Process of Communication

1
Prerequisites of Business Communication

The three most important prerequisites of communication are –

1 – Purpose
(speakers / writer’s expectation + how the listener / reader
hear/see/read/understand and respond)

2 – Content
(Data - Information – Knowledge – and its preparation)

3 – Skills
(Listening, reading, speaking and writing)

2
 COMMUNICATION CYCLE:

Communication is a dynamic interactive process that requires a sender or a sending party and one or

more receivers.

It not only involves exchange of messages but a rapid interchanging of roles between the sender and

the receiver making it a cyclic process.

 What is Communication Cycle?

• The communication cycle is the process by which a message is sent by one

individual, and it passes through a chain of recipients.

• The timing and effectiveness of a communication cycle is based on how long it

takes for feedback to be received by the initial sender.
Feedback
 Elements of communication process

• Sender:
• Is any person who feels a need to interact. He is the source of a message
and the initiator of a communication act.

• He is the speaker / writer.

• The person who begins the communication interaction by having a thought or
intended message to send to a listener.
• Who can this be?
• Does it have to be a singular person?
• Does it have to be human?
• Do they have to know who their audience is before they decide to communicate?
 Receiver:

• Is an individual to whom a message is addressed.

• He is the listener / reader.

• The actual communication begins when he receives, understands and

responds to the message.

• He is an active participant who can control the communication process.

 Receiver: contd.

• He has the power to abort or distort a communication initiative.

• He can also be described as an individual with the potential to

satisfy the need felt by the sender.
 Encoding

• The process of creating the message to be transmitted from a sender to the

listener.

• Converting your thoughts and ideas into content that can be transmitted.

• The speaker’s decision

• Denotation and Connotation

 Encoding:

• There are set signs and symbols.

• Human beings communicate through these sophisticated set of symbols

called codes.

• While communicating they exchange symbols whose meanings are

previously agreed upon.
 Decoding:

• Is the reverse of encoding.

• How the listener interprets and processes the message transmitted by the
sender.

• Was the intended message received?

• What could go wrong here?

 Channel:

• Communication does not take place in a vacuum.

• It needs a carrier.

• Channel refers to actual instrument through which the message is

transmitted like letter, fax, telephone, email, etc.

• Medium through which a message travels. Eg. Verbal, non-verbal,

 Feedback:
• Is the response of the receiver to a message.
• It is the last but crucial link in the communication cycle because it confirms
that communication has occurred and shows to what extent the message
has been understood.

• Can be verbal or nonverbal

• Can be positive or negative

• Can be immediate or delayed

• No Feedback
 Identify the elements of process of
communication :
• A passenger fills a cancellation form, submits it at the reservation counter and gets a refund from the booking
clerk.

• The teacher asks a group of students who are misbehaving to leave the class, but the students continue talking.

• The managing director proposes to resign as a mark of disagreement at the meeting of Board of Directors. His
proposal is rejected and detailed discussion on the issue follows.

• The manager gives instruction to the typist over the phone. She types the letter.

• The third umpire switches on a red light at a cricket match. The spectators give a roaring applause as the
batsman walks towards the pavilion.
 Connotative and
• Denotation is the literal meaning of a word
Denotative
• Connotation, on the other hand, is an indirect or implied meaning or feeling

• Cheap: to cost very little

• Denotation: This shirt is cheap enough for me to afford.
• Connotation: That t-shirt was so cheap, it pilled in a matter of weeks.

• Twinkle: to shine with quick flashes of light

• Denotation: The stars twinkle in the sky.
• Connotation: There was a twinkle in her eye whenever she smiled.

• Jabber: speak in quick, often nonsensical talk

• Denotation: The baby jabbers.
• Connotation: I thought he would never stop jabbering.
 Some Examples
Positive Connotation Neutral Connotation Negative Connotation
Interested Curious Nosy
Thrifty Saving Stingy
Sated Filled Crammed
Exploit
Employ Use
Meticulous Selective Picky
Elated Happy Manic
 Find the negative connotation:

• Bedford is a gritty neighborhood, but the rent is affordable.

• On my flight to Los Angeles, I sat next to this geezer. He was very old.
• You need to be pushy when you are looking for a job.
• Bob is bullheaded sometimes, but he always gets the job done.
• I love spending time with my aunt. She has a very (childlike, youthful, childish) outlook on life.
• I enjoy finding ways to make the most of my budget by being (frugal, miserly, cheap).
• I am (confident, arrogant, egotistical) that I will be selected for a role in the school play.
• I realize that you're feeling (nosy, prying, inquisitive), but I'd rather not discuss the matter.
• My cousin is very (blathering, jabbering, talkative).
 Identify The Type of Words Highlighted

1.How long have you been dieting? Maybe too long. You look so skinny

2.I can tell you put a lot of work into your book report. It is extraordinary.

3.I hope to look like my sister when I grow up. She is absolutely gorgeous.

4.I know that Eddie and I are the same age, but he is just so juvenile.

5.It's certainly unusual to use Comic Sans font on a resume.

Questions
•Thanks