Unit 1 Communication

The word ‘communication’ is derived from the Latin word communicare which means ‘to share’
or ‘belonging to all’. Also from communis (common opinion)
What is Communication? / Definition

 It is a complex process of transfer (or exchange) of ideas, information, thoughts, feelings,

knowledge, and emotions from sender to receiver through a commonly accepted medium
or set of codes
 Communication is a dynamic interactive process that involves the effective transmission of
facts, ideas, thoughts, feelings, and values.

The word ‘process’ suggests that communication exists as a flow through a sequence or series of
steps. The term ‘process’ also indicates a condition of flux and change. The relationships of
people engaged in communication continuously grow and develop.
Source/Sender

Channel/
Ideation Encoding Medium Receiver
Decoding

C
ontext Feedback
Process of Communication:
Communication process is a sequence of activities where message sent is understood by the
receiver in its intended meaning. It is an interactive process. The two communication agents
involved in the communication process are the sender(s) and the receiver(s).
The process of communication consists of five steps that is ideation, encoding, transmission,
decoding and feedback. These steps take place only between the sender and receiver.
Ideation: The first step in the communication cycle is to have an idea with the sender. Ideation
refers to the formation of the idea and we tend select the message to be communicated.

Encoding: It is the process of converting the idea into a particular language. The information to
be sent is transformed into a logical and coded message. Here the sender has to take care of the
symbols and signs to be used for encoding. They must be comprehensible to the receiver.

Channel/Medium: The message is transferred/transmitted from sender to the receiver through a

proper channel. If the sender does not select the transmission mode correctly, there may be
changes or miscommunication. It decides the right time, place and method for communication.

Decoding: The message is received by the receiver. The receiver has to understand the
original idea. For this, the receiver will decode the message. This step is also called decoding.
After decoding the message, the idea reaches the receiver. The process also involves
interpretation and analysis of a message.

Receiving: The last step in the one-way communication process is receiving the idea which
the sender earlier had in his mind.

Feedback: It is most important step in the process of communication. Without feedback the
process of communication won’t be complete. It makes the process of communication two-
way. This is the last stage in the process of communication but, one must keep in mind that,
the communication doesn’t end here. The process of communication continues in a cyclical
order. It is considered the reaction/response to the message. The feedback is given by the
receiver, but when the receiver is giving the feedback he/she becomes the sender and the
sender becomes the receiver. That’s why it is also known as the reverse flow of
communication. Feedback denotes whether the receiver has understood the message or not.
The effectiveness of the process of communication depends on feedback.
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Nature of Communication

 Process, Transfer/Exchange

 Involves sender and receiver

 Dynamic and Systematic

 Present at all levels

 Verbal and/or non-verbal

 Intentional/Unintentional

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Importance/Purpose of Communication

Communication is a human need. Communication is instrumental or directly satisfies certain

needs like physical, emotional, social, psychological etc... It is also instrumental is framing
our culture. Communication is also responsible in administration and control. Every aspect
related to human being is dependent on communication. Either it be politics, economics,
sociology or technical things like evolution of Science and development & use of technology.

It is used:

To inform: Any sentence that is informative in nature. e.g. i) this road leads to the main hall
of the compound.

To entertain: Cracking a joke or delivering a dialogue which amuses the audience or

listeners.

To attract: In this purpose the listeners or audience or receivers are attracted to listen or give
attention to the speaker.

To regulate: This purpose generally serves rules and regulations, sometimes maintaining
discipline in a particular environment. No smoking here.

To instruct: This purpose has a greater role in training, teaching, directing, and administrating.
To influence: This purpose is specific in nature, where we try to influence an
individual’s decision, attitude, thought and impression.

To motivate: This purpose gives attention to particular individual or group to get some
work done or to do better in life, like sermonizing etc.

To persuade: Here the sender is trying to extract some work or job by continuously involving
in conversation with the receiver. This purpose require a lot of skills. This may also take some
time to get fulfilled.

To enquire: When we try to extract information from someone.

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Levels of Communication

Communication between human takes place at following levels:

[Link]- This level of communication occurs between humans and other species.
For example, your pet dog may bark and wag its tail when it sees you or when you rub its
back. Such communications are examples of extrapersonal communication.

[Link]- Intrapersonal communication takes place within the individual. While

preparing for an examination, you motivate yourself, telling yourself "I can do it." This self-
motivation is an example of intrapersonal communication. Even at the time of interpersonal
communication (communication with others), we try to judge or evaluate other/s. That
evaluation: and judgment is at an intrapersonal level.

3. Interpersonal- This communication takes place between human beings. Sharing

information, exchanging ideas, convincing, persuading, negotiating, motivating, driving,
negotiating are all examples of this type of communication. Here, the roles of sender and
receiver change constantly.

4. Organisational- This type of communication occurs within and across organisations. In

this type, there are different networks and different directions in which communication may
take place.

5. Mass- When the sender has to reach out to a large mass of people, this type of
communication is chosen. Examples are announcements or information provided through
pamphlets, advertisements etc. The sender selects the appropriate medium (newspapers,
books, magazines, televisions etc.) to reach the masses.

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Types of Communication (Verbal and Non-verbal Communication)

Communication has two major types: (i) verbal communication and (ii) non-verbal
communication.
Verbal Communication:

When we use any language which is represented by words and sentences for the purpose of
communication, it is known as Verbal Communication. It can be either spoken or oral
(where we use sounds to represent a particular symbol) or written (we use script to
represent symbols).
Non-verbal Communication has six components: (i)Kinesics, (ii)Proxemics, (iii)
Chronemics, (iv)Paralanguage, (v)Appearance, and (vi) Haptics.
(i)Kinesics- Kinesics is an important component of non-verbal communication. The
movement of the body conveys many specific meanings. Their interpretation may be
culture bound. Since many of those movements are unconscious or subconscious, kinesics
movements carry a significant risk of being misinterpreted in intercultural situations.
Kinesics involve body movements, facial expressions, postures, gestures, eye contact etc.
Gestures like shaking a fist to show anger, nodding one's head in agreement etc. denote a
specific message. However, not all gestures have specific meanings. Many gestures are
abstract and may not carry any specific meanings.
Posture reflects your body positions. Straight erect posture conveys your confidence. It is
also important in the communication process how you stand, how you sit and how you
walk.

Body Language: It is the study of body movements in such a manner that each and every
movement of our body communicates a message depending on the environment. It is one of
the most important aspect of Nonverbal communication and communication. The different
body language cues sometimes function independently and sometimes there is a combination
of two or more. We must study all the cues before judging the meaning of the message. With
 a sad face if someone shows his/her good results, we rely on their facial expressions.

Direct eye contact with the listener/audience is essential for every speaker. Avoidance of
eye-contact is a major barrier to face-to-face communication.

(ii)Proxemics: It is the study of space distancing during communication. It refers to the distance
generally we maintain in different situations. The amount of distance we need and the amount of
space we perceive as belonging to us is influenced by a number of factors including social
norms, situational factors, personality characteristics and level of familiarity

Intimate Distance: contact to 18 inches

Personal Distance: 18 inches to 5 feet

Social Distance: 5 feet to 12 feet

Public Distance: 12 feet to 25 feet

(iii) Chronemics - It deals with time. Silence and pauses play a significant role in
communication. silence is considered as a language of many emotions.

(iv) Paralanguage: Paralanguage deals with vocal qualities as volume, pitch, rate,
pronunciation, stress and intonation patterns. The quality of the voice determines the
effectiveness of the message. Using a high pitch reflects helplessness, tension and
nervousness.

(v) Appearance- Your appearance during the course of communication also reflects your
personality.

(vi) Haptics: It is the study of touch. It ranges from touch to cuddling, hugging, hand
shaking, even kicking.

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Barriers to Communication

Barriers: Barriers creates obstruction in the process of communication. This controls the
progress or movement of the process. It breaks the rhythm that is expected in a desired
outcome. It stops the process of communication by partially sending the message, distorting it
or making the communication ineffective.
The following are some of the major barriers:

1. Semantic/Linguistic Barrier: When the sender/source uses words which the

receiver/listener does not understand or decode correctly, it becomes semantic/linguistic
barrier. Thus, the speaker should choose his/her words carefully, being fully aware of the
context. He/she should not use technical jargon. Making grammatical and spelling mistakes in
conveying messages can also create semantic barriers.

2. Physical Barrier: Noise, distance, physical discomfort, environmental conditions etc.

create physical barriers to communication. The receiver may not be able to hear and
understand the speaker due to these reasons.

3. Interpersonal Barrier: An . Interpersonal Barrier is created between the sender of the

message and the receiver if the attitude of the speaker and listener do not synchronise. Lack
of self-confidence, use of inappropriate language (verbal or body language) can create
interpersonal barriers.

4. Psychological Barrier: Your emotions and attitude can also create psychological barriers.
Because of fear, anxiety, complexes, personal prejudices, stress, lack of confidence etc., a
psychological disturbance is created; this has consequences on communication.

5. Organisational Barrier: In an organisation, sometimes there might be loss in

communication due to the poor flow (directionality) or style of communication. Other reasons
could be poorly planned infrastructure, size of the organisation, information overload and
excessive transfer points.

6. Mechanical Barrier: Sometimes many mechanical factors are responsible for the
breakdown in communication process. These are considered barriers in the channel or the
medium. Faulty instruments, inadequate knowledge about the channel/medium create such
barriers to communication.

7. Socio-cultural Barriers: Socio-cultural barriers influence inter-personal relationships.

Class conflict, caste divide, cross-cultural differences, socio-cultural codes and conducts
could be the source of socio-cultural barriers.

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Johari Window

The Johari Window is a simple and useful tool for understanding and training self-awareness,
personal development, improving communications, interpersonal relationships, group
dynamics, team development and intergroup relationships. It was developed by the American
psychologists Joseph Luft and Harry Ingham in the 1955, calling it 'Johari' after combining
their first names, Joe and Harry.

It is also referred to as a 'disclosure/feedback model of self awareness', and an 'information

processing tool'. The Johari Window represents information - feelings, experience, views,
attitudes, skills, intentions, motivation, etc - within or about a person - in relation to their
team, from four perspectives. The window contains four panes called 'regions' or 'areas' or
'quadrants'. Each contains and represents the information - feelings, motivation, etc - in terms
of whether the information is known or unknown by the person, and whether the information
is known or unknown by others in the team.

1. Open area, open self, free area, free self, or 'the arena‘: what is known by the person about
him/herself and is also known by others. It contains information about the person - behaviour,
attitude, feelings, emotion, knowledge, experience, skills, views, etc. The aim in any team is
to develop and expand the 'open area' for every person, because when we work in this area
with others we are at our most effective and productive, and the team is at its most productive
 too.

2. Blind area, blind self, or 'blindspot‘: what is unknown by the person about him/herself but
which others know, eg. one's inadequacy, incompetence, or unworthiness. Could also be
referred to as ignorance about oneself. Not an effective or productive space for individuals or
groups. The aim is to reduce this area by seeking or soliciting feedback from others.

3. Hidden area, hidden self, avoided area, avoided self or 'façade’: What is known to
ourselves but kept hidden from, and therefore unknown, to others, eg. sensitivities, dreams,
fears, hidden agendas, manipulative intentions, secrets - anything that a person knows but
does not reveal.

4. Unknown area or unknown self: Information, feelings, latent abilities, talents, skills,
aptitudes, experiences etc, that are unknown to the person him/herself and unknown to others
in the group „ Can be prompted through self-discovery or observation by others, or through
collective or mutual discovery

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Few points:

Elements of Communication:

Sender/Source, Receiver, Message, Encoding, Channel, Medium, Decoding,

Response/Feedback, and Noise.

Sender is the person who initiates, generates and sends the message. He represents the source
of message.

Message is the idea or information that the sender wants to convey.

Receiver is the person or a group of persons to whom the message is conveyed.

It represents the disturbing factor in the process of communication.

Feedback is receiver’s response to sender’s message.

Noise: Any interference in the message sent and the message received leads to the production of
‘noise’.
Factors that influence communication - sender, receiver, channel, code, topic, message,
context, feedback, noise, & barriers.

Tools of Communication:
 Language
 Script
 Drawing/Painting/Sculpture/Visual art
 Body language
 Silence
 Dress/Appearance

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Important Topics from this unit

 Importance of Communication
 Process of Communication
 Barriers
 Intrapersonal Vs Interpersonal Communication
 Types of Communication
 Johari Window