WHAT IS

COMMUNICATION?

Submitted to: Submitted by : Naman (16)

Dr. Neha Gulati Kajal (10)
Supriya (26)
 Communication Communicare (Latin)
To share or to
make common

Communication Is an act of transferring the information

from one place, person or group to another.

A process of understanding and sharing

 TYPES OF COMMUNICATION
 FORMAL COMMUNICATION
 INFORMAL COMMUNICATION
 ORAL COMMUNICATION
 Face-to-Face
 Distance

 WRITTEN COMMUNICATION
FORMAL COMMUNICATION CHANNELS
The system of official channels
Downward communication
Top Down
Upward communication
Bottom Up
Horizontal https://www.swlearning.com/management/williams/effective1e

Within a level
IMPROVING FORMAL COMMUNICATION
Decrease reliance on downward
communication
Increase chances for upward
communication
Encourage much greater use of
horizontal communication
Be aware of communication problems
INFORMAL COMMUNICATION CHANNELS
Transmitting messages outside the formal
communication channels
The “Grapevine”
Highly Accurate
information is timely
senders seek feedback
accuracy can be verified
 ORAL COMMUNICATION
“Oral communication takes place in face-to-face conversations,
group discussions, telephone calls and other circumstances in which
spoken word is used to express meaning.”

Types:-
Face-to-face
Distance
 WRITTEN COMMUNICATION
“Written Communication refers to the process of conveying a
message through the written signs or symbols.”
 ADVANTAGES OF WRITTEN
COMMUNICATION
• Future Reference
• Accurate
• No Physical Presence
• Uniform Transmission
• Transmit Complex information
• Removes Conflicts
• Convey Message to Mass
 DISADVANTAGES OF WRITTEN
COMMUNICATION
• NO INSTANT FEEDBACK
• CONSUME TIME
• NO PERSONAL TOUCH
• LENGTHY & LESS
RETENTION
WAYS TO COMMUNICATE CLEARLY
WITH WRITTEN COMMUNICATION
• Identify and clearly state your goal
• Use the right tone
• Keep it simple
• Stay on topic
• Use active voice
• Be professional
• Practice
BARRIERS
TO
COMMUNICATION
PHYSICAL/EXTERNAL BARRIERS

SEMANTIC/LANGUAGE BARRIERS

PSYCHOLOGICAL BARRIERS

CULTURAL BARRIERS

ORGANISATIONAL BARRIERS
 PHYSICAL/ EXTERNAL BARRIERS
 These barriers are physical in nature & are outside the communication
process.
 They obstruct the smooth & proper flow of communication from outside.
 It is basically the environmental & natural condition that act as
a barrier in communication in sending message from sender to receiver.

FACTORS CAUSING PHYSICAL/ EXTERNAL BARRIERS

NOISE

TIME & DISTANCE

DEFECTS IN MEDIUM/CHANNEL

ENVIRONMENTAL OR PHYSICAL
DISCOMFORT
FATIGUE, ILL HEALTH & STRESS
NOISE: It is a physical disturbance which interrupts flow of message. It is very common
communication barrier.

TIME & DISTANCE: The element of time & distance often plays spoilsport in the
communication process. Differences in time & Longer the distance between the
communicators often create confusion among the parties to communication.
DEFECTS IN MEDIUM/CHANNEL: A communication medium is simply "how" your
message is sent to the receiver. It is often referred to as the communication channel & any
disruption in it causes a very serious communication barrier.
ENVIRONMENTAL/PHYSICAL DISCOMFORT: Some of these barriers arise because of
geographical conditions & some go with the nature of job. These include: Heat, chill, poor
light, improper seating & spatial arrangements, etc.
FATIGUE, ILL HEALTH & STRESS: These causes inattentiveness on the part of receivers
& poor delivery of message by senders.
COMMUNICATION CHAIN SHOULD
 HOW TO OVERCOME BE SHORTEXTERNAL BARRIERS
PHYSICAL/

TAKE ADEQUATE CARE OF YOUR TONE, LANGUAGE, & WAY YOU ARE
SPEAKING
FORESIGHT AND PLANNING

REDUCE THE LEVEL OF NOISE AS FAR AS POSSIBLE

KEEP A ROUTINE CHECK ON THE COMMUNICATION SYSTEM

KEEP YOUR STRESS, ANXIETY & ANGER IN CONTROL

MAKE USE OF THE BODY LANGUAGE

 SEMANTIC/LANGUAGE BARRIERS
 This barriers arise due to complexities in language.
 Language can be an effective tool when used appropriately but causes
potential barriers to communication due to improper use or use of in
appropriate words.
 It can be defined as the misunderstanding & interpretation of meaning which
restrict effective communication. It can be in form of language, sign & symbol.
FACTORS CAUSING SEMANTIC/LANGUAGE BARRIERS
HOMOPHONES DIFFERENT PRONUNCIATIONS /ACCENTS/STYLES

HOMONYMS POLYSEMIC WORDS

JARGON
HOMOPHONES: These are the words with same pronunciation but different meaning
which might have different spelling too.
HOMONYMS: These are the words which have the same pronunciation & their spellings are
mostly same, but the intended meaning is different.
DIFFERENT PRONUNCIATIONS/ACCENTS/STYLES: People in different places may
speak the same language but there could be a lot of difference in their pronunciations, accents
& styles. When two people from different parts of a country or countries come together
confusion could crop up even if they communicate in the same language due to differences in
pronunciation & accent.
POLYSEMIC WORDS: Words which are used as nouns, verbs & adverbs are called
polysemic words. When such words are used, common misunderstandings may arise when
sender uses a word as 'noun' but the receiver interprets it as 'verb'.
JARGON: It is technical language unique to a profession. Using technical languages is
alright if both persons belong to the same profession but causes much disturbance & 
confusion when people from different professions are communicating & one of them use
technical terms.
  HOW
CHOOSE TO
YOUR OVERCOME
MEDIUM SEMANTIC/LANGUAGE
OF COMMUNICATION EFFECTIVE BARRIERS
“IF YOU WANT THEM TO LISTEN TO WHAT YOU SAY TALK THEIR LANGUAGE.”
ENSURE PROPER FEEDBACK
- TAIBI KAHLER
BE SPECIFIC

SPEAK SLOWLY AND CLEARLY

COMMUNICATE ACCORDING TO THE NEEDS OF THE RECEIVER

AVOID USING TECHNICAL JARGONS

SEEK CLARIFICATION
 PSYCHOLOGICAL BARRIERS
 Every person’s mind is unique & communication does not work like that in
machines or in numbers.
 Communication is highly influenced by the mental condition that the
communicators are in & is disturbed by mental disturbance.
 These barrier refers to the influence of psychological state of the communicators
(sender & receiver) which creates an obstacle for effective communication.

FACTORS CAUSING PSYCHOLOGICAL BARRIERS

LACK OF ATTENTION POOR RETENTION

PREMATURE EVALUATION EMOTIONS

CLOSE MIND/NARROW MINDEDNESS  DISTRUST

LACK OF ATTENTION: When a person’s mind is distracted or preoccupied with other
things, the person is not able to form proper message, listen to what others tell him/her,
interpret the message as required & give proper feedback.
POOR RETENTION: Retention of information is the capacity of the memory of the brain to
store information. Brain does not store all the information it comes across, but only the ones it
deems useful for future. So, half the information is lost in the retention process. 
DISTRUST: Distrust between communicator & communication acts as a barrier. If the parties
do not believe each other, they can not understand each others message in its original sense.
PREMATURE EVALUATION: Sometimes people evaluate meaning of the messages before
the sender completes his message.
EMOTIONS: Emotions like anger, happiness, fear, confusion, & jealousy affect
communication process.
CLOSE MIND/NARROW-MINDEDNESS: It obstructs people from the meaning of
receiving more than what they have already decided to receive. This barrier makes people
recent whatever is new or different from what they have already learnt.
GET TO KNOW PEOPLE, THEIR SOCIAL BACKGROUNDS, BEHAVIOR &
 HOW TO OVERCOME PSYCHOLOGICAL BARRIERS
ATTITUDE 
DEVELOP TRUST & CONFIDENCE

ENSURE PROPER FEEDBACK

SPEAK SLOWLY & CLEARLY

UNDERSTAND PERCEPTUAL DIFFERENCES AMONG PEOPLE 

KEEP YOUR MIND OPEN WHILE COMMUNICATING

LEARN TO LOOK AT THINGS FROM OTHERS PERSPECTIVE

 CULTURAL BARRIERS
 Culture basically means way of life.
 It has strong influence on a person's attitudes, perceptions, beliefs &
values & also shapes their personality traits.
 Values & perceptions differ in different parts of the world & these
differences result in communication mishaps in places that are cultural
diverse.

FACTORS CAUSING CULTURAL BARRIERS

ATTITUDE & VALUES

NON-VERBAL BEHAVIOUR

GENDER DIFFERENCES

 PRE-CONCEIVED NOTIONS

HABITS & ETIQUETTE

ATTITUDES & VALUES: It refers to a set of emotions, beliefs, & behaviors toward a
particular object, person, thing, or event. They reflect how one feels about something. These
are the motive behind purposeful action. Cultural values are values accepted by religions or
societies & reflect what is important in each context. Values are essential to ethics.
NON-VERBAL BEHAVIOUR: These are the behaviors which can dictate a person's
outlooks or emotions without the need for speech. Nonverbal cues are spontaneous &
involuntary & so, hard to hide.
GENDER DIFFERENCES: Priorities of males & females at the workplace are different.
When men & women work in a group, complexities in communication could increase due to
differences in perceptions & approach to work.
PRE-CONCEIVED NOTIONS: Looking at someone or something with already established
attitudes or notions are called preconceived notions. These notions can be about anything
ranging from social behaviour to work culture.
HABITS & ETIQUETTE: Habits of people are a crucial aspect of any culture. These may
be physical or social. Etiquette is social grace. The extent & ways of extending such social
graces differ from culture to culture.
ADAPT THE CULTURE OF THE LAND
 HOW TO OVERCOME CULTURAL BARRIERS

USE APPROPRIATE LANGUAGE

CHOOSE THE RIGHT MEDIUM & CHANNEL

PROJECT THE POSITIVE ASPECTS OF YOUR CULTURE

ENQUIRE ABOUT THE CULTURAL BACKGROUND OF UNKNOWN PEOPLE

BEFORE COMMUNICATING
 ORGANISATIONAL BARRIERS
 These are the ones which are exclusive to organisations & should be averted
or overcome as early as possible to ensure effective communication.
 It keep cropping up continuously as new employee join on new systems are
introduced on a regular basis.

FACTORS CAUSING ORGANISATIONAL BARRIERS

UPWARD COMMUNICATION
HIERARCHY DOWNWARD COMMUNICATION
LATERAL COMMUNICATION

COMMUNICATION OVER-LOAD
COMMUNICATION LOAD
COMMUNICATION UNDER-LOAD

CONVENTIONAL WORK
COMMUNICATION ENVIRONMENT CULTURE
RESISTANCE TO CHANGE
INTER-PERSONAL RELATIONSHIP
HIERARCHICAL BARRIERS: These relate to organisational hierarchy. Tall structures of organisations have
a number of hierarchy, whereas flat structures have a few hierarchies.
 BARRIERS IN UPWARD COMMUNICATION: It flows from bottom to top. Barriers occurred under this
communication are subordinate initiated barriers.
 BARRIERS IN DOWNWARD COMMUNICATION: It flows from top to bottom i.e., from superior to
subordinate.
 LATERAL BARRIERS: It is also known as horizontal communication or communication across the same
level in the organisation. In other words, it is communication among colleagues.
COMMUNICATION LOAD:  The amount of information an employee receives, processes & sends are all
part of communication load.
 COMMUNICATION OVER-LOAD: It occurs when a manager has to deal with more processes than what
he/she physically can.
 COMMUNICATION UNDER-LOAD: It means not receiving the attention that is expected to be received. It
can cause chaos in an organisation & create a sense of exclusion among managers.
COMMUNICATION ENVIRONMENT: It refers to conducive or non-conducive environment towards the
process of communication. When there are no apparent or invisible obstructions like egos, discouragement,
snubbing of managers, the communication environment is said to be good & conducive.
# CONVENTIONAL WORK CULTURE
# RESISTANCE TO CHANGE
# INTERPERSONAL RELATIONSHIPS
ESTABLISH
 HOWPRECISE CHANNELS
TO OVERCOME OF COMMUNICATION
ORGANISATIONAL BARRIERS

EMPOWERING LOWER LEVEL EMPLOYEES

BUILD TRUST

SEEK & GIVE FEEDBACK

BALANCE COMMUNICATION LOAD

KEEP YOUR EGO, ANXIETY & ANGER IN CONTROL

CHOOSE THE RIGHT MEDIUM & CHANNEL

Thank
You….