GROUP DISCUSSION

TOPIC:-COMMUNICATION

DATE:- 23/01/2020

SUBMITTED TO:
Mrs. Sweety
Assistant Professor
M.Sc (OBG Nursing)

SUBMITTED BY:
Jatinder Kaur
M.Sc 1st Year (Child Health Nursing)
Adarsh College Of Nursing, Patiala
 COMMUNICATION
DEFINITION

A process by which information is exchanged between individuals through a common system of symbols, signs, or behavior.

OR
The imparting or exchanging of information by speaking, writing, or using some other medium.
PROCESS OF COMMUNICATION

1.Sender
The very foundation of communication process is laid by the person who transmits or sends the message. He is the sender of the
message which may be a thought, idea, a picture, symbol, report or an order and postures and gestures, even a momentary smile. The
sender is therefore the initiator of the message that need to be transmitted. After having generated the idea, information etc. the sender
encodes it in such a manner that can be well-understood by the receiver.
2.Message
Message is referred to as the information conveyed by words as in speech and write-ups, signs, pictures or symbols depending upon the
situation and the nature and importance of information desired to be sent. Message is the heart of communication. It is the content the
sender wants to covey to the receiver. It can be verbal both written and spoken; or non-verbal i.e. pictorial or symbolic, etc.
3.Encoding
Encoding is putting the targeted message into appropriate medium which may be verbal or non-verbal depending upon the situation,
time, space and nature of the message to be sent. The sender puts the message into a series of symbols, pictures or words which will be
communicated to the intended receiver. Encoding is an important step in the communication process as wrong and inappropriate
encoding may defeat the true intent of the communication process.
4.Channel
Channel(s) refers to the way or mode the message flows or is transmitted through. The message is transmitted over a channel that links
the sender with the receiver. The message may be oral or written and it may be transmitted through a memorandum, a computer,
telephone, cell phone, apps or televisions.

Since each channel has its advantages and disadvantages, the choice of proper selection of the channel is paramount for effective
communication.
5.Receiver
Receiver is the person or group who the message is meant for. He may be a listener, a reader or a viewer. Any negligence on the part of
the receiver may make the communication ineffective. The receiver needs to comprehend the message sent in the best possible manner
such that the true intent of the communication is attained. The extent to which the receiver decodes the message depends on his/her
knowledge of the subject matter of the message, experience, trust and relationship with the sender.

The receiver is as significant a factor in communication process as the sender is. It is the other end of the process. The receiver should be
in fit condition to receive the message, that is, he/she should have channel of communication active and should not be preoccupied with
other thoughts that might cause him/her to pay insufficient attention to the message.
6.Decoding
Decoding refers to interpreting or converting the sent message into intelligible language. It simply means comprehending the message.
The receiver after receiving the message interprets it and tries to understand it in the best possible manner.
7.Feedback
Feedback is the ultimate aspect of communication process. It refers to the response of the receiver as to the message sent to him/her by
the sender. Feedback is necessary to ensure that the message has been effectively encoded, sent, decoded and comprehended.

It is the final step of the communication process and establishes that the receiver has received the message in its letter and spirit. In other
words, the receiver has correctly interpreted the message as it was intended by the sender. It is instrumental to make communication
effective and purposeful.

TYPES OF COMMUNICATION

1. Formal Communication

Formal communications are the one which flows through the official channels designed in the organizational chart. It may take place between
a superior and a subordinate, a subordinate and a superior or among the same cadre employees or managers. These communications can be
oral or in writing and are generally recorded and filed in the office.

Formal communication may be further classified as Vertical communication and Horizontal communication.
Vertical Communication

Vertical Communications as the name suggests flows vertically upwards or downwards through formal channels. Upward communication
refers to the flow of communication from a subordinate to a superior whereas downward communication flows from a superior to a
subordinate.

Application for grant of leave, submission of a progress report, request for loans etc. are some of the examples of upward communication.
Sending notice to employees to attend a meeting, delegating work to the subordinates, informing them about the company policies, etc. are
some examples of downward communication.

Horizontal Communication

Horizontal or lateral communication takes place between one division and another. For example, a production manager may contact the
finance manager to discuss the delivery of raw material or its purchase.

Types of communication networks in formal communication:

 Single chain: In this type of network communications flows from every superior to his subordinate through a single chain.

 Wheel: In this network, all subordinates under one superior communicate through him only. They are not allowed to talk among
themselves.
 Circular: In this type of network, the communication moves in a circle. Each person is able to communicate with his adjoining two
persons only.
  Free flow: In this network, each person can communicate with any other person freely. There is no restriction.
 Inverted V: In this type of network, a subordinate is allowed to communicate with his immediate superior as well as his superior’s
superior also. However, in the latter case, only ordained communication takes place.

2. Informal Communication

Any communication that takes place without following the formal channels of communication is said to be informal communication. The
Informal communication is often referred to as the ‘grapevine’ as it spreads throughout the organization and in all directions without any
regard to the levels of authority.

The informal communication spreads rapidly, often gets distorted and it is very difficult to detect the source of such communication. It also
leads to rumors which are not true. People’s behavior is often affected by the rumors and informal discussions which sometimes may hamper
the work environment.

However, sometimes these channels may be helpful as they carry information rapidly and, therefore, may be useful to the manager at times.
Informal channels are also used by the managers to transmit information in order to know the reactions of his/her subordinates.

BARRIERS OF COMMUNICATION

Some of the important barriers to communication have been discussed below:

1. Physical Barriers:

A communication is a two-way process, distance between the sender and the receiver of the message is an important barrier to
communication. Noise and environmental factors also block communication.

2. Personal Barriers:

Personal factors like difference in judgment, social values, inferiority complex, bias, attitude, pressure of time, inability to communicate,
etc. widen the psychological distance between the communicator and the communicate. Credibility gap i.e., inconsistency between what
one says and what one does, also, acts as a barrier to communication.

3. Semantic or Language Barriers:

Semantic is the science of meaning. The same words and symbols carry different meanings to different people. Difficulties in
communication arise when the sender and the receiver of the message use words or symbols in different senses. The meaning intended by
the sender may be quite different from the meaning followed by the receiver. People interpret the message in terms of their own
behaviour and experience. Sometimes, the language used by the sender may not at all be followed by the receiver.

4. Status Barriers (Superior-Subordinate Relationship):

Status or position in the hierarchy of an organization is one of the fundamental barriers that obstructs free flow of information. A superior
may give only selected information to his subordinates so as to maintain status differences. Subordinates, usually, tend to convey only
those things which the superiors would appreciate.

This creates distortion in upward communication. Such selective communication is also known as filtering. Sometimes, “the superior
feels that he cannot fully admit to his subordinates those problems, conditions or results which may affect adversely on his ability and
judgment. To do so would undermine his position as a superior being in the formal organization.” This causes distortion in downward
communication. A subordinate may also feel reluctant to report his shortcomings or may not seek clarification on instructions which are
subject to different interpretations for fear of loss of prestige in the eyes of the superior.

5. Organizational Structure Barriers:

Effective communication largely depends upon sound organizational structure. If the structure is complex involving several layers of
management, the breakdown or distortion in communication wall arise. It is an established fact that every layer cuts off a bit of
information. In the words of W.C. Bennis, “Communication gets distorted particularly as it goes up the hierarchy.”

Moreover, information travelling through formal structure introduces rigidity and causes-delay because of long lines of communication.
Similarly, lack of instructions for further conveying information to the subordinates and heavy pressure of work at certain levels of
authority also act as barriers to effective communication.

6. Barriers Due to Inadequate Attention:

Inadequate attention to the message makes communication less effective and the message is likely to be misunderstood. Inattention may
arise because of over business of the communicate or because of the message being contrary to his expectations and beliefs. The simple
failure to read notices, minutes and reports is also a common feature.

Whatever be the reason, communication remains only a one-way process and there is no understanding of the message, if the receiver
pays little attention to the message. In the words of Joseph Dooher. “Listening is the most neglected skill of communication.” “half
listening is like racing your engine with the gears in neutral. You use gasoline but you get nowhere.”

7. Premature Evaluation:
Some people have the tendency to form a judgment before listening to the entire message. This is known as premature evaluation. As
discussed in the previous point, “half-listening is like racing your engine with the gears in neutral. You use gasoline but you get
nowhere.” Premature evaluation distorts understanding and acts as a barrier to effective communication.

8. Emotional Attitude:

Barriers may also arise due to emotional attitude because when emotions are strong, it is difficult to know the frame of mind of other
person or group. Emotional attitudes of both, the communicator as well as the communicate, obstruct free flow of transmission and
understanding of messages.

9. Resistance to Change:

It is a general tendency of human beings to stick to old and customary patterns of life. They may resist change to maintain status quo.
Thus, when new ideas are being communicated to introduce a change, it is likely to be overlooked or even opposed. This resistance to
change creates an important obstacle to effective communication.

10. Barriers Due to Lack of Mutual Trust:

Communication means sharing of ideas in common. “When we communicate, we are trying to establish a commonness.” Thus, one will
freely transfer information and understanding with another only when there is mutual trust between the two. When there is a lack of
mutual trust between the communicator and the communicate, the message is not followed. Credibility gaps, i.e., inconsistency in saying
and doing, also causes lack of mutual trust which acts as a basic obstacle to effective communication.

11. Other Barriers:

There may be many other barriers, such as un-clarified assumptions, lack of ability to communicate, mirage of too much knowledge of
closed minds, communication overload, shortage of time, etc., which cause distortion or obstruction in the free flow of communication
and thus make it ineffective. Failure to retain or store information for future use becomes a barrier to communication when the
information is needed in future.

BIBLIOGRAPHY:
 D.Elakkuvana Bhaskar Raj.A text book of Nursing Education.Edition 2nd.Page no.190-198.

 KP Neeraja. A text book of communication ad Educational Technology For Nurses. 1st edition.jaypee brothers Medical
publishers (P) Ltd. Page no.130-138.

 Kumari Neelam.A text book of Communication and Educational Technology.Pee Vee publications (Regd.).Page no.127-130.

http://www.communication.com