity theft,
and misuse of personal data. Digital Divide – Unequal access to technology
creates a gap between urban vs. rural and rich vs. poor communities.
Decline in Language & Social Skills – Excessive use of short forms, emojis,
and AI-driven chats may weaken formal communication skills.
Distraction & Addiction – Social media and instant messaging can reduce
focus and productivity.
Major Barriers to communication
Major Barriers:
1. Physical Barriers
External or environmental obstacles that block communication.
Examples: noise, poor lighting, long distance, faulty equipment, or
overcrowded rooms.
2. Language Barriers
Use of difficult, technical, or unfamiliar words.
Differences in language, dialect, or accent.
Excessive use of jargon or slang that the receiver does not understand.
3. Psychological Barriers
Personal feelings, emotions, or mental state that affects communication.
Examples: stress, anxiety, anger, low self-esteem, prejudice, or lack of
attention.
4. Cultural Barriers
Differences in social values, beliefs, customs, or traditions.
Gestures, etiquette, and body language may have different meanings across cultures.
5. Organizational Barriers
Issues within an organization or institution that affect the free flow of communication.
Examples: rigid hierarchy, lack of transparency, information overload, or unclear
policies. .
6. Perceptual Barriers
When the sender and receiver interpret the message differently.
Example: A manager’s feedback meant as guidance may be perceived as
criticism by an employee.
7. Attitudinal Barriers
Arise due to attitude, personality, or mindset.
Example: arrogance, lack of interest, resistance to change, or negative attitude.
8. Technological Barriers
Issues caused by technical problems in communication tools.
Examples: poor internet, software glitches, outdated devices.
Characteristics of verbal communication
• Use of Words•
Relies on language, vocabulary, grammar, and sentence structure.
Can be spoken (speech, conversation, phone calls) or written (letters, emails,
reports).
• Clarity and Precision
message can be made clear and specific with the right choice of words.
• Speed and Efficiency
Spoken words allow quick transmission of ideas.
Written words can be instantly shared through technology.
Formal and Informal Nature
Can be used formally (meetings, presentations, official documents) or informally
(casual talks, friendly chats).
• Record and Evidence
Written communication provides a permanent record.
Spoken communication (if recorded) can also serve as proof.
• Two-way Process
Involves a sender and a receiver, with feedback to ensure understanding.
• Cultural and Social Influence
Language and meaning of words may differ across cultures and societies.
• Flexibility
Words can be changed, rephrased, or adjusted according to the audience and situation.
• Dependence on Language Skills
Effectiveness depends on vocabulary, pronunciation, grammar, and
communication skills of the speaker or writer.
• Combination with Non-Verbal Cues
In spoken communication, tone, pitch, and body language add meaning to words.
Characteristics of Non-verbal Communication
Wordless Communication
Expressed without spoken or written words.
Relies on signs, symbols, and body movements.
Universal Nature
Many expressions (smile, anger, crying) are understood globally, beyond language
barriers.
Continuous Process
Even when silent, our body language, expressions, and posture communicate
messages.
Complementary to Verbal Communication
Supports, strengthens, or sometimes contradicts verbal messages.
Example: Saying “I’m fine” with a sad face shows contradiction.
Expression of Emotions
More effective in conveying feelings like love, anger, joy, fear, or sadness than words.
Multi-Dimensional
Includes facial expressions, gestures, posture, touch, tone of voice, eye contact, and
appearance.
Cultural Variations
Meanings of gestures, eye contact, or personal space differ across cultures.
Example: A thumbs-up means “good” in some countries but offensive in others.
Spontaneous in Nature
Often unconscious and natural, making it harder to control or fake.
Quick Transmission
Emotions and attitudes are communicated instantly without the need for words.
Less Structured
Unlike verbal communication, it lacks formal rules of grammar and vocabulary.
Objectives of Communication
• To Share Information
Communicate facts, data, and knowledge clearly to others.
Example: A teacher explaining a lesson to students.
• To Create Understanding
Ensure that the receiver interprets the message as intended by the sender.
Example: A manager giving instructions to employees.
• To Persuade or Influence
Convince others to accept ideas, take action, or change attitudes.
Example: Political leaders influencing people through speeches.
• To Build Relationships
Develop trust, cooperation, and mutual respect among people.
Example: Friends maintaining bonds through conversation.
• To Exchange Ideas and Opinions
Encourage open discussions, debates, and brainstorming.
Example: Team meetings for project planning.
• To Express Emotions and Feelings
Share happiness, sadness, anger, or appreciation.
Example: Expressing gratitude or offering condolences.
• To Motivate and Inspire
Boost morale and encourage people to perform better.
Example: A coach motivating players before a match.
• To Promote Coordination
Align actions and efforts within a group or organization.
Example: Departments in an organization coordinating through communication.
• To Facilitate Decision-Making
Provide information and feedback necessary for making effective decisions.
Example: Business meetings for strategic planning.
To Provide Feedback and Control
Communication helps in evaluating performance and guiding improvements.
Example: Teacher giving feedback on student assignments
Channels of Communication
1. Formal Channels
Official and structured paths of communication.
Follow hierarchy, rules, and organizational structure.
Examples: Circulars, memos, official letters, reports, emails, meetings.
Purpose: To maintain order, clarity, and accountability.
2. Informal Channels
Unofficial and casual paths of communication.
Arises from personal relations, friendship, and social networks.
Example: Gossip, rumors, casual conversations in the workplace.
Purpose: To build relationships, spread quick information, and improve
morale.
Based on Direction:
Downward Communication
From higher authority to subordinates.
Example: Orders, policies, instructions, circulars.
Upward Communication
From subordinates to higher authority.
Example: Reports, feedback, suggestions, grievances.
Horizontal (Lateral) Communication
Between employees or departments at the same level.
Example: Coordination between two managers of different departments.
Diagonal Communication
Across different levels and departments, cutting across hierarchy.
Example: An employee directly contacting the finance department for budget
clarification.
Based on Medium:
Verbal Channels
Face-to-face conversation, telephone, video conferencing.
Written Channels
Letters, reports, notices, emails, SMS.
Non-Verbal Channels
Body language, gestures, facial expressions, silence, tone of voice.
Digital Channels
Social media, instant messaging apps, intranet portals.
