BC613:

PROFESSIONAL AND
BUSINESS
COMMUNICATION

ASSIGNMENT - 1

MUSKAN CHOPRA
A1503323092
M.A. COUNSELLING PSYCHOLOGY
SECTION - B
Que.1 What are the 5 stages of communication? Explain each.
Ans.1 Stages 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 when 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.

Que.2 What are the 5 barriers to communication? Explain each.

Ans.2 Barriers To Communication
1) Semantic barriers: Semantic barriers are also known as language barriers.
These barriers are caused due to improper communication between the sender
and the receiver. These include # poor quality of message (Message when
communicated should be precise and easy to understand, that makes it easy for
the receiver to grasp the information conveyed) # Technical language
(Language barriers also arise when the sender of the message is speaking in
technical terms while the receiver is unaware of the terms. It creates confusion
 and misunderstanding between the sender and receiver by acting as a barrier to
effective communication).

2) Organisational barriers: Organisational barriers are those barriers that are

caused due to the structure, rules and regulations present in the organisation.
The various types of barriers that can be encountered due to superior
subordinate relationships where the free flow of communication is not possible.
Sometimes the complexity of organisational structure and multiple managers
make it difficult to convey information properly, and the information gets
distorted leading to miscommunication.

3) Cultural barriers: Cultural barriers are those that arise due to lack of
similarities among the different cultures across the world. A term that can be
harmless in one culture can be regarded as slang in another culture. Moreover,
various beliefs can differ from one culture to another.

4) Physical barriers: Physical barriers to communication are those that arise due
to certain factors like faulty equipment, noise, closed doors and cabins that
cause the information sent from sender to receiver to become distorted, which
results in improper communication.

5) Physiological barriers: Physiological barriers arise when a sender or the

receiver of the communication is not in a position to express or receive the
message with clarity due to some physiological issues like dyslexia, or nerve
disorders that interfere with speech or hearing.