Module 1 - Introduction to Communication PDF

Module 1 - Introduction to Communication 1.1 Importance of Communication & it's Cycle. Communication is s process that involves sending & receiving messages through verbal and non verbal methods. - Origin: The word “Communication” is derived from the Latin word ‘Communicare’ which means to make co...

Module 1 - Introduction to Communication 1.1 Importance of Communication & it's Cycle. Communication is s process that involves sending & receiving messages through verbal and non verbal methods. - Origin: The word “Communication” is derived from the Latin word ‘Communicare’ which means to make common, to share, to transmit or to impart. The word 'Communicare' is derived from the root 'Communis' which means to make common or to share. - Meaning : The exchange of thoughts, messages, or information, as by speech, signals, writing, or behavior. - Definition: Communication is defined as the two-way process in which exchange of knowledge and information takes place between a sender and receiver through appropriate channel to get an appropriate feedback. - Sender : The sender develops/encodes the message or the idea to be sent to the receiver. Encoding means translating the message or the idea into meaningful information. - Message: After the sender encodes the message it can be transmitted to the receiver. The message can be oral, written, non-verbal or through signals and signs. - Channel/Medium: (Verbal or non- verbal)/Channel (Anything through which the communication travel. The transmission medium/channel is the pathway by which the message flows. It is the vehicle that carries the message from the sender to the receiver, and back. - Receiver – The one who receives the sender’s message is called the receiver. The message given by the sender is received by the receiver. After being received it gets processed in the receiver’s brain. The brain filters the message through its own compartments of the contents such as knowledge, emotions, prejudices (An adverse judgment or opinion formed beforehand or without knowledge or examination of the facts) and gives it a unique meaning. It analysis the meaning of the message, understands it and interprets it. - Decoding : The audience then ‘decodes’, or interprets, the message for themselves. Decoding is the process of turning communication into thoughts. For example, you may realize you’re hungry and encode the following message to send to your roommate: “I’m hungry. Do you want to get pizza tonight?” As your roommate receives the message, they decode your communication and turn it back into thoughts to make meaning. - Feedback: The response given by the receiver of the message to the sender of the message is called Feedback. It ensures that the receiver has correctly received and understood the message. This makes it a two-way communication process. Feedback makes the receiver as important as the sender of the message. Feedback is very important whether it is positive or negative. Example: The Teacher (sender) discusses a subject (message) with the students (receiver) using appropriate language (medium) in the classroom (channel) and the students respond (feedback). 1.2 Strengths and Weaknesses of Oral and Non-verbal Communication Verbal Communication: The communication happens through verbally, vocally or through written words which express or convey the message to other is called verbal communication. Example: Baby crying (vocal) is verbal communication which express the hungry or pain through vocally. Verbal communication has classified into two types: A. Oral Communication B. Written Communication A. Oral Communication: A communication which happens through word of mouth, spoken Words, conversations and also any messages or information are shared or exchanged between one another through speech or word of mouth is called oral communication. Example: Public speech, News reading, Television, Radio, telephone and mobile conversations. The strengths of oral communication are as follows: It is direct and saves time. It helps you to convey the exact meaning of words because of the use of nonverbal elements like facial expressions, gestures, postures and eye contact Sender gets the feedback immediately.  Modifications while delivering message are possible It is more persuasive in nature as compared to written communication It is informal and friendlier in nature Telephonic conversation can be useful as legal proof Drawbacks of Oral communication: Oral communication does not have legal proof Problem of retention. If the message is too long, the receiver may not retain it No accountability Possibility of misunderstanding, when the listener is not attentive If the listener does not pay attention then oral communication is ineffective B. Written Communication: A communication happens through any word written or often written sign which refers the languages uses in any medium is called written communication. Example: Simply any hand written, typed, Newspaper, printed word documents, letters, books and magazines. Non-Verbal Communication: Any communication without word of mouth, spoken words, conversation and written languages are called Non-Verbal Communication. It happens through Signs, symbols, colors, gestures, body language or any facial expressions are known as non-verbal communication. Examples: Traffic signals are one of the best examples for non-verbal communication.Following are some type of non verbal communication. -KINESICS: Body language is a type of a nonverbal communication in which physical behaviors are used to express or convey the information. Such behavior includes facial expressions, body posture, gestures, eye movement, touch and the use of space. Interpretations of human body language. - Facial expression is a part of body language and the expression of emotions such as the movement of the eyes, eyebrows, lips, nose and cheeks. The face displays numerous emotions such as Happiness, Surprise, Disgust, Anger, Sadness, etc... - Body postures also conveys lot of emotions. For example, a person feeling angry would portray dominance over the other, and their posture would display approach tendencies. Sitting or standing postures also indicate one's emotions. A person sitting till the back of their chair, leans forward with their head nodding along with the discussion implies that they are open, relaxed and generally ready to listen. On the other hand, a person who has their legs and arms crossed with the foot kicking slightly implies that they are feeling impatient and emotionally detached from the discussion -Gestures-Gestures are movements made with body parts (example hands, arms, fingers, head, legs) and they may be voluntary or involuntary. Different hand gestures help emphasize meanings and regulate interaction between or among participants. - Oculesics - Oculesics, a subcategory of body language, is the study of eye movement, eye behavior, gaze, and eye-related nonverbal communication. Eyes are said to be the window to the soul. - Through eye contact, one can tell if the other party is paying attention to the speaker’s words. - It can also help in determining whether one is saying the truth or not. - Through eye contact we can be able to know one’s emotional condition. 3. PROXEMICS :- The study of space used in communication is called Proxemics. The amount of space we keep from others while communicating speaks a lot about our relationship with that person. There are four types of spaces we maintain: a. Intimate space: This zone is from personal touch upto one and a half feet. Members of family, lovers, relatives and parents fall in this zone. The best example is mother-child. Generally, no words are spoken, even if words are spoken, they are in the form of whisper. b. Personal: This zone stretches from one and a half feet to four feet. One‟s friends, colleagues, peers etc. come in this zone. This kind of space gives the impression of friendliness and warmth.  c. Social: This zone is from 4 feet to 12 feet. During social events, one generally maintains this kind of distance. Relationships are more formal and official. This space also communicates about the social difference in the speakers. Depending on the number of the audience you take a call whether you would like to communicate with the public in sitting or standing posture. d. Public: This zone stretches from 12 feet up to 30 feet. Formal events take place in this zone. There is less attachment with the audience because of distance. Microphone speakers are used to ensure that the speaker‟s voice reaches the audience. For example, Prime Minister giving a speech on independence day. 4. HAPTICS (Touch)- It is a subcategory of Body Language, and the study of touching as such, handshakes, holding hands, back slapping, high fives, brushing up against someone or patting someone all have meaning. Touching is the most developed sense at birth and formulates our initial views of the world. Touching can be used to sooth, for amusement during play, to flirt, to express power and maintain bonds between people, such as with baby and mother. 5. CHRONEMICS (Time)–The use of time in nonverbal communication is formally defined as chronemics. Time perceptions include punctuality, willingness to wait, and interactions. The use of time can affect lifestyles, daily agendas, speed of speech, movements and how long people are willing to listen. 6. Olfactics involves communicative functions associated with the sense of smell, such as body odors, use of perfumes, etc. These may be genetically defined and rely on a more spontaneous form of communication. 7. Paralanguage: The way one uses voice in communication is referred to as paralinguistic features. Volume, tone, pitch, articulation, and pronunciation are the characteristics of the voice of the speaker. Voice gives extra life to one‟s speech and delivery. It ensures that the message reaches the audience with the same feeling which the sender has. Advantages - Help Illiterate People: Without utilizing spoken or written words, this communication style uses gestures, facial expressions, eye contact, proximity, touching, and other physical cues. Therefore, it is quite beneficial to those who are illiterate. - Help Disabled People: Nonverbal signs of communication are extremely helpful to people with disabilities, particularly to deaf people. Deaf people communicate by moving their hands, fingers, eyes, and other body parts. - Attractive Presentation: Non-verbal communication relies on visual cues like pictures, graphs, signs, and other objects that are visually appealing. - Reducing Wastage of Time: Fast delivery of the message was achieved through nonverbal communication. Because of this, it cuts down on the communicator's wasted time. - Quick Expression of the Message: In addition to writing or speaking, nonverbal indicators of communication, like signs and symbols, can convey some messages far more swiftly. - Non erbal communication is frequently more effective than verbal communication because we automatically pay more attention to non-verbal indicators such as body posture, tone of voice, and body language than vocal directives. Disadvantages - Imprecise meaning: Nonverbal communication can be highly hazy and ambiguous since no words or language are used in this communication to convey a clear meaning to the recipient. Their meaning varies depending on the intention level, culture, and situation. - Culture-Bound: You pick up on non-verbal communication from your parents and other people you hang out with as a child. All cultures also share other gestures. Evidence supports the idea that people from all cultures smile when they are happy and frown when they are unhappy. The majority of nonverbal symbols, however, appear to be even more disassociated from any "fundamental meaning" than spoken symbols. The thumbs-up gesture, considered favorable in the USA, may be considered obscene in another culture - Difficult to Understand: Requires a lot of repeats in non-verbal communication and needs help understanding. Because it communicates with others by gestures, facial expressions, eye contact, touching, etc., it may be difficult for simple and ignorant individuals to grasp. 1.3 Barriers and Gateways in Communication: 1. Physical or Environmental barriers: Physical barriers can be caused by environmental factors like noise, time and distance. The noise created by external factors like traffic, playing of loud music, trains and aeroplanes, or by crowds of people, affects our communication. Time becomes a physical barrier when people have to communicate across different time zones in different countries. The physical distance between people who need to communicate can also cause problems because it does not allow oral or face-to-face communication. 2. Mechanical barriers: Mechanical problems and defects in instruments of communication also create physical barriers, as in a faulty fax machine or typewriter. Similarly, a computer that hangs, or a dead telephone line can lead to non- transmission of messages. 3. Psychological Barriers : Psychological barriers are created in the mind. Emotions are among the most common psychological barriers to communication. Emotions can be positive, like happiness and joy, or negative, like fear, anger, mistrust etc. Both positive and negative emotions act as barriers, if they are not kept in check. 4. Language or Semantic Barriers: Language proves to be a barrier at different levels, such as semantic (meaning), syntactic (grammar), phonological (pronunciation, intonation, pitch etc. Sometimes, the same word is used in different contexts, giving rise totally different meanings word like hard, for example can be used in different ways: hard chair, hard-hearted, having a hard time all these use the same word but the meanings are different. Barriers can be created when we come across words, which have the same sound when pronounced, but which mean very different things. Examples: words like fair and fare; hear/ her/ here etc. Unfamiliar language becomes a barrier when people do not know each other‘s language. Jargon or Unfamiliar Terminology: There are some special terms or technical words used by people belonging to a certain group or field of work such as doctors, lawyers, computer software engineers or college students. They use words which are their own, specialized jargon which cannot be understood by anyone outside their group. 5. Cross Cultural Barriers : Cultural diversity within a country, and cultural differences between people from different countries, are a major cause of barriers. This is because people are conditioned by their cultures, and they develop certain habits of working, communicating, eating, dressing etc. according to their cultural conditioning. A simple thing like a greeting to welcome a person is different in India from a greeting in. Gateways in Communication Organizational Communication can be broadly classified into formal and informal Communication. Formal communications: The messages that move along its prescribed and regulated pathways are known as formal communications. These communications may be oral or written. A formal communication can be from a superior to a subordinate, from a subordinate to a superior, intra administrative, or external. Formal communications take place externally to the organization i.e. with outside groups, such as suppliers, clients, unions, government agencies and community groups. this kind of communication is mostly vertical and usually one way from top to downward. Informal communications: The informal and unofficially transmission of information, tea time gossip, casual gatherings, lunch time meetings or rumor from person to person. It does not have any specific direction. Hence, it is called as Grapevine. Because Grapevine doesn’t have any specific direction to grow. This type of communication grows out of the social interactions among people who work together. - Vertical Organizational Communication can also be classified as: 1. Upward Communication 2. Downward communication - Vertical: Upward Communication:- The communication from lower level of organization to top level is called upward communication. The organization needs suggestions as well as feedback from the employee of organization in routine work, through that the management come to know the needs and wants of their employee. Upward channel includes business proposals, suggestions box, exit interviews, grievance committees etc. Since upward communication involves the transfer of information from subordinates to their seniors, it promotes better working relationships within the organization by giving the subordinate staff opportunities to share their views and ideas with their supervisors - Downward communication: - a communication from seniors to juniors or from superiors to subordinates. Downward communication is essential for the functioning of any organization as it involves the transfer of information, instruction, advice, request, feedback and ideas to it subordinate staff.It increases staff awareness and facilitates implementation of new policies, guidelines, decisions and evaluation and appraisal of the performance of employees. - Horizontal Communication:- Horizontal communication is a communication that takes place within the same level, e.g. the communication between the employees or between the board or director. In simple, the same level of communication is called horizontal communication. The main objective of this type of communication is developing teamwork and promoting group co-ordination within an organization. Horizontal communication is less formal and structured than both downward and upward communication. It may be carried out through informal discussions, management gossip, telephone calls, memos, routine meetings etc.