NAME: AREEBA BUTT

REGISTRATION NUMBER: W19BACT011

DEPARTMENT: ACCOUNTING AND FINANCE

COURSE TITLE: ENGLISH CORE 3

SUBMITTED TO: MISS AMNA SHAHID

DATE: 17 FEB, 2023

Pre-Mid Assignment
 Communication
The word "communication" has its root in the Latin verb "communicare", which means "to
share" or "to make common”. Communication is usually understood as the transmission of
information. In this regard, a message is conveyed from a sender to a receiver using some form
of medium, such as sound, paper, bodily movements, or electricity. In a different sense, the term
"communication" can also refer just to the message that is being communicated or to the field of
inquiry studying such transmissions. According to an influential and broad definition by I. A.
Richards, communication happens when one mind acts upon its environment in order to transmit
its own experience to another mind. On their view, communication involves the interaction of
several components, such as a source, a message, an encoder, a channel, a decoder, and a
receiver. Successful communication is essential for success in almost every career. Successful
people understand how crucial communication is. They comprehend the procedure and how,
when applied properly, it will make them more successful both at work and outside of it.
 7 elements essential for successful communication.

1. Sender

 The sender is the person who is trying to communicate a message.

 The sender wants the other person to receive and understand his/her message. The intent of
the message is usually to get the other persons to do or understand something.

Unfortunately, in the transference of information, the other persons may not understand the
message the way the sender intended. In fact, it is not uncommon for the other persons to
respond in some affirmative manner communicating the message was received. This does not
mean the message was understood the way the sender intended.

2. Receiver

 The receiver is the recipient of the message and must translate the words into thoughts,
process the thoughts, and determine how to respond to the sender.
 The challenge is that since the receiver’s education and experience may be very different
from the sender, words often have different meanings.

3. Message

While you may carefully choose the words to speak, words alone represent a small percentage of
what is received by the other person. In fact, according to the literature, words carry the least
value in the message.

 Hence, what is said is not nearly as communicative as body language and voice inflection.
Even when no words are spoken, communication is taking place. If a person frowns, does
not make eye contact, or looks at his/her watch a message is being sent…and it may not be
the intended message.
  Consequently, it makes sense to pay attention to body language and voice inflection. This
takes more than casual watching and listening. It takes our full attention to be most
effective.
 An effective message is one where there is congruency, or agreement, between the words,
meaning, and emotion. Body language and voice inflection are essential in achieving
congruency.

4. Channel

 Channel is the medium used by the sender to send the message to the receiver. This may
be in-person, via telephone, e-mail, text message, written correspondence or a third-party.
 An important point to remember is that when communication is only verbal the most
important element of communication…body language…is left out. If the communication
is written, then both body language and voice inflection are left out.
 Therefore, depending on the nature of the message to be sent, a sender will want to
consider which medium to use. More critical messages may require face-to-face meetings,
while less critical messages may be appropriately sent via a verbal or written message.

5. Noise

 Noise refers to interference that takes place during the communication process. Both the
sender and receiver may be distracted by noise. Noise may come from internal (thoughts,
emotions, etc.) or external sources (radios, other conversations, etc.).
 When encountering a noise, take steps to reduce the distraction. If the noise is internal,
take some time to refocus. Taking several deeps breathes can help. Excusing yourself to go
get a drink of water may be the mental break needed to clear the mind.
 If the noise is external, then try to find a quieter location for the meeting. If necessary,
consider rescheduling the meeting for a time when there are fewer distractions.

6. Feedback

Feedback is the process of determining if the message has been properly received. This can be
initiated by the sender or receiver. The sender, for example, may ask the receiver to repeat the
message to confirm that the message was received as intended. On the other hand, a good listener
will provide feedback to confirm that he/she correctly received the message.

Feedback may occur in four ways.

1. First, and probably most common, is paraphrasing.  Paraphrasing is reciting back what
the other person said in your own words.
2. The second is summarizing. This involves making a brief statement of the key points and
feelings expressed by the other person.
3. The third is to reflect the feelings. The focus is not so much on the message as the
emotions behind the message. This is often an effective way to reflect empathy.
4. The fourth way is to reflect meaning. The focus of this type of feedback is to identify the
meaning being expressed by the other person. On occasion, a person says one thing, but it
carries a different meaning.

Message I came to work today intending to do l/M

undercover runs and there are no vehicles
available. I will have to go to another lab to obtain
a suitable vehicle.
Paraphrasing I heard you say that because there are no vehicles
here you will have to pic k up a vehicle at another
lab before you can start work on your runs.
Summarizing I heard you say you will have to get a vehicle at
another lab before you start work. You sound
frustrated.
Reflecting Feelings You sound upset.

Reflecting Meaning Are we having problems getting undercover

vehicles again?

Each of these different forms of feedback has a place in the communication process. Two things
occur when feedback is provided:
  First, it helps ensure the message was clearly received.
 Second, it is a way of valuing the sender. When the receiver takes the time to make sure
the message was correctly heard and understood it communicates that the sender is
important valuable.

The Process of Communication

Step 1: Idea Formation – The communication process begins when the sender has an idea to be
communicated.  The idea will be influenced by complex factors surrounding the sender.  The
sender must begin by clarifying the idea and purpose.  What exactly does the sender want to
achieve?  How is the message likely to be perceived?  Knowing this information provides a
higher chance of successful communication.

Step 2: Message Encoding – The idea must be encoded into words, symbols, and gestures that
will convey meaning.  Because no two people interpret information in the exact same way, the
sender must be careful to choose words, symbols and gestures that are commonly understood to
reduce the chances of misunderstanding.  Therefore, a sender must be aware of the receiver’s
communication skills, attitudes, skills, experiences, and culture to ensure clear communication.
Step 3: Message Transmission: Choosing the medium to transmit the message is the next step
in the communication process.  Messages can be transmitted in a verbal, written, or visual
manner. For clear communication to occur, the medium and message must match.

Step 4: Decoding – When the message reaches the receiver, the message must be decoded into
its intended meaning.  Therefore, the receiver must translate the words, symbols, and gestures as
the sender intended. Because no two people interpret information in the exact same way,
incorrectly decoding a message can lead to misunderstanding.  Successful decoding is more
likely when the receiver creates a receptive environment and ignores distractions.  Alert receivers
strive to understand both verbal and nonverbal cues, avoid prejudging the message, and expect to
learn from the communication.

Step 5: Feedback – A vital part of the communication process is feedback.  Feedback occurs the
sender and receiver check to ensure the message was understood as intended.  Feedback is a
shared responsibility between the sender and the receiver and can be verbal or non-verbal.  For
example, the sender can elicit feedback by asking, “Do you have any questions?” The sender can
also improve the feedback process by only providing as much information as the receiver can
handle.  Receivers can encourage clear communication by providing clear, timely, descriptive,
and non-judgmental feedback.  For example, the receiver can shake his/her head up and down to
confirm “yes” I have a question.

Barriers of Communication
This far we have seen what we mean by the process of communication. But, at times even after
taking care of every other detail some misunderstandings arise. So, to eliminate these
misunderstandings, we have to understand the most common barriers to effective
communication. There are many reasons why interpersonal communications may fail. In many
communications, the message (what is said) may not be received exactly the way the sender
intended. It is, therefore, important that the communicator seeks feedback to check that their
message is clearly understood. The intended communique will often be disturbed and distorted
leading to a condition of misunderstanding and failure of communication.
The Barriers to effective communication could be of many types like linguistic, psychological,
emotional, physical, and cultural etc. We will see all of these types in detail below.

 Psychological Barriers:

These communication barriers exist in people’s minds based on how they perceive the world
around them. They can be caused by the many cognitive biases of the human mind that prevent
us from perceiving people and situations accurately. Individuals may also have their own unique
biases based on previous experience and the influence of others. The psychological state of the
communicators will influence how the message is sent, received and perceived. There are
various mental and psychological issues that may be barriers to effective communication. Some
people have stage fear, speech disorders, phobia, depression etc. All of these conditions are very
difficult to manage sometimes and will most certainly limit the ease of communication.
 Emotional Barriers:

Emotional communication barriers are the negative feelings we acquire about certain people,
places and situations. Whether caused by bad experiences or the influence of others, they evoke
emotions such as fear and mistrust that prevent effective interaction. Sometimes the barrier is
simply fear of what others think about us, which may come from being taught to “mind our Ps
and Qs” or “never speak until you are spoken to” when we were children. The emotional IQ of a
person determines the ease and comfort with which they can communicate. A person who is
emotionally mature will be able to communicate effectively. On the other hand, people who let
their emotions take over will face certain difficulties. A perfect mixture of emotions and facts is
necessary for effective communication. Emotions like anger, frustration, humor, can blur the
decision-making capacities of a person and thus limit the effectiveness of their communication.

 Cultural Barriers:

As the world is getting more and more globalized, any large office may have people from several
parts of the world. Different cultures have a different meaning for several basic values of society.
Dressing, Religions or lack of them, food, drinks, pets, and the general behavior will change
drastically from one culture to another. To be accepted as a member of a group, we often need to
adopt patterns of behavior that the group perceives as a sign of belonging. For example,
honesty, openness, diligence, banter or a sense of humor. Cultural communication barriers arise
if you don’t understand the group’s required behavior patterns, which increases the risk of doing
something its members frown upon. Research is the best way to overcome this. With an
understanding of the group’s expectations and rituals, you can build fruitful relationships and
contribute toward shared objectives. Hence it is a must that we must take these different cultures
into account while communication. In many multinational companies, special courses are offered
at the orientation stages that let people know about other cultures and how to be courteous and
tolerant of others.

 Physiological Barriers:

Certain disorders or diseases or other limitations could also prevent effective communication
between the various channels of an organization. The shrillness of voice, dyslexia, etc. are some
examples of physiological barriers to effective communication. However, these are not crucial
because they can easily be compensated and removed. Physiological barriers to communication
may result from the receiver’s physical state. For example, a receiver with reduced hearing may
not fully grasp the content of a spoken conversation especially if there is significant background
noise.
 Attitude Barriers:

Certain people like to be left alone. They are the introverts or just people who are not very social.
Others like to be social or sometimes extra clingy! Both these cases could become a barrier to
communication. Some people have attitude issues, like huge ego and inconsiderate behaviors.
Attitudinal barriers are behaviors or perceptions that prevent people from communicating
effectively. Attitudinal barriers to communication may result from personality conflicts, poor
management, and resistance to change or a lack of motivation. To be an effective receiver of
messages you should attempt to overcome your own attitudinal barriers to help ensure more
effective communication.

 Systematic Barriers of Communication:

Systematic or structural barriers to communication are obstacles that arise during the exchange
of ideas when the source of the information lacks authority or is unfamiliar. Irony or sarcasm are
two instances of a structural barrier that obstructs communication. When someone tells a joke
and the other person doesn't get it, this frequently happens. Uncertainty about the sender and/or
their sense of humor can result in misinterpretation.
 Linguistic Barriers:

The language barrier is one of the main barriers that limit effective communication. Language is the
most commonly employed tool of communication. The fact that each major region has its own
language is one of the Barriers to effective communication. Even in the same workplace, different
employees will have different linguistic skills. As a result, the communication channels that span
across the organization would be affected by this. Thus keeping this barrier in mind, different
considerations have to be made for different employees. Some of them are very proficient in
a certain language and others will be ok with these languages.

 Organizational Structure Barriers:

As we saw there are many methods of communication at an organizational level. Each of these

methods has its own problems and constraints that may become barriers to effective
communication. Most of these barriers arise because of misinformation or lack of appropriate
transparency available to the employees.

 Perception Barriers:

Different people perceive the same things differently. This is a fact which we must consider during
the communication process. Knowledge of the perception levels of the audience is crucial to
effective communication. All the messages or communique must be easy and clear. There shouldn’t
be any room for a diversified interpretational set.

 Technological Barriers & Socio-religious Barriers:

Other barriers include the technological barriers. The technology is developing fast and as a result, it
becomes difficult to keep up with the newest developments. Hence sometimes the technological
advance may become a barrier. In addition to this, the cost of technology is sometimes very high.

Most of the organizations will not be able to afford a decent tech for the purpose of communication.
Hence, this becomes a very crucial barrier. Other barriers are socio-religious barriers. In a
patriarchal society, a woman or a transgender may face many difficulties and barriers while
communicating.