Introduction to Communication

Communication can be defined as the

process by which people share ideas,
experience, knowledge and feelings
through the transmission of messages.
• Verbal/ Oral Communication:

• Meetings
• Interviews
• Telephone conversations
• Negotiation
• Group discussions/Debates
Advantages of Verbal Communication
• Oral communication is faster than written communication, as it
requires no time to draft, type, send or receive a message to the
communicator.
• The feedback is immediate and the speaker can gauge the reaction of
the listener then and there.
• Oral communication provides flexibility to the speaker to manipulate,
improve or withdraw his/her words and add emphasis to a particular
point after seeing the response of the target audience.
• Oral communication is more effective tool for persuasion because it
has a personal touch.

Limitations
• It lacks authenticity
• It lacks precision and accuracy of a written document
• Non-Verbal Communication:

• Body Language
• Haptics or Touch Language
• Sign Language
• Silence
Advantages of Non-Verbal Communication:
• It greatly enhances and supplements the understanding of a
verbal message.
• It is possible to understand the educational and cultural background of
the speaker because manners and etiquettes are more likely to be
revealed in non-verbal communication.

Limitations
• Non Verbal communication lacks credibility. If it is not evaluated
correctly, it may be misleading and misguiding.
• Since Non Verbal communication has limitations, it is difficult to
retract or improve upon.
• Directions of Communication:

• Downwards Communication: Highly Directive, from Senior to

subordinates, to assign duties, give instructions, to inform to offer
feed back, approval to highlight problems etc.

• Upwards Communications: It is non directive in nature from

down below, to give feedback, to inform about progress/problems,
seeking approvals.

• Lateral or Horizontal Communication: Among colleagues,

peers at same level for information level for information sharing
for coordination, to save time.
• What is the need for Communication?

To express
emotions

To solve To persuade
problems or influence

Need for
communication
To develop To achieve
relationships understanding

To give or
For decision
receive
making
information
• Process of communication

Message Channel Message

Encoding Decoding

Sender Receiver

Feedback
Barriers in Communication:

1.Physical
2.Semantic and Language
3.Socio-Psychological
4.Organizational
5. Emotional
6.Cross-Cultural
1. Physical:

 Faulty arrangement
 Noise
 Time and Distance
 Information Overload

Ways to Overcome: Appropriate seating arrangement, ensure

visibility audibility
2. Semantic and Language:

 Homophones (Ex: Buy/Bye/by and Rain/Reign)

 Homographs (Ex: Row, Wave and Sewer)
 Jargon (Ex:“Exasperating farrago of distortions,
misrepresentations & outright lies being broadcast by an unprincipled
showman masquerading as a journalist”)

Ways to Overcome: Use of simple language, use of symbols and charts,

active listening
3. Socio-Psychological

 Individual attitudes and opinions

 Status difference
 Premature evaluation

Ways to Overcome: Respect for alternative views and opinions, mutual

respect between subordinates and superiors, avoiding closed
mindedness
4. Organizational Barriers

 Risks involved in a very long chain of communication

 Authoritarian nature of the management
 Spatial limitations at a work place

Ways to Overcome: Need to check the authenticity of the information,

and by encouraging a sense of oneness or a team spirit
5. Emotional

 Inhibition, Intimidation
 Fear
 Mistrust
 Suspicion

Ways to Overcome: frequent exposure, creating opportunities, role

reversal
6. Cross Cultural

 Language
 Values
 Gestures

Ways to Overcome: Understanding other cultures and traditions,

understanding culture specific gestures
Strategies for effective communication
 Create an atmosphere of openness
 Avoid vocal cues
 Do not stereotype or generalize
 Let others talk
 Do not jump to conclusions
 Do not be rigid
 Be genuine and not manipulative
Thank you