Communication PDF

# Communication ## Questions:- 1. **What is communication?** The word 'communication' has been derived from the Laten word 'Communis' which means common. Communication is the process of passing information and understanding or exchange of ideas from one person to another. The objec...

# Communication ## Questions:- 1. **What is communication?** The word 'communication' has been derived from the Laten word 'Communis' which means common. Communication is the process of passing information and understanding or exchange of ideas from one person to another. The objectives of communication are to motivate, inform, warn, suggest, order, to change behaviours, establish better relations with others, to make learning meaningful and understand. 2. **Characteristics of communication?** - It is a process with some purpose. - It is a social interaction in which ideas, knowledge, opinion etc. are exchanged between two or more persons. - It is a universal process, i.e. it occurs everywhere. - It is a continuous process. - It can be intentional or unintentional. - For effective communication, there is a common Frame of reference between the sender and the receiver. - It can be verbal or non-verbal. - It helps in the release of emotional expressions or feelings. - It is two-way process. There must be an exchange of ideas, orders, feelings etc. among two or more than two persons. - It may be formal or informal. - Communication can be both direct or indirect. - Communication is present everywhere. ## Communication Process:- Effective Communication Process 1. **Effective Communication** is the process of exchanging ideas, thoughts, opinions, knowledge, and data so that the message is received and understood with clarity and purpose. 2. **For Effective Communication process, consists of components.** - **Communication context**: The overall environment namely; 1. Physical environment: i.e. Classroom, party or surroundings. 2. Social environment: i.e. the relationship between teacher and pupil. 3. Psychological environment may be formal or informal. 4. Temporal: i.e. time or period. - **Source/Communicator**: A person or event who/which provides verbal or non-verbal cues to which someone can respond when the source is a person, he is called as sender. - **Encoding**: It is a process in which the ideas to be conveyed are translated into a code or set of symbols or some other format of expression. - **Message**: It is the actual physical product from the source - encoding. It represent the meaning which the source wants to convey. - **Channel**: It is the medium through which the message transmits. It is the connecting link between the sender and receiver. - **Symbol**: A symbol is something that denotes an idea or fact or objective etc. They can be verbal or non-verbal. In a speech words are then symbols. - **Decoding**: Translated the message into a forum that can be understood by the receiver. - **Receiver/destination**: It is the person to whom the message is directed conveyed. - **Feed back**: It is the response from the receiver which enable the sender (source) to determine whether the message was received and understood as originally intended. - **Noise**: Noise is anything that distorts the message. It can be external or internal to the source / receiver. It can occur at any stage on the communication process. ## Types of Effective Communication 1. **Verbal Communication**: - Verbal communication is using speech or spoken word to exchange information, emotions and thoughts. - It includes both spoken and written communication. - Examples - an email, a phone call and face-to-face meetings, public speech. 2. **Verbal Communication divided into 2 categories.** - **Oral Communication**: Oral Communication is face-to-face conversations, speech, telephonic conversation, video, TV, radio, on internet etc. Spoken words are used in Oral Communication. Oral Communication is influenced by Pitch, Volume and Speed. It supports non-verbal communication. It establishes a close relationship between speaker and Listener. - **Written Communication**: Written communication generally refers to any kind of communication that uses a written language. Message can be transmitted via, email, letter, report, memo, etc. Message or information is exchanged or communicated within sender and receiver through written form. It is most common form of communication in business firms. It requires some kind of medium or channel like paperc, computers, etc. 3. **Non-Verbal Communication**: - Non-verbal communication is the transfer of information through body language, facial expressions, gestures, posture, use of objects and eye contact. - It includes the use of social cues/sign kinesics, distance and physical environments / appearance of voice and of touch. - Information can be easily presented. - The message can be reached the receiver very fast. - Reduce the time of both communicator and receiver. - Ex - waving hands, showing fingers. ## What is Visual communicating ? Visual Communication is the use of visual elements to convey ideas, information. Examples - Graphs, Animation, Map, Chart, Television, Photography, Video, Filmmaking, Painting, drawing, crafts, etc. . ## Types of Communication are divided on the basis of following aspects:- 1. **On the Basis of Relationship Element** - **Interpersonal or Dyadic Communication**: Interpersonal communication refers to communication between two or more people or in the process of exchange of information, ideas and feelings between two or more people, through verbal or non-verbal methods. It often includes face-to-face exchange of information in a form of voice, facial expressions, body language and gestures. It may be formal or informal and can take place anywhere. Examples - listening, communication between a son and his father, two sisters, a teacher and a student, two friends, etc. - **Intrapersonal Communication**: Intrapersonal communication is communication with oneself or self-to-self communication. Examples - Communication with one’s self, and that may include self-talk, acts of imagination and visualization, and even recall and memory. It might be descriptive or prescriptive - **Group Communication**: - **Mass or Mediated Communication**: Communication with mass audience is called as mass communication. Ex: ofs Mass Communication - Radio, TV, Newspapers, films, Magazines, etc . 2. **On the Basis of Purpose and style** - **Formal Communication**: Formal Communication is exchanging official information between two or more people within the same organization, by following predefined rules and using official channels of communication. It is done on written form. Ex - Letters, Memo, Report.. There are 6 types of Formal communication: - **Chain Network**: The Chain network is a set sequence of messages that are transmitted in a hierarchical order, from the top to the bottom of the chain. - **Star Network**: The information and message flow among the group members through a leader. The group members do not communicate with each other directly but rely on the leader. - **Circle Network**: The group members interact with the adjoining member only. - **All Channel Network**: All members of a group actively communicate with each other freely. It is most decentralized type of Formal Communication. - **Inverted -V Network**: A Subordinate communicates with his immediate superior as well as second superior. - **Y- Network**: Two subordinates through the hierarchical chain, communicate with the superior. The superior communicate with two superior who are senior to him. - **Informal communication**: An Informal communication is the casual and unofficial form of communication where in the information is exchanged spontaneously between two or more persons at work place. Ex - Face-to-face Conversation, Instant Messaging, Social media. It mainly addresses the social needs of the employees. It is also known as Grapevine. There are 4 types of grapevine networks: - **Single Strand Network**: The information passes from one to one. that is, one member communicates to another member who in turn communicates to another member and so on. - **Gossip Network**: The member Communicates non-selectarely -i.e. a member having information passes it on to everyone he meets. It can be descriptive or prescriptive. - **Probability Network**: Information passer according to the law of probability, i.e. One member communicates randomly with others who is teren communicate to some others. - **Cluster Network**: The Information passes selecterely, i.e. One member Communicates with only those members whom he trusts. They pass it on to some other selected members. It is most popular type of grapevine communication. ## What is Grapevine or Grapevine Communication? The Grapevine is a word for gossip. Grapevine Communication is a method of informal and unofficial form of communication held on a workplace. It is carried out by the people on an organization in the form of rumors, gossip, false statement, and half-truths. 3. **On the Basis of Direction: ** It may be 3 types: - **Vertical communication**: Example: a higher ranking manager and a lower ranking official. Vertical communication is basically a Upward formal communication, where communication is most dominated. It follows the hierarchical chain of command. The vertical communication can be upward (bottom up) and downward (top word) based on their titles. It based on their titles. It based on their titles. - **Horizontal or Lateral Communication**: Horizontal communication, also called lateral communication, is the practice of sharing information between employees, departments and units within the same level of an organization. It, where people can communicate their colleagues and peers at same level on hierarchical chain of command. It may be combined of both formal and informal. Ex-student to student, Member of the same team. - **Diagonal Communication**: It is free flow of communication hence no barrier of hierarchy. It encourages the bonding between superior and subordenate as well as among colleagues. ## Purpose/Objectives of Communication Communication serves five major purposes: - to inform, to express feelings, to imagine, to influence, and to meet social expectations. Each of these purposes is reflected in a form of communication. These are the purpose of Communication :- - To get, to give, & exchange information/ ideas - To persuade & influence others. - To ensure understanding. - To convey feelings, opinion & perception & ideas. - To establish & enhance friendship. - To improve public relation. ## What is the purpose of communication ? - Transmitting information - Motivating and Inspiring - Building trust - Empowering and Engaging ## Barriers to Effective Communication Barriers to communication are those factors which produce obstacles in the way of reaching message to the receiver. They may produce a negative impact on communication process. Following are some of the barriers in Communication. 1. **Physical Barriers:** - **Environment**: The environment where in the communication is taking place has an effect like the atmosphere, temperature, etc - **Noise**: It is a type of disturbance that disrupts communication which results in lack of clarity. It is various types - Written noise, Visual noise, physical noise, semantic noise, cultural noise, organizational noise, psychological noise. - **Distance**: physical distance between sender and student in oral communication may led to distortion of message. - **ill healthy / physical discomfort.** - **Distraction** 2. **Language Barriers:** - **Language** is the vehicle of communication. - **Verbosity & Verbalism**: Uninterrupted speech by the teacher, boonish language of the teacher, high sound language of the teacher make the communication meaningless and boring. - **Language inadequacy**: Sometimes in communication sender may not be proficient in the language making his message unclear. - **Unclear graphics and symbols**: During written communication if the sender uses some symbols which are rarely used then the receiver gets wrong picture which leads to improper understanding. 3. **Psychological Barriers / Emotional Barriers** In Interpersonal communication, some psychological factors like 1) Prejudices, 2) dis intercest, 3) Inattention, 4) Impercception, 5) Feeling of anxiety, 6) Unfulfilled Curiosity, 7) Negative attitude. 4. **Background Barriers** - **Previous knowledge and experiences**: If the students bags previous experience, he fails to understand the present experiences given. - **Cultural disparities and generation gap**: If there is Cultural lag and generation gap between sender and receiver, it will lead to distortion of message. 5. **Organizational Barriers:** - **Rules and regulations**: strict enforcement of rules, discipline may create an atmosphere where on communication becomes formal and rigid. - **Hierarchical relationship and lack of co-operation** - **Choice of Media**: Wrong choice of media affects communication. - **Group size**: Group size of affect communication process. 6. **Personal Barriers** - Fear of challenge to authority - Lack of confidence of superiore on his subordinates. - Unwillingness to communicate. - Lack of incentives.