Communication:

Introduction, Definition, Process, Purpose,

&
Difference between Technical and General
communication

DR. PRIYANKA SHARMA

Associate Professor
Department of Humanities & Social Sciences,
KIET, Ghaziabad
Today communication is a way of facilitating
informal about Technical knowledge
spreading all over the globe. No organization
can stand without it as each and every person
working there has to communicate important
massages throughout the day.
It is also a way to share their knowledge and
establishes mutual understanding amongst
them. Today it plays a major part in many of
the industries/ organizations.
George R. Terry states about the role of
communication:
“Communication serves as a lubricant,
posturing for the management process”.
Briefly speaking communication plays significant
role in Business & Technical Advancements,
Negotiations, Coordination, Managerial
Efficiency, better Productivity, Effective
Leadership, Decision Making etc.
The word “communication” derived from the Latin
word ‘communicare’ that means to impart, to
participate, to share or to make common.
In English the word Communication means “a
process of exchange of facts, ideas, opinions and as a
means that individual or organization share meaning
and understanding with one another.” In other words,
it is a transmission and interacting the facts, ideas,
opinion, feeling and attitudes.
 Although, it is a challenge to give as proper
definition of communication since it involves a
complex process, yet here are some famous
definitions given by some known intellectuals:
 “Communication is the imparting or exchanging of
information by speaking, writing, or using some other
medium”--------- Oxford Advance Learner’s Dictionary

 “Simply stated, communication is a two-way process of

exchanging ideas or information”. Murphy et al

 “Communication is the process of passing information and

understanding from one person to another. It is the process
of imparting ideas and making oneself understood by others”
Theo Haimann
Here in these definitions, what do you see :-

1. Imparting or exchanging information

2. some other medium.

3. Two-way communication

4. Understanding
American Mgmt. Association defines
communication as:
 “Communication is any behavior that results in

exchange of meaning.”

Dr. B Brown says :

 “Communication is the transmission and

interchange of facts, ideas, feelings or course of

action.”
Alien Louis A. says :-
 “Communication is the sum of all the things a

person does when he wants to create understanding

in the mind of another. It involves a systematic and
complex process of telling, listening &
understanding.”
These definitions show that communication is more
than speaking and listening. It is a complex two way
process including sign, symbols, body language and
other linguistic forms:-
These definition show some important
characteristics of communication. Lets see them:-
 It involves at least two persons.

 It involves transfer of ideas\Information.

 Understanding is essential.

 It is a two- way process of sending & receiving

response.
 It is Systematic & Dynamic process.
 Therefore, Communication
is a two-way process between two
parties- the Sender and the
Receiver. It involves an exchange
and progression of thoughts,
ideas, knowledge and
information.
 Communication is an interactive process that
requires at least two parties- the sender and the
receiver. The sender sends (encodes) the idea
through a channel (language) and the receiver
receives (decodes) the message. Finally after
understanding the message the receiver sends the
feedback to the sender.
The process has three primary steps:
1.Message: First, Message exists in the mind of the
Sender. This can be a concept, idea, information,
or feelings.
2.Encoding: Next, a message is sent to a Receiver in
words or other symbols.
3.Decoding: The Receiver listens, analyses and
understands the Message . Finally, he gives the
Feedback.
Communication process comprises five Elements that
can be abbreviated as: SMCRF
1. Sender: One who encodes the message and
initiates the communication process. For effective
communication, the sender should have the effective
communication skills (SWRL), positive attitude,
confidence, ample use of Body language, moderate
pitch and accent, good subject knowledge etc.
2. Message: Message is what the communicator
wants to convey. It can be a concept, idea,
information, or feelings. Message should be
interesting, innovative, moderate etc.
3. Channel: In communication channel means
Language. It must be common and intelligible to both,
sender and the receiver..
4. Receiver: Receiver is one who decodes the message.
Receiver is equally responsible for making
communication effective. He should be of attentive,
alert and positive nature.
 5. Feedback: It is the signal of receiver’s response to

the speaker after decoding the message by verbal (by

words) or non verbal(gesture, posture, eye-contact,
signs, symbols etc.). Finally, Receiver gives the
Feedback to the sender.
 Encoding Decoding
Sender Message Channel Receiver

Feedback
 Salient Features of Technical Communication

COS + BUT
Wherein:
C – stands for Clarity
O – Stands for Objectivity
S – stands for Simplicity
B – stands for Brevity
U – stands for Utility
T – stands for Technical Presentation
 The first significant and cardinal feature of scientific and
Technical Communication is clarity. It mitigates and
minimizes ambiguity and diffuseness. It crystallizes and
shapes ideas, sentence and a paragraph. For maintaining
clarity, it is absolutely prudent to have a clear – cut idea and
comprehension of what we want to write or tell. Clarity of
thought is interlinked with the Clarity of expression. For
example:
 He is a scientist as amongst others who has listened to deep
humming sound of the sudden upward flight of an aircraft.
 He is one of those scientists who have listened to the zooming of an
aircraft.
 Will you be kind enough to help me?
 Kindly help me.
 The second salient feature of Technical Communication
is objectivity. The element of “I”, which is a common
note in a subjective communication, remains absent in
Technical communication. We have to concentrate on
facts and their general impact instead of subjective or
individual findings.

 I believe as others also believe that through a particular side of

scientific researches, I can study the ways and manners of all
human beings growing ripe, old and grey – and also their
decaying processes.
 It is believed that gerontology studies the processes of growing
old amongst (or in) human beings.
 In Technical Communication, simplicity is equally important.
As a matter of fact, simplicity makes the style interesting and
effective. For this, a writer has to work hard to write simple
sentences. One has, therefore, be quite cautious about the
choice of words. Compound and complex sentences should be
avoided so far as possible.
 If you put a solid on heat, its temperature increases
and at a certain temperature increase and at a certain
temperature melts to a liquid, and on further constant
temperature into the gaseous state also increase.
 When a solid is heated constantly on a certain
temperature, the vibrations of the molecules increase.
 Another quality of Technical Communication is brevity.
By brevity we mean briefness and shortness. A
Professional does not use diffuse and round – about
sentences and expressions. He has to avoid
circumlocution as well as verbosity. He has to be brief, to
the point, cogent and relevant. He cannot use lengthy,
racy or superfluous sentences. He has to be as brief and to
the point as possible.
 The scientist was inspecting a large tank in which gas was
stored
 The scientist was inspecting the gasoline.
 We are enclosing herewith the monthly statement for the
payments due from you.
 The statement of ( your) account is enclosed.
 Utility is another salient feature of Technical
Communication. Utility means “the quality or
state of being useful” . Without being
irrelevant, a technocrat has to presents facts in
a useful manner. A Technical concern or a
research institute cannot afford a lot of labor
and time to waste on irrelevant information. A
presenter, therefore, must be straightforward
and technical in presenting his views. Only
useful information must be communicated.
The another important quality of Technical
Communication is its Presentation. In other words
it must be technically different from General
Communication. It must be clear, clean and
attractive. The presenter must use figures, charts,
data, table to represent his message effectively.
Except it, in writing, he must know several
formats of writing letters, applications, memos,
circulars, articles, paragraphs. In speaking, a
presenter must use CAI (Computer Aided
Instruments) like OHP, Audio visual Aids and
others.
 ASP+DPF
1. Ambiguity: This term implies something
that has more than one meaning. Unlike
technical communication, General
Communication is ambiguous. It is used in
forms of General communication such as:
poems, journalism, philosophy etc.
 All students are instructed to submit their assignments bimonthly.
 Subjectivity is one of the most important features of
general communication. A general communicator is free
to use his emotions, feelings and personal ideas in
general communication. Novel, Drama, poetry etc. are
the examples of general communication. In general
communication personal emotions, feelings and ideas are
more important than information.

I think….., According to me…….., In my point of view……

 Pomposity means exaggerated or decorated
expressions in language. Unlike a Technical
Communicator, a general communicator uses
highly decorated and pompous language to say a
simple statement. Except it, many literary styles
like circumlocution, euphemism, bombastic
expressions, and complex idioms and phrases are
used in general communication.
 Diffuseness simply means wordy or garrulous
sentences. A general communicator uses wordy
and garrulous language. He says a lot but the
meaning is less. It is unlike technical
communication who is straightforward and brief.
Pleasurablity means entertainment or pleasure.
Broadly speaking general communication is
meant for pleasure or entertainment.
For example the sole purpose of all literary forms
(drama, poetry, novel, comedy, tragedy etc.,) is to
entertain.
 Free Form means without any form or format.
General communication requires no specific
format or writing/ speaking as it is simply the
expression of personal feelings or emotions. In
fact emotions and feelings know no form to
expose them.
Therefore, a general communicator is bound not
to follow any form to convey his ideas.
Department of Department of Humanities & Social
Sciences,
KIET, Ghaziabad
1. To Inform: The prime objective of communication is
to exchange information internally and externally i.e.
to deal within the organization and outside the
organization.
2. 2. To Boost Morale of Employees: Business
Communication is made to boost the morale of the
employees. It increases the productivity of the
employees in his company.
3. 3. To Achieve Goal: The goal of the organization can
be obtained through effective organizational
communication. Everybody tries to acquire such
goal and therefore it requires effective
organizational communication.
.
7. To Achieve Efficiency: Communication can provide
information regarding past and present. It also helps to
anticipate about future. So, Communication increases efficiency
of the workers by providing instant information.
8. To Solve Problem: Communication can remove the gap
between employees and employer. Fruitful communication
ensures a network in an Organization to solve problems.
Conflict arises and exists in an Organization. Fruitful
communication ensures a network to solve conflict. It also
removes the gap between employee and employer.
9. To Manage Human Resources: To recruit, train-up &
motivate human resource properly, there must be
effective communication. Skilled manpower are
professional and work for achievement and
development.
10. To Attract Customer: To knock the door of potential
customers with new product and service of an
enterprise, there should exist an efficient
communication. So better communication will cause
more customers and more customers will cause more
profit.
11. To Future Plan: In today's modern competitive
world, there is requirement of changing the plan
according to environment and communication
environment. This involves awareness through
proper communication.
12. To Educate Workers: Communication helps the
Organization to train-up the employees/workers
through organized programs. For example,
Orientation, workshops, film show, internship etc.
THANK YOU