Communication

Definition
Communication is the process of passing information and
understanding from one person to another.” In simple
words it is a process of transmitting and sharing ideas,
opinions, facts, values etc. from one person to another or
one organization to another. 
 Process of Communication
The communication is a dynamic process that begins with the
conceptualizing of ideas by the sender who then transmits
the message through a channel to the receiver, who in turn
gives the feedback in the form of some message or signal
within the given time frame. 
1. Sender
The sender or the communicator generates the message and conveys it
to the receiver. He is the source and the one who starts the
communication
2. Message
It is the idea, information, view, fact, feeling, etc. that is generated by the
sender and is then intended to be communicated further.
3. Encoding
The message generated by the sender is encoded symbolically such as in
the form of words, pictures, gestures, etc. before it is being conveyed.
4. Media
It is the manner in which the encoded message is transmitted. The
message may be transmitted orally or in writing. The medium of
communication includes telephone, internet, post, fax, e-mail,
etc. The choice of medium is decided by the sender.
5. Decoding
It is the process of converting the symbols encoded by the sender.
After decoding the message is received by the receiver.

6. Receiver
He is the person who is last in the chain and for whom the message
was sent by the sender. Once the receiver receives the message and
understands it in proper perspective and acts according to the
message, only then the purpose of communication is successful.

7. Feedback
Once the receiver confirms to the sender that he has received the
message and understood it, the process of communication is
complete.

.
8. Noise
It refers to any obstruction that is caused by the sender,
message or receiver during the process of communication.
For example, bad telephone connection, faulty encoding,
faulty decoding, inattentive receiver, poor understanding of
message due to prejudice or inappropriate gestures, etc.
 Principles of Communication

Clarity
. In order to make the message clear to
the receivers, the message should be
organized by using simple language.
The sender must convey the
message clearly and confidently so
that the receiver can easily
understand the message clearly and
confidently so that the receiver can
easily understand the meaning of the
message.
 Objective oriented
The language of communication should
reflect the intention of the sender.
Integration between the sender’s
intention and the language used in
communication certainly improves
the quality of the communication.

Any controversy between them may

distorts the whole communication
process.
 Brevity
The message should be as brief as
possible. Here brevity means
compiling the message with
limited words and sentences. If
this principle is followed, both
sender and receiver can save
time and cost.
 Completeness
In presenting information, principle
of completeness should be
followed. Communication
becomes incomplete if partial
information is presented.
Therefore, the sender should
give sufficient information so
that the message is complete.
 Consistency
Every communication must be
purposeful and should be related
to a particular subject. Therefore,
the message must be consistent
and pertinent to the purpose of
communication. Any message
conflicting to the purpose will
affect negative the
communication process.
 Explanation of message
Necessary explanation of the
message should be given to
make it clear and easy. It helps
the readers to understand the
inner meaning of the message.
 Cleanliness and correctness
In written communication, the
message should be written clearly
and correctly. Clear handwriting,
correct grammar and punctuation
are essential requirements of
effective written communication.
In oral communication, message
should also be delivered clearly.
 Use of simple language
Special attention should be given in using
language in communication. Good
communication always uses simple,
direct and appropriate languages. So for
better communication ambiguous and
complex words, misleading non-verbal
cues, technical words and jargon, poetic
words should avoided.
 Adequate preparation
Adequate preparation should be
taken while communicating
through letter, report, memo
and speech. Preparation will
enhance the quality of the
message.
 Attention
Another important principle
communication is to pay
attention to the message by
both sender and receiver. This
increases the accuracy of
delivery by the sender and
reception by the receiver.
 Use of informal channels
Communication only through
normal channels may reduce
its effectiveness. Hence,
informal channels should be
used along with the formal
ones.
 Mutual feeling
The parties involved in
communication must have felling
for each other. This enhances their
interest and attention toward the
communication message.
 Self-confidence
The communicator should have self-
confidence to the communication
message. Otherwise, he will not be
successful in communication
 Reason-ability
Communication should be based on
logic and reason rather than
assumption and intuition.
 Following feedback process

Communication should have the

provision of feedback. In the absence
of feedback, communication will be
one-way and might be incomplete.
 Types of Communication
• Verbal Communication
This involves the use of language and words for the purpose
of passing on the intended message.  
• Non Verbal Communication
In this type of communication, messages are relayed
without the transmission of words. The messages here are
wordless messages. This form of communication mainly
aides verbal communication. It supplements it with
gestures, body language, symbols, and expressions.
 Verbal Communication
• Oral Communication
This is the communication which employs the spoken
word, either direct or indirect as a communication
channel. This verbal communication could be made on
a channel that passes information in only one form i.e.
sound.
You could converse either face to face, or over the
phone, or via voice notes or chat rooms, etc. It all
comes under the oral communication. This form of
communication is an effective form.
 Non Verbal Communication
• Physical Non-verbal Communication
• This is the sum total of the physically observable. For instance,
hand gestures, body language, facial expressions, the tone of one’s
voice, posture, stance, touch, gaze, and others. Several researchers
have revealed that physical nonverbal communication constitutes
about 55% of our daily communications.

• These are subtle signals that are picked up as part of our biological
wiring. For example, if you rest your head on your palms, it will
mean that you are very disappointed or angry. Similarly, other
subtle hints will convey your reaction to the presenter or your
audience’s reaction to you.
• Aesthetic Communication
Art is an important means of communication. Through
the paintings or other forms of art, an artist can
covey the strongest messages. Several times in the
history of the world, art has been used as an
effective form of nonverbal communication.
Appearance
The first impression sets the tone. People will react to
your appearance and this is a fact of life. Your
clothes, the colour of the fabrics, etc. all determine
the reaction of your audience.
• Visual Communication
• This is communication through visual aids like
drawings, placards, presentations, and
illustrations, etc.
 Barriers of Communication
Physical Barriers:
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.
• Semantic or Language Barriers:
They are the most common
communication barriers which cause
misunderstandings and
misinterpretations between people.
If the speaker and receiver do not use
same language and words, there is no
meaning to the communication.
Not using the words that other person
understands makes the communication
ineffective and prevents message from
being conveyed.
•  Status Barriers
Status or position in the hierarchy of
an organization is one of the
fundamental barriers that obstructs
free flow of information. 
• 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 miscommunication and
even the subordinates don’t feel
comfortable to talk to the superior
due to fear.
• Psychological Barriers 
 The psychological state of the receiver will
influence how the message is received.
For example, if someone has personal
worries and is stressed, they may be
preoccupied by personal concerns and
not as receptive to the message as if
they were not stressed.
Anger is another example of a
psychological barrier to communication.
When we are angry it is easy to say
things that we may later regret and also
to misinterpret what others are saying.
More generally, people with low self-
esteem may be less assertive and
therefore may not feel comfortable
communicating - they may feel shy
about saying how they really feel, or
read negative sub-texts into messages
they hear. 
Cultural Barriers
• As the world is getting more and more
globalized, any large office may have
people from several parts of the world.
Different cultures have a different
meaning for several basic values of
society.
• Dressing, Religions or lack of them,
food, drinks, pets, and the general
behavior will change drastically from
one culture to another.
• Technological  Barriers 
•  Technology is developing fast and as a result, it
becomes difficult to keep up with the newest
developments. Hence sometimes the technological
advance may become a barrier. In addition to this, the
cost of technology is sometimes very high.