COMMUNICATION Yamini Johri, M.A.

Cli.Psy.

PROCESSES
Advantages and disadvantages of communication process at workplace.
 Communication Processes.
Communication
Communication is a dynamic process that takes place around us all the time. In fact we spend
70% of our time receiving and sending messages.
Meaning
The origin of the word “communication” is “communicare” or “communis” which means “to
impart”, “to participate”, “to share” or “to make common.” The sense of sharing is inherent in
the very origin and meaning of “communication.”
John Adair defined Communication as an essential ability of one person to contact another
and make himself or herself understood.
It can also be defined as transmission of information and meaning from a sender to a receiver,
with “meaning” being a crucial element. The idea of message must be understood by the
receiver to make the communication successful. It is important for both sender and the
receiver to understand the process to avoid miscommunication.
The components of the communication process can be listed as follows:
1. Idea or impulse that arises in the sender’s mind.

2. Formal expression of the idea or impulse using a medium and channel: encoding.

3. Interpretation of the message by the receiver: decoding.

4. Reaction or response of the receiver.

5. Conveying the reaction/response in the feedback using a medium and channel.

6. Decoding of the feedback received.

The essentials of effective communication are:

1. A common communication environment.

2. Cooperation between the sender and the receiver.

3. Selection of an appropriate channel.

4. Correct encoding and decoding of the message.

5. Receipt of the desired response and feedback.

There are few steps involved in the process of communication: -
a) Incubation of the idea
It is basically the birth of the communication process. Sender comes up with an idea
that she/he wishes to communicate. The form that idea is shaped in can be influenced
by the mood, frame of reference, background, culture, and physical makeup and also
the context of the situation. Experience and assumptions play vital role in shaping
one’s ideas.

b) Encoding of idea
Conversion of ideas into words or gestures to convey messages and their meanings.
Words can have different meanings for different people, this can create a major
issue while communicating verbally. To avoid such misunderstandings, skilled
communicators use familiar, concrete words.

c) Selection of an appropriate channel

The medium is known to be the channel. Message gets delivered through a medium,
it can be by a computer, smartphones, memo, report, and so on. Most
communications happen through digital form, which can be overloaded at the
receiver’s end. It can hamper the clarity of the message.
Any interruptions during the transmission of a message are called NOISE. It can
include weak internet connection, sloppy formatting, typos, even the annoyance a
receiver feels due to senders’ improper choice of channel or overload of message at
the receiver’s end.
Types of noises:
1. Channel noise: This refers to static, mechanical failures, problems in volume,
pitch, legibility of text, etc.
2. Semantic: Here “noise” is generated internally resulting from errors in the
message itself: ambiguity, grammatical errors, wrong spellings, incorrect
punctuation, etc.

d) Decoding of the message

to whom the message is intended is the receiver. Transaction of words into meaning
is called decoding. Understanding the meaning intending the sender is important to
make the communication successful.

e) Feedback
Receiver creates verbal and non-verbal responses into feedback, as a vital part of
communication process. A feedback can be encouraged by the sender by asking
questions such as “Am I making myself clear?” receiver can improve the
communication process by improving the quality of feedback.
In the business world, managers should ensure that adequate facilities and
opportunities exist for obtaining feedback. This is done through establishment of
internal systems and forums which enable employees to express their views and
influence decisions. Market research is another way of obtaining feedback and
information from employees and external target groups.
 Types of Feedback

Feedback may be positive or negative. Positive feedback occurs when the

receiver receives the desired response based on a clear understanding of the
symbols used in the message. Negative feedback occurs when there is an undesired
response because of miscommunication. In some cases, not getting feedback is also
a sort of feedback. For instance, complete silence on the part of the receiver is also
an indicator of either effective communication (agreement) or a failure on the part
of the communicator (inability to understand, dissent).

Feedback may be either immediate or delayed. For example, oral responses are
immediately conveyed but in case of written communication, the feedback may take
some time.

Workplace Communication
Workplace communication is the process of exchanging information, both verbal and non-
verbal, within an organization. There are many means of communication. To be an effective
and valuable member of your workplace it is important that you become skilled in all the
different methods of communication that are appropriate.
Effective workplace communication ensures that organizational objectives are achieved.
Workplace communication is tremendously important to organizations because it increases
productivity and efficiency. Ineffective workplace communication leads to communication
gaps between employees, which causes confusion, wastes time, and reduces productivity.
Misunderstandings that cause friction between people can be avoided by communicating
effectively.
Effective communication at workplace is very important. There are two types of
communication in every organization:
i) Formal Communication
ii) Informal Communication
Formal Communication
Message flows along the paths prescribed by the organization. Formal Communication flows
downward, upward, and horizontal.
Downward Flow of communication
Messages that flow from supervisors to subordinates. Downward communication includes
such thing as job instructions, policy and procedures, employee’s performance appraisals, and
motivational appeals.
Downward communication can lead to information overload as its mostly in written form and
there are several problems like:
They are brief and may produce only limited information which may not be enough for the
receiver to clearly understand the context.
Memos do not normally include job rationale (why a specific task is important and how it
relate to other tasks in the organization.)
Upward Flow of communication
Formal message flows in an upward direction I.e., from subordinates to supervisors and
managers, example: reports of employee work, achievements and progress, outline of work
that needs to be solved, suggestions and how to employees think and feel about their job,
associates, and company.
For upward communication to be successful, it must be accurate. Many subordinates tend to
conceal or distort upward communication to protect themselves and make messages more
acceptable to the superiors. Upward communication is most likely to be distorted or withheld
when subordinates don’t trust their superiors, or when subordinates desire upward mobility or
recognition.
Horizontal Flow of communication
The messages flow laterally between the people of same rank. This type is important for
resolving conflict, sharing information, and coordinating tasks.

Informal Communication
Formal communication allows people to handle predictable, routine situations but they are
inefficient means of meeting unanticipated communication needs for managing crisis, for
dealing with complex and detailed issues.
Many messages flow along an informal network commonly known as grapevine.
Grapevine Communication
The meaning of grapevine communication is communication held without following a
recommended structure in an organization is informal communication. So, grapevine
communication can be described as a casual and unofficial communication system within the
organization.
Think of the lunch meetings you attend with your team. The conversation during such times
revolves around your work, yet it remains unofficial and forms informal or personal
relationships between you and your team members. Building rapport is a crucial aspect of
workplace communication. It leads to better interpersonal relationships that factors into
accomplishing organizational goals a lot more efficiently and effectively.
One of the greatest advantages of grapevine communication is team building and
interpersonal relationships. Not only are you able to get on the same page as your coworkers
but also allow them to get to know you. This is very important for you as an employee.
Sometimes you need to let off steam.

Types of Grapevine Communication

a) Single Strand Chain
the message is passed from one person to another until the information reaches almost
all the concerned people. It’s a simple and uncomplicated way to communicate with
your colleagues. The more people that are involved, the more filtering there is. A
single strand chain is ideal for information to be shared quickly and efficiently.
 For example: Ronald Weasley told Harry Potter about the fight against the dragons in
the movie Harry Potter and The Goblet of Fire? He asks Hermione to tell Harry that
Hagrid’s looking for him.

b) Gossip Chain
In the gossip chain, one person is at the epicentre of the wheel who seeks and shares
information with others. For example: When Ketki, s sociology student, came to
know that her classmate, Nisha, had got a scholarship to study abroad, she told all her
friends about it. Similarly, Gautam, a manager at a digital start-up, just heard about
two of his team members getting married and is now sharing this news with others in
the organization.

c) Probability Chain
This is a process of sharing information randomly. The recipients, too, follow a
similar random way of sharing the same information.

d) Cluster Chain
From the famous Ice Bucket Challenge to the latest #metoo trend, almost every social
media challenge follows the cluster chain process. Here, a person relays information
to a few people, who in turn pass it on to select people

Advantages of grapevine communication

1) Grievance Redressal
Often, during informal meetings, employees can talk about their requirements and
express their opinions and feelings to others without any hesitation. In a more
restricted environment, they may not have raised any issues. This also helps reduce
the turnaround time for conflict to be resolved.
2) Improved relationships
An informal communication system effectively solves most of the problems or
clashes between employees and the organization’s management. This, in turn, creates
positive relations among the teams and the management.
3) Increased Efficiency
Employees share their concerns and issues openly under the informal system. This
helps the management and the organization get precise feedback and solve the
problems. Consequently, it develops and improves the efficiency of the employee.

Disadvantages of grapevine communication

1) Risk of misunderstanding
When it comes to informal meetings, employees sometimes don’t follow the formal
authorization process. This may create misunderstanding among the team members
and the management. If someone doesn’t understand the brief or misunderstands
information that has been shared, it can lead to wasted time and effort. This can be
problematic for the leadership if it hampers your work.

2) Difficult to control
 As informal conversations have no set rules or policies to be followed, controlling the
spread of information can become difficult. This usually means important and
sensitive information gets out. It’s difficult to contain information that has gotten out
of control. Important client information or financials can cause a problem in the
professional environment.
Importance of Grapevine Communication
Grapevine communication conveniently transmits certain messages that can’t be passed
through formal channels. You must have seen this at your workplace quite often. Whenever
the information needs to be used quickly, the manager uses the informal or grapevine method
instead of taking it to formal channels such as emails.

Grapevine also accelerates the feedback process. If used wisely, grapevine communication
can provide valuable feedback to the management, and this input can be used to plan
activities for the employees’ welfare.

Importance of communication at workplace

In a workplace setting, it is important for people to interact with one another to get the
provided job done effectively and to maintain the cordial relationship amongst employees. To
confirm efficiency, the leaders (bosses) must be able to communicate with their teams about
what is needed to be done. If the leader fails to establish an effective communicative
environment, the problems or mistakes might cause distress among the people on every level.
It can even lead to loss of great opportunity or loss of capital in a company. It is important for
a leader to be polite in communicating the message as to avoid the rage and anger amongst
employees, which might affect the quality of work they might do. For an effective workplace
environment, it is important to understand the depth of the communication skills that must be
acquired before starting a company. A great communicator becomes a greater leader. Some
of the notable communication e\issues that must be eliminated are sarcasm, gossip, tantrums,
and self-centredness. Any organization can become abundant with effective communication.
It helps people to develop respect for each other, their work, abilities, personal space, and
self-worth.

Advantages and disadvantages of communication process at workplace

Advantages
i) Promotes understanding
When you communicate clearly, it's easier to get your message across and make
sure you're on the same page with your audience. For example, if you're
discussing a new project with your employees, you want to ensure they
understand your instructions and expectations. Pinpoint the key aspects,
summarize them at the end of the meeting and encourage employees to ask for
further clarification if necessary.
ii) Reading emotional cues
Tuning in and being able to read the emotions of others gives you a big
advantage in deal-making and finding solutions. At the same time, it makes it
 easier to adjust your message so that it fits the mood and needs of your target
audience. For example, if you're making a speech and the audience seems bored
or disengaged, you can use humour or make a powerful statement to draw their
attention. Pay attention to their body language and tailor your speech
accordingly.

iii) Building cordial relationships and managing them

Imagine the following scenario. You’re attending a networking event and find
yourself surrounded by industry experts, suppliers, and like-minded individuals.
Some may be interested in your business and what you have to offer. However,
they may never find out about your company and what makes it stand out unless
you communicate with them. Any of these people could be a potential lead or
business partner. Don’t hesitate to reach out and introduce yourself. Use your
communication skills to market yourself, make a good first impression and
differentiate your brand from competitors. Furthermore, you need to keep an
open line of communication with prospects, vendors, and other business owners
to maintain and grow your relationship.

Disadvantages
i) Negative Acknowledgement
Good communication may not always be enough to make yourself
heard. Your circumstances, as well as your audience and the timing of
the message, can all influence this process. even a clearly delivered
message doesn't prevent negative acknowledgment.

ii) Vulnerability
Reading emotional cues may not always work in your favour. If you can
read these cues, others can do it too. This can turn against you when
you're not in control of your emotions. Losing your temper in any type
of negotiation puts you in a disadvantageous situation .

iii) Not being heard

No matter how strong your communication skills are, you may fail to
deliver your message if the other parties are not listening to what you
have to say. It's possible that one party communicates effectively but is
simply not being heard by the other party. If a message is not being
accepted, negative consequences often result. Remember, effective
communication goes both ways. When receiving parties are not open to
the messaging, even properly communicated messages fall on deaf ears.
This leads to conflict that often can't be resolved without either a
compromise or dissolution of the relationship .