BITS F112: Technical Report Writing

Communication:
Definition, Process and
Barriers

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 Definition
Communis / Communicare- to share
Transmission and Interchange of facts, ideas, feelings
or courses of action

Professional Communication
Use of effective language for conveying a
technical/commercial/ industrial message to achieve a
predetermined purpose

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Characteristics of Professional
Communication

• concerned with business activities

• characterized by certain formal
elements
• impartial & objective
• certain complex presentation
techniques
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Communication as a process

• Common communication environment

• Sender has ‘an idea’
• Sender encodes the idea in message
• Message travels through a channel
• Receiver decodes the message
• Feedback is given by the receiver
• Feedback travels back to the sender

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 Process

Common Frame of Reference

Sender Message Receiver Response

Channel

Sent Received
Noise
Feed back
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Essentials of communication

• A common communication environment

• Cooperation between the sender and the receiver
• Selection of an appropriate channel
• Correct encoding and decoding of the message
• Receipt of the desired response and feedback

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Types of communication
Oral
Verbal
Written

Types
Signs

Non-
Symbols
verbal
Body
language
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Verbal Communication
Oral Written
Face – to – face e – mail
Telephonic Fax
Group Memorandum
Meeting Notice
Seminar Circular
Conference Press release
Panel Discussion Letter
Symposium Report
Presentation Proposal
Interview Research paper

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 Oral communication

Advantages Limitations
• Adjustable • Future reference not
• Immediate possible
Clarification • Not-effective in case
• Persuasion & control of poor speaker
• Convenient/reliable • Not suitable for
for Groups lengthy details
• Distortion
• Poor retention
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 Written Communication

Advantages Limitations
• Most wanted • Limited only to
• Permanent Literates
• Legal evidence • Costly, time
consuming
• Accurate
• Formal
• Suitable for lengthy (professional
& complicated contexts)
discussions
• Delayed feedback
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Network of communication

Vertical (upward
and downward)

Horizontal or
Formal
Lateral

Flow of
Diagonal
communication

Informal Grapevine

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Network Cont..
• Vertical: It consists of communication up and down
the organization.
Example: Instructional, informational and feedback
• Horizontal: It takes place among peers
Example: sharing and coordinating
• Diagonal (crosswise / radial): Communication flows
in all directions in an organization
Example: feedback, publicity, instructional

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Informal (Grapevine)

Importance Limitations
• Inexpensive • Degree of error
• Most rapid • Can be harmful if it is
• Multidirectional baseless, nonfactual
• Barometer of public • Can lead to
opinion misunderstanding as it
is incomplete
• Outlet for anxiety ,
worries • So swift – damage to
organization
• Voluntary, unforced
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Communication Barriers
Several types of barriers prevent us from
transmitting/communicating our ideas
meaningfully. At least six types of barriers are
important.
• Linguistic
• Psychological
• Interpersonal
• Cultural
• Physical
• Organizational

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Intrapersonal Interpersonal Organizational

Differences in
background, Limited Information
language and vocabulary overload
perception

Incongruity of
Fact-inference Unethical
verbal and non-
confusion communication
verbal

Categorical Emotional Incorrect choice

thinking outbursts of medium

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Task

Select any one communication barrier and offer at

least two strategies to overcome it.

Example: Information overload

Strategy: verify the relevance of supporting
information and exclude the unnecessary detail such
as examples

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Characteristics of Effective
Communication

Clear – unambiguous
Concise – direct, precise
Correct – specific, accurate
Complete – self contained
Courteous – cordial, polite

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Read up chapter 1,3 & 4 for more information on Lesson 2

THANK YOU

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