Communication Theory and Practice PDF

COMMUNICATIO N Theory and Practice  What is Communication?  Meaning Communication- derived from the Latin word, Communis, meaning ‘to share’. The process of sharing or exchange of thoughts, ideas and feelings with others in understandable ways.  Some Interestin...

COMMUNICATIO N Theory and Practice  What is Communication?  Meaning Communication- derived from the Latin word, Communis, meaning ‘to share’. The process of sharing or exchange of thoughts, ideas and feelings with others in understandable ways.  Some Interesting Definitions 1. Keith Davis: Communication is a process of passing information and understanding from one person to another. 2. John Adair: Communication is essentially the ability of one person to make contact with another and make himself or herself understood. 3. William Newman and Charles Summer: Communication is an exchange of ideas, facts, opinions or emotions of two or more persons.  Importance of Communication Building Relationships Facilitating Collaboration Decision-Making Conflict Resolution Enhancing Leadership Improving Efficiency Promoting Personal Growth Supporting Mental Health Achieving Goals Global Connectivity  Function of Communication 1. Information Sharing Primary Function: The most fundamental function of communication is to share information. This could be factual data, instructions, ideas, or opinions. Communication ensures that the necessary information reaches the right people at the right time. 2. Expression of Feelings and Emotions Emotional Function: Communication allows individuals to express their feelings, emotions, and needs. This expression is vital for building relationships, understanding others' perspectives, and fostering emotional connections. 3. Persuasion and Influence Influential Function: Communication is often used to persuade or influence others. Whether in marketing, leadership, or everyday interactions, people use communication to convince others to adopt a certain viewpoint or take specific actions. 4. Social Interaction Social Function: Communication facilitates social interaction, allowing people to build and maintain relationships. Through conversation, social cues, and nonverbal signals, individuals engage in the social dynamics of their communities.  Function of Communication 5. Decision-Making Decisional Function: Communication is critical in the decision-making process. It enables the exchange of information, discussion of options, and consideration of different perspectives, leading to informed decisions. 6. Control and Regulation Regulatory Function: Communication helps in controlling and regulating behavior. For instance, rules, norms, and policies are communicated to ensure that individuals or groups act in accordance with established standards. 7. Coordination and Organization Organizational Function: In organizations and groups, communication is essential for coordinating activities, delegating tasks, and ensuring that everyone is working towards a common goal.  Function of Communication 8. Education and Learning Educational Function: Communication is the vehicle through which knowledge is transmitted. It plays a crucial role in teaching, training, and facilitating learning, both in formal educational settings and everyday life. 9. Entertainment Entertainment Function: Communication also serves to entertain. Stories, music, jokes, and media content are forms of communication that provide enjoyment and cultural enrichment. 10. Problem-Solving Problem-Solving Function: Communication is vital for identifying problems, discussing potential solutions, and implementing decisions. It allows for collaborative problem-solving in both personal and professional contexts. The Process of Communication  Sender The very foundation of communication process- laid by the person who transmits or sends the message. Transmits a thought, idea, a picture, symbol, report or an order and postures and gestures, even a momentary smile. Initiator of the message that need to be transmitted.  Message The information conveyed by words as in speech and write-ups, signs, pictures or symbols depending upon the situation and the nature and importance of information desired to be sent. The heart of communication. It is the content the sender wants to covey to the receiver. It can be verbal both written and spoken; or non-verbal i.e. pictorial or symbolic, etc.  Encoding Putting the targeted message into appropriate medium which may be verbal or non-verbal. The sender puts the message into a series of symbols, pictures or words which will be communicated to the intended receiver. Encoding is an important step in the communication process as wrong and inappropriate encoding may defeat the true intent of the communication process. Example: Teacher preparing a topic to be taught in class through lecture or visuals by translating the symbols in one’s mind.  Channel The way or mode the message flows or is transmitted through. The message is transmitted over a channel that links the sender with the receiver. The message may be oral or written and it may be transmitted through a memorandum, a computer, telephone, cell phone, apps or televisions. Each channel has its advantages and disadvantages, the choice of proper selection of the channel is paramount for effective communication.  Receiver The person or group for whom the message is meant- a listener, a reader or a viewer. Negligence on the part of the receiver may make the communication ineffective. One needs to comprehend the message sent in the best possible manner such that the true intent of the communication is attained. Main function- receive the message, decode its meaning and convey feedback Significant factor in communication process. It is the other end of the process.  Decoding The interpreting or converting the sent message into intelligible language. It simply means comprehending the message. The receiver after receiving the message interprets it and tries to understand it in the best possible manner.  Feedback Response or the reply of the receiver. Negative Feedback or corrective comments about past behaviour. Positive Feedback or affirming comments about past behaviour. Completes the cycle of communication  Advantages of Feedback Confirms the receipt of message Enables the receiver to clear his doubts. Helps the sender to know the receiver’s interest. Sender can make necessary changes Encourages interactive communication  Question: Identify which is One-Way Communication, and which is Two-way. A singer performing on the stage in a concert. You are playing with your pet dog. You are watching a movie. A teacher teaching in the class. Supervisor passing instructions to the worker. You are looking at a picture. Key Word: Feedback  Verbal Communication Expressed through ‘words’ When it employs speech – Oral Communication When it employs written words – Written Communication Organized, structured, easy to study Symbols are universal Has Legal Validity, can be preserved for future reference.  Oral Communication Transmission of message through spoken words Channel of exchange- speaking and listening Speaker makes precise, distinct sounds, listener decodes Either face to face, or through a device Non- verbal means like body movements, facial expressions, eye- contact are essential parts of this, but the priority are the words used.  Advantages of Oral Communication Fast Medium Enables quick feedback Speaker can understand the reaction of the listener and can make quick changes in tone and voice Speaker can use non- verbal means along with oral communication to enhance effectiveness Personal touch- Interpersonal relationships  Limitations of Oral Communication Tables, diagrams, pictures can not be communicated Lesser Legal Validity, lesser documentation Inattentiveness can result in loss of receiving important information which can cause misunderstanding. Listener needs to pay more attention.  Written Communication Transmission of messages through written of printed symbols Act of writing, typing or printing symbols. Can be used as an evidence, legal validity.  Advantages of Written Communication Suitable for lengthy messages Accurate, unambiguous Presence of both the sender and the receiver at the same time is not necessary Can be read repeatedly, develops understanding Legal Validity Writer can think and analyse Long lasting impact on the reader  Limitations of Written Communication Requires paper work Time, effort and money is consumed Lacks flexibility Feedback difficult Non-verbal cues can’t be used Unfit for the uneducated  Non- Verbal Communication ‘Actions speak louder than words’ Sometimes words fail to convey the meaning, or convey partial meaning Gestures, facial expressions, body movements Sending and receiving wordless messages Conveys messages without verbal communication Can be auditory as well as visual Eg. Bells, whistles, horns (Auditory) and Signs, symbols, pictures, traffic sign (Visual)  Advantages of Non- Verbal Communication Does not require any language Uneducated people can also communicate Helps to know the mood, likes, dislikes of a person Supplements oral messages, if words don’t make meaning clear, gestures help Creates interest of the receiver  Disadvantages of Non- Verbal Communication Unstructured Symbols vary from culture to culture May be misunderstood or misinterpreted Unfit for formal communication, no legal validity Can’t express everything without the use of words/language Requires attention of the receiver, or else ineffective  Visual Communication ‘A Picture is worth a thousand words’ Act of sending messages through graphs, charts, sketches, maps, colours, visuals, signs etc. Help the receiver to consume the information better Often used as an aid during formal communication- Visual aids Convey the message in an effective manner Eg: Traffic Light  Formal Communication A communication for official purpose- accurate and authentic. Conforms to prescribed rules, policies, procedures, policies, standards and regulations Pre-defined channel, determined and controlled by officials Style, functioning- quite formal. Planned, organised and structured. Flows through Hierarchal levels of an organisation , generally between two or more designations Systematic flow.  Informal Communication Ideas and information in a social interaction, not formal Regardless of rank, position or status Free from formalities Spontaneous and unplanned No rules and regulations are followed Doesn’t flow in a fixed direction Based on personal interaction Fast Process No legal validity May or may not be accurate Finding origin may also be difficult  Types of Communication- Based on Relationship Intrapersonal- Individual talking to oneself- visualisation, introspection Interpersonal- Between two people Group Communication- Involves more than two people, can be a small or a large group Mass Communication or exchanging information with large segments of the population  Based on the Direction Vertical- Upward or Downward- Usually in formal communication Upward- From Subordinate to superior, non-directive, updates, questions Downward- Superior to Subordinate, directive, instructions, orders, feedback etc Horizontal- Working at the same levels Diagonal- Between people across departmental lines  Conclusion All forms of communication supplement each other May contain, different forms but support each other. Sender uses them as per the requirement and demand of the situation.  Mediums of Communication The terms "channels" and "mediums" of communication are often used interchangeably, but they refer to different aspects of the communication process. Here's a breakdown of the differences between them:  Mediums of Communication Channels of Communication: A channel of communication refers to the route or pathway through which a message is transmitted from the sender to the receiver. It involves the method or technique used to deliver the message and can affect how the message is perceived and understood. Mediums of Communication: A medium of communication refers to the tool or vehicle used to deliver a message through a particular channel. It is the substance or material through which the message is transmitted, whether physical or digital.  Mediums of Communication Print Media: Newspapers, Magazines, Books, posters, flyers, letters Broadcast Media: Television, Radio, Podcasts Digital Media: Websites, Social Media Platforms, Email, Blogs, Instant Messaging Non-Digital Visual Media: Signage, Billboards, Photographs, Charts and Graphs Non-Digital Audio Media: Speeches, Lectures, Announcements  Mediums of Communication Multimedia: Videos, Webinars, Presentations Face-to-Face Communication: Meetings, Interviews, Workshops Telephone Communication: Landline, Mobile, VoIP (Voice over Internet Protocol): Technology that allows voice communication over the internet (e.g., Skype, Zoom). Virtual Communication: Video Conferencing: Real-time visual and audio communication over the internet (e.g., Zoom, Microsoft Teams), Virtual Reality (VR): Immersive environments where participants can interact as if they were physically present. Text-based Communication: SMS (Short Message Service),  7 Cs of Communication The 7 Cs of Communication are: Completeness Conciseness Consideration Clarity Concreteness Courtesy Correctness 1. Completeness The communication must be complete. It should convey all facts required by the audience. The sender of the message must take into consideration the receiver’s mindset and convey the message accordingly. A complete communication has the following features: Complete communication develops and enhances the reputation of an organisation. Moreover, they are cost-saving as no crucial information is missing and no additional cost is incurred in conveying extra message if the communication is complete. A complete communication always gives additional information wherever required. It leaves no questions in the mind of receiver. Complete communication helps in better decision-making by the audience/readers/receivers of message as they get all desired and crucial information. It persuades the audience. 2. Conciseness Conciseness means wordiness, i.e, communicating what you want to convey in least possible words without forgoing the other C’s of communication. Conciseness is a necessity for effective communication. Concise communication has the following features: It is both time-saving as well as cost-saving. It underlines and highlights the main message as it avoids using excessive and needless words. Concise communication provides short and essential message in limited words to the audience. Concise message is more appealing and comprehensible to the audience. Concise message is non-repetitive in nature. 3. Consideration Consideration implies “stepping into the shoes of others”. Effective communication must take the audience into consideration, i.e, the audience’s view points, background, mind-set, education level, etc. Make an attempt to envisage your audience, their requirements, emotions as well as problems. Ensure that the self-respect of the audience is maintained and their emotions are not at harm. Modify your words in message to suit the audience’s needs while making your message complete. Features of considerate communication are as follows: Emphasize on “you” approach. Empathize with the audience and exhibit interest in the audience. This will stimulate a positive reaction from the audience. Show optimism towards your audience. Emphasize on “what is possible” rather than “what is impossible”. Lay stress on positive words such as jovial, committed, thanks, warm, healthy, help, etc. 4. Clarity Clarity implies emphasizing on a specific message or goal at a time, rather than trying to achieve too much at once. Clarity in communication has following features: It makes understanding easier. Complete clarity of thoughts and ideas enhances the meaning of message. Clear message makes use of exact, appropriate and concrete words. 5. Concreteness Concrete communication implies being particular and clear rather than fuzzy and general. Concreteness strengthens the confidence. Concrete message has following features: It is supported with specific facts and figures. It makes use of words that are clear and that build the reputation. 6. Courtesy Courtesy in message implies the message should show the sender’s expression as well as should respect the receiver. The sender of the message should be sincerely polite, judicious, reflective and enthusiastic. Courteous message has following features: Courtesy implies taking into consideration both viewpoints as well as feelings of the receiver of the message. Courteous message is positive and focused at the audience. It makes use of terms showing respect for the receiver of message. It is not at all biased. 7. Correctness Correctness in communication implies that there are no grammatical errors in communication. Correct communication has following features: The message is exact, correct and well-timed. If the communication is correct, it boosts up the confidence level. Correct message has greater impact on the audience/readers. It checks for the precision and accurateness of facts and figures used in the message. It makes use of appropriate and correct language in the message.  Barriers to Communication Types of barriers: Physical barriers Social-psychological barriers Cultural barriers Language barriers Organizational barriers  Physical Barriers Climate Time and duration Distance Fatigue Environment Disturbance in channel Physical distractions Physical disability  Socio- Psychological Barriers Personality Distrust Mind set Confidence Difference in Self-worth perception Emotions Difference in attitude Difference in opinion Status Goals and values Stress Cultural difference World view  Cultural Barriers Ethnocentrism Stereotyping Language difference Geographical distance Conflicting values  Linguistic Barriers Inappropriate selection of words Pronunciation and accent Connotation and denotation Faulty organization of ideas Poor usage of grammar Roundabout verbiage  Semantic Barriers Frame of reference Use of slangs and jargon Idioms and phrases Misleading interpretation  Organisational Barriers Turf Wars Ego Involvement Lack of Trust Competition for power, Lack of Communication Skills status and rewards Closed Communication Fear of reprisal for honest Climate Top- heavy organisational communication Differing frames of structure Long lines of Communication reference among communicators  Overcoming Barriers Don’t judge or evaluate another person’s statement Have empathic understanding Prioritize effective listening over speaking Ask questions Share proper feedback Focus on non-verbal cues Minimize distractions.  Ethics to Communication Ethical communication is a type of communication that is predicated upon certain values, such as being truthful, concise, and responsible with one’s words and the resulting actions. As a set of principles, ethical communication understands that one’s thoughts must be conveyed and expressed effectively and concisely and that the resulting actions or consequences will [potentially] be based solely on how the message was communicated. Thus, ethical communication defines a framework or set of acceptable communication principles that align with a person or an enterprise’s overarching code of conduct or code of ethics  Principles of Ethical Communication Honesty Providing truthful and accurate information without misleading or deceiving the audience. Transparency: Being open about the intent, purpose, and context of the communication, avoiding hidden agendas. Respect: Acknowledging and valuing the perspectives, beliefs, and feelings of others, even in disagreement.  Principles of Ethical Communication Fairness Ensuring that all parties have an equal opportunity to participate and that no one is unfairly disadvantaged. Responsibility Considering the potential impact of the communication on others and society, and being accountable for one's words and actions. Confidentiality Respecting the privacy and confidentiality of sensitive information unless there is a compelling ethical reason to disclose it.  Principles of Ethical Communication Inclusivity Striving to include diverse voices and perspectives, avoiding biased or discriminatory language. Empathy Understanding and considering the emotions and experiences of others when communicating, fostering a compassionate dialogue Avoid Plagiarism Ensuring that all sources of information, ideas, and creative works are properly credited, and avoiding the use of someone else’s work without appropriate acknowledgement. Thank- You