Communication Overview and Process

Communication Overview

• Communication is derived from the Latin word "communis," meaning to share.
• Communication is the exchange of thoughts, messages, or information through speech, visuals, signals, writing, or behavior.
• Effective communication ensures both the sender and receiver understand the same idea or feeling.
• Business communication is the sharing of information within an organization for commercial benefit.

Communication Process

• Communication is a process where information is encoded, channeled, and sent by a sender to a receiver via a medium.
• Essential components of communication include a sender, a channel, a message, a receiver, and feedback.
• Noise is a hindrance in the communication process.

Components of Communication

• Sender: Initiates the communication process by developing an idea into a message known as encoding.
• Channel: The sender transmits the message through a channel, such as email, phone calls, instant messages, face-to-face discussions, or text messages.
• Receiver: Interprets the message using decoding.
• Feedback: A critical component ensuring the message was properly received and interpreted.

Types of Communication

• Communication can be categorized as one-way or two-way, verbal or non-verbal, formal or informal, upward, downward, lateral, interpersonal, intrapersonal, organizational, or mass communication.

One-way Communication

• Information moves only from the sender to the receiver.
• There's no opportunity for feedback.
• Examples include weather reports, newspaper articles, recorded music, and billboard messages.

Two-way Communication

• Information flows between both parties; it's also known as interpersonal communication.
• Examples include conversations, chat rooms, instant messaging, and telephone calls.

Verbal Communication

• Professionals use language to communicate.
• Oral communication: Face-to-face interaction. Examples include presentations and interviews.
• Written communication: Messages using the written mode; examples include emails, letters, etc.

Non-verbal Communication

• Communicating without words, requiring non-verbal cues.
• Examples include facial expressions, posture, eye contact, body language, and vocal tone.

Formal Communication

• Follows established organizational channels and authority lines.
• Typically written, using policy manuals, procedures, reports, memoranda, and official meetings.

Informal Communication

• Exists outside formal channels.
• Doesn't follow authority lines; it's generally oral. Includes gestures, simple glances, and/or silence.
• Example includes conversations among colleagues.

Grapevine Communication

• Informal communication that spreads throughout an organization in various directions, regardless of the authority level.
• Difficult to trace the source of the information.

Downward Communication

• Flows from higher to lower levels within an organization.
• Usually involves instructions, directions, and orders.
• Strengthens the organizational structure's authoritarian lines.

Upward Communication

• Flows from lower to higher levels in an organization.
• Includes conveying information, suggestions, complaints, and grievances.
• Important for managers to know what the lower-level workers think.

Lateral/Horizontal Communication

• Takes place between people at the same level in the organization or those who work under the same executive.
• Used to maintain coordination and review tasks assigned to subordinates.

Interpersonal Communication

• Exchange of information between two or more people.
• Uses verbal and non-verbal communication to share information and feelings.

Intrapersonal Communication

• Communication with oneself.
• Involves individual reflection, contemplation, and meditation.

Organizational Communication

• A coordinated process collecting the activities of a society, enabling individuals and groups to achieve their aims.
• Essential for effective management within a work environment.

Mass Communication

• Reaching a large audience.
• Utilizes modern media like books, newspapers, cinema, television, radio, and the internet for transmitting messages to the broader populace.

Explore the fundamentals of communication, its process, and key components. Understand how effective communication can optimize exchanges of information in both personal and business contexts. Gain insights into the roles of sender, channel, message, and feedback.