The Nature of Communication

1. What is Communication?
“Communication is the art and process of creating and sharing ideas.
Effective communication depends on the richness of those ideas.”
(McPheat, 2010).

The Oxford English Dictionary defines communication as "the imparting,

conveying, or exchange of ideas, knowledge and information'. This can
apply to words or body language.

Entrepreneur Handbook defines communication as “the sharing of

information between different individuals. It includes the sharing of ideas,
concepts, imaginations, behaviours and written content. Communication is
simply defined as the transfer of information from one place to another.
This transfer of information can be conducted in different ways.”

2. The Communication Process

The communication process is composed of several stages, each of which
offers potential barriers to successful communication. Here's a sample
organizer how communication works:
Here's how McPheat (2010) would describe the different elements of
communication:

Source
 The source of the message is the sender. The sender must know why
the communication is necessary and what result is needed.
Message
 The source of the message is the sender. The sender must know why
the communication is necessary and what result is needed.
Encoding
 Encoding is the process of taking your message and transferring it into
the proper format for sharing it with your audience. It requires knowing
your audience and ensuring that your message provides all of the
information that they need.
Channel
 The channel is the method of communication that you choose such as
face-to-face, by telephone, or via email.
Decoding
 Decoding is the process of receiving the message accurately and
requires that your audience has the means to understand the
information you are sharing.
Receiver
 You have expectations for a response from the receiver when you send
a message. You can increase the chances of getting this result by
addressing your audience’s concerns or addressing specific benefits as
part of your communication
Feedback
 Feedback lets you gauge how successful you were at communicating. It
also offers a chance to adjust your communication process for the
future
Context
 Context involves things such as your relationship with your audience,
the culture of your organization and your general environment.

At each of these stages, there is the potential for barriers to be formed

or problems to arise. As we look at ways to limit the barriers to
communicating effectively, remember a deep understanding of the process
of communication and communication skills is essential. It is vital to the
success of any individual in any business.

Confucius wrote…

'If language is not correct, then what is said is not what is meant.

If what is said is not what is meant, then what ought to be done

remains undone'.

Types of Communication

1. Verbal
 This involves the use of language and words for the purpose of passing
on the intended message. In general terms, verbal communication
means communication in the form of spoken worlds only. But, in the
context of types of communication, verbal communication can be in
the spoken or the written form. Thus, the verbal form may be oral or
written:

Written communication
 This kind of communication involves any kind of exchange of
information in the written form. For example, e-mails, texts, letters,
reports, SMS, posts on social media platforms, documents,
handbooks, posters, flyers, etc.

Oral communication
 This is the communication which employs the spoken word, either
direct or indirect as a communication channel. This verbal
communication could be made on a channel that passes
information in only one form i.e. sound. You could converse either
face to face, or over the phone, or via voice notes or chat rooms,
etc. It all comes under the oral communication. This form of
communication is an effective form.
 Direct communication
 Is very straight forward. Whether it is in giving instructions
or asking a question. For instance in a direct communication
 style instead of “beating around the bush” the
communicator would immediately ask the question, or give
an order. Since the communication is so straight forward
this tends to lead to less miscommunications between the
sender and the decoder of the message. The thought
process that is located during direct communication is
linear. Thus the organization that is involved is usually
chronological. With all that being said about verbal
communication written communication in direct
communication style cultures are to the point and concise.
 Indirect communication
 is the opposite of direct communication. Indirect
communication gathers information from in-between the
lines. For instance in a indirect communication culture
instead of coming out and asking a question or commenting
on a situation they will go about it in a roundabout way. This
roundabout way of communicating diffuses the
responsibility between communicators, by doing this it also
saves the face of both parties involved. Indirect
communication makes connections between the
communicators that are involved. Also by being an indirect
communicator shows sophistication and subtlety. On the
other hand as a written communicator in an indirect culture
being indirect shows respect and courtesy for the reader.

2. Non- verbal communication

 In this type of communication, messages are relayed without the
transmission of words. The messages here are wordless messages.
This form of communication mainly aides verbal communication. It
supplement its gestures, body language, symbols, and expressions.
Through these, one may communicate one’s moods, or opinion or even
show a reaction to the messages that are relaying. One’s non-verbal
actions often set the tone for the dialogue. You cannot control and
guide the communication if you control and guide the noverbal
communication. Some of the modes of non-verbal communication are:

Physical non- verbal communication.

  This is the sum total of the physically observable. For instance,
hand gestures, body language, facial expressions, the tone of one’s
voice, posture, stance, touch, gaze and others. Several researchers
have revealed that physical nonverbal communication constitutes
about 55% of our daily communications. These are subtle signals
that are picked up as part of our biological wriing. For example, if
you rest your head on your palms, it will mean that you are very
disappointed or angry. Similarly, other subtle hints will convey your
reaction to the presenter or your audience’s reaction to you.
Paralanguage.
 This is the art of reading between the lines. The main kind of such
communication is done with the tone of one’s voice. This kind of
communication amounts to almost 38% of all the communication
that we do every day. Along with the tone of voice, the style of
speaking, voice quality, stress emotions, or intonation serves the
purpose of communication. And, these aspects are not verbal.
Aesthetic Communication.
 Art is an important means of communication. Through the paintings
or other forms of art, an artist can covey the strongest messages.
Several times in the history of the world, art has been used as an
effective form of nonverbal communication.
Appearance.
 The first impression sets the tone. People will react to your
appearance and this is a fact of life. Your clothes, the color of the
fabrics, etc. all determine the reaction of your audience.

3. Visual Communication
 This is the communication through visual aids like drawings, placards,
presentations, and illustrations, etc.

Barriers for Effective Communication

 Tangible Differences
1. Gender. It is the major influence on the way we communicate with
others. When men and women work together in a group, men tend to
be more assertive and self-confident. Women are more likely than
men to express their emotions, to reveal how they feel about a
situation.
2. Age. Young people and old people communicate in different ways. We
do tend to judge a statement by different standards if we know the
speaker’s age. A person’s age or gender is not important in judging the
truth or wisdom of what that person says .
Other barriers:
 Individual’s Physical health condition
 maturity level
 Pronunciation
 educational background
 Eras when people grew up

 Intangible Differences
 Perception. Our physical limitations are a screen through which we
perceive things that exist in our environment. Our perception is also
limited by psychological screens that we have developed. Choosing
from among the many things within our range of perception those that
we will notice, and block out the rest is called “Selective Perception”
 Motivation. The strongest motivations are those that are most
personal. We are motivated by money, fame, power, love, status,
security, skill, ambition...etc. It can be both positive or negative.
 Close Mindedness (Tunnel Vision). A closed way of thinking, especially
about abstract topics, such as religion and politics. The person with
tunnel vision is one who has firmly fixed ideas . The opposite side is
open-mindedness. Person with tunnel vision has attitude seems to say;
“I’ve already made up my mind, Don’t confuse me with the facts!!!”
 Ego Defensiveness. A response pattern in which a person who follows
this pattern sees a disagreement as a personal attack .
 Negative emotions. This is especially true if the emotion is
uncontrolled, unfocused, or misdirected.

Guidelines for Effective Communication

 Plan your communication.
 Seek to clarify ideas before communicating.
 Examine the purpose of your communication.
 Consider the total physical and human setting when communicating.
 Be mindful of the overtones as well as the basic.
 Make your message simple, clear and concise.
 Show interest to your listener.
 Do not do most of the talking.
 Be polite; do not interrupt the speaker.
 Give the speaker your undivided attention.
 Ask question when necessary.
 Follow-up communication by soliciting feedback.
 Be sure that your actions support communication.
 Seek not only to be understood but to understand.