Communication Process - Meaning, Types & Models PDF

Communication – Meaning, Types & Models Extension Education DKAC, Kishanganj  Meaning Meaning exists in the mind of the PEOPLE, but not in the WORDS! In fact, communication vehicles (viz. words, symbols signs) don’t have...

Communication – Meaning, Types & Models Extension Education DKAC, Kishanganj  Meaning Meaning exists in the mind of the PEOPLE, but not in the WORDS! In fact, communication vehicles (viz. words, symbols signs) don’t have meaning in/of themselves, but people have meaning for them!! Moreover, MEANINGS aren’t TRANSMITTABLE in nature!! Extension Education DKAC, Kishanganj  Meaning Extension Education DKAC, Kishanganj  Types of Meaning Denotative meaning Structural meaning Contextual meaning Connotative meaning Extension Education DKAC, Kishanganj  Denotative meaning Word-Object relationship Sign-Object relationship (e.g. +,-,×, , /, ( ), etc.) Dictionary/Descriptive Meaning (exception: Exact meaning of the word APPLE / MANGO cannot be understood in totality, when English-to-English dictionary will be consulted, unless it’s accompanied by the picture!) Extension Education DKAC, Kishanganj  Structural Meaning SIGN-SIGN Relationship Extension Education DKAC, Kishanganj  Contextual Meaning Mental Ability Test(s)  X Y Z = Mango is fruit.  I E Y = I eat Mango.  Y = Mango Different MEANING in different CONTEXT  Sanction; Lie; Right; Cook; Labour; Address; General; Bear; Dear; Left; Light; Bat; Pen; Well, etc.) Extension Education DKAC, Kishanganj  Connotative Meaning WORDS may have value or extremely personal meaning (s) PERSON-oriented in nature (e.g. words like good, beautiful, pleasant, etc.) CONNOTATION is more personal, and it varies more among people! Extension Education DKAC, Kishanganj  Models of Communication 1. Aristotle’s Model: It has three elements 2. Shannon – Weaver Model: It has five elements Extension Education DKAC, Kishanganj  Models of Communication 3. Berlo Model: It has six elements Extension Education DKAC, Kishanganj  Models of Communication 4. Rogers and Shoemaker Model: It has five elements Extension Education DKAC, Kishanganj  Models of Communication 5. J. Paul Leagans Model: It has six elements Extension Education DKAC, Kishanganj  Types of Communication A/c to Organizational A/c to Way of Expression A/c to Direction of flow Structures & functions Formal Informal Downward Upward Horizontal Verbal Written Non-Verbal Haptics Paralinguistic Gestures Body language Facial Expression Eye contact Written Extension Education Appearance Artifacts DKAC, Kishanganj  According to Organizational Structure FORMAL COMMUNICATION When information is transmitted by virtue of one’s status, placement in the organization, it is termed as formal communication. It flows through officially prescribed route in which there are officially recognized positions. E.g.: Executive instructs his subordinates. INFORMAL OR GRAPEVINE COMMUNICATION When an informal channel is used to communicate it is termed as grapevine or informal communication. It is information communication network formed out of personal relationship, social and group relations but not out of position of line of authority, superior and Education Extension subordinate or based on organizational hierarchy. DKAC, Kishanganj It is a quick vehicle for message. E.g.: Rumours  According to Direction of flow DOWNWARD COMMUNICATION When information comes from higher level to a lower level in the organization structure, it is termed as downward communication. E.g. Information passes through written orders, reports, rules, Instructions, manuals, policy directives, etc. It is needed  To get things done  To prepare for changes  To discourage misinformation and suspicion Extension Education DKAC, Kishanganj  According to Direction of flow UPWARD COMMUNICATION Whenever information moves from a lower level to a higher level in the organization it is named as upward communication. Through this, executives can know the activities and progress achieved by their subordinates. HORIZONTAL COMMUNICATION / Sideways / Lateral / Crosswise /Inter-scalar A communication is said to be horizontal when it takes place between two subordinates of the same superior. Extension Education DKAC, Kishanganj  According to the way of Expression Verbal or oral communication: The process is a face to face conversation through oral words or words of mouth. It is the most widely practiced medium of communication Written Communication: The process involves sending message by written words. Media for written communication are letters, circulars, notes, explanation and memorandum. Non – Verbal communication: Communicating a message without using arbitrary symbols i.e., words or meaning of words. Extension Education DKAC, Kishanganj  Oral Communication It occurs through spoken words, through speech either face to face or through any electrical device such as phone, teleconferencing, public address system etc. Extension Education DKAC, Kishanganj  Effective Oral Communication Pronunciation: words should be pronounced correctly and clearly Self-confidence: comes with sufficient knowledge of the subject and overcoming inner inhibitions. Concise and complete message: Over-loaded message diverts the reader’s attention whereas under loaded message misleads him. Logical sequence: present the message in logical sequences Natural voice: should be made pleasing and clear with practice, confidence and emotional content. Tone: according to the situation Variations in the intonation pattern: voice should not be steady and flat Extension Education DKAC, Kishanganj  Oral Communication Advantages Disadvantages Immediate clarification No record Speedy Lengthy message Suitable for emergency Distortions Lesser formal Speaker’s ineffectiveness Group communication Limitations of human memory Personal quality Extension Education DKAC, Kishanganj  Oral communication takes place through any of the following medias Face to face Teleconferencing Videoconferencing Telephone Voice mail Extension Education DKAC, Kishanganj  Face-to-Face Communication It may be between two persons or among small group or gathering of persons. It may also assume the form of speech or address by one person to an audience. Benefits Limitations Control over listeners attention Inattentive listening Effect of facial expressions Difficulty in arranging personal contacts Suitable for discussions Unproductive in unhealthy relations Extension Education DKAC, Kishanganj  Written Communication Written communication includes written words, graphs, charts, reports, diagrams, pictures etc. Ex: Letters, memos, bulletins, reports etc. Benefits Limitations Permanent records Time consuming process Easier to understand Not suitable for the illiterate Composing in advance Formalism Accuracy Immediate feedback not possible Wider access Extension Education DKAC, Kishanganj  Oral and Written Communication Characteristics Oral Written Form of message Dynamic form Fairly static form Degree of precision Usually not precise More precise Speed Speedy Lacks speed Appeal of message appeals to the audience appeals to the needy quickly people Effectiveness It can be made effective It is missing in written with the use of gestures, communication intonation, etc. Feedback Immediate Slow Retention of Message Receiver cannot retain Retain the message for a all the messages long time Extension Education DKAC, Kishanganj  NON-VERBAL COMMUNICATION It is the process of communication through sending and receiving wordless (mostly visual) cues between people. It is communication of feelings, emotions, attitudes, and thoughts through body movements / gestures / eye contact, etc. It is the process of transmitting message through non-linguistic signs both spoken and written and wordless communication. Extension Education DKAC, Kishanganj  Functions of Non-verbal Communication There is close relationship between non-verbal cues and words accompanied. Non- verbal cues have certain functions to be performed. 1. Repeating: It implies to something again which one has heard to someone else. These are helpful to restate the verbal message. 2. Contradiction: It indicates the opposite of arguing or disagreeing with a discrepancy occurs between a person’s words and actions. 3. Substituting: These are substitutes for spoken words or messages. Non- verbal cues like O.K., peace sign, victory, clenched fist, a stooped position (submissiveness) serve as substitutes for spoken or verbal messages. Extension Education DKAC, Kishanganj  Functions of Non-verbal Communication 4. Complementing: The cues invariably complement or elaborate upon verbal message. E.g.: when something is said in anger, the feeling is shown not only in the spoken message but in the clenched fists, flashing eyes. 5. Accenting: The function of non-verbal cues is to accentuate the verbal message. Accentuating (word accent) gives more force or importance to certain words. 6. Regulating: It is controlling the flow of communication. Cues act as regulators. E.g.: A Nod or change in eye behaviour indicates that you have finished your statement. Extension Education DKAC, Kishanganj  Types of Non-Verbal communication Extension Education DKAC, Kishanganj  Types of Non-Verbal communication 1. Kinesics - the study of body movements, facial expressions, postures & gestures. Through facial expressions and eyes we can show happiness, anger, frustration, arrogance, shyness, sadness, fear, etc. Extension Education DKAC, Kishanganj  Types of Non-Verbal communication Posture: affect our thinking process, and give us an idea about the attitude of the bearer towards the other persons. It indicate confidence, fear, aggressiveness, rejection, anxiety, etc. Gestures : the physical movements of the body parts like arms, legs, hands and head. It convey certain moods and feelings. Extension Education DKAC, Kishanganj  Proxemics It is the study of how we use space around to communicate the message. It is the study of measurable distance between people as they interact. Edward T. Hall coined this “Proxemics" and describes four types of informal spaces to know human relationship.  Intimate: 3-6 inches  Personal: 8-12 Inches  Near Close: 12-20 Inches  Social: 20 inches to 5 feet.  Public: 6 feet to more than 100 feet Extension Education DKAC, Kishanganj  Paralanguage Non – verbal things in communication are called paralanguage. It involves the study of voice quality, vocal characterizers, vocal qualifiers, vocal segregates. It concentrates on "how" of speaker's voice rather than "what" of the words. Voice qualities: Pitch, resonance, volume rate and rhythm Vocal characterizers: Embracing laughter, coughing, throat clearing and sighing Vocal qualifiers: Referring to variations in pitch and volume Vocal segregates: Including the silent sound such as ‘ahs’ and ‘ers’ and pauses. Extension Education DKAC, Kishanganj  Chronemics Chronemics is the study of the use of time. How we use time-like observing  Punctuality  Amount of time spent E.g.: A telephone call at too early hours or late night conveys significant message. (1 AM or 2 AM urgent matters) Extension Education DKAC, Kishanganj  Haptics Haptics is the study of touching in communication situations. An interviewee with a weak handshake may leave a poor impression, whereas a firm handshake conveys enthusiasm. A pat on the back that accompanies a verbal "well done" Extension Education DKAC, Kishanganj  Artifactics It include the non-verbal message signals that an individual sends through appearance, clothing, personal objects like, briefcases, etc. An individual's personal appearance makes the first impression. First impression is the - Best impression Extension Education DKAC, Kishanganj  HOW TO IMPROVE NON-VERBAL COMMUNICATION Take time to feel relaxed and free from stress Use video camera, digital camera to watch yourself. You can take the opinions of your elders or close friends. Concentrate on your tone of voice while speaking. Use good eye contacts to demonstrate interest in other people. Extension Education DKAC, Kishanganj  MAIN PROBLEMS IN COMMUNICATION The problems of communication process can be classified as: I. According to phases of communication (communicator, message, and receiver) II. According to various types of problems (Technical, Semantic, and Influential) III. According to nature of problems (Physical, Psychological, and Cultural) IV. Other classified problems Extension Education DKAC, Kishanganj  RELATING TO THE COMMUNICATOR Ineffective environment Disorganized efforts to communicate Standard of correctness Standard of social responsibilities Cultural values and social organization Inaccurate symbols Wrong concept of the communication process Extension Education DKAC, Kishanganj  RELATING TO TRANSMISSION OF MESSAGE Wrong handling of the channel Wrong selection of channels Physical distraction Use of inadequate channels in parallel Extension Education DKAC, Kishanganj  RELATING TO THE RECEIVER Attention of the listeners Problem of cooperation, participation and involvement Problem of Homogeneity Attitude of the audience towards the communicator Extension Education DKAC, Kishanganj  According to various Types of problems 1. Technical problems: concerned with the accuracy of the transference of information from sender to receiver. Certain things that are not intended by the source are added to the signal. All these changes in the signal are called ‘noise’. 2. Semantic problems: regarding the interpretation of meaning by the receiver as compared to the intended meaning of the sender. 3. Influential problems: concerned with the success with which the meaning is conveyed to the receiver leads to the desired conduct on his part. Extension Education DKAC, Kishanganj  According to Nature of problems 1. Physical problems: Speech and voice defects; anxiety- tension reaction such as those involved in stage fright, or feeling of inferiority, 2. Psychological: due to the emotional characteristics, and mental limitations of human beings 3. Cultural: Cultural differences pose serious barriers in the communication process. Extension Education DKAC, Kishanganj  Message Distortion When the transmitted message by the communicator is not reproduced by the receiver in a pattern that corresponds to its original form it is distortion. According to Kirk (1963), the distortion of information may be of three fundamentally different kinds: 1. SYSTEMATIC or STRETCH - Some part of information will be given too much importance. No information is lost rather it is changed or recorded. 2. FOG - Some part of the information (information is lost) will be masked away. 3. MIRAGE - Some part of information (extra and unwanted) will be added as an extinct. Extension Education DKAC, Kishanganj  HOW TO IMPROVE NON-VERBAL COMMUNICATION Take time to feel relaxed and free from stress Use video camera, digital camera to watch yourself. You can take the opinions of your elders or close friends. Concentrate on your tone of voice while speaking. Use good eye contacts to demonstrate interest in other people. Extension Education DKAC, Kishanganj Extension Education DKAC, Kishanganj