communication

the word communicate has been derived from the latin word - communis which means to
share(sharing of thoughts in a comman way)

communication is the process of interchanging of ideas, thoughts emotions , opinions ,facts between
2 or more persons through comman system of symbols, signs or behaviour.

communication is the sum of all things that one person does when he wants to create understanding
in the mind of another .it is a bridge of meaning . it involves a systematic and continuous process of
telling, listening and understanding. - allen louis

communication is a two way process so there must be atleast two person for the completion of it
one person takes the role of sender and another takes the role of receiver.

the goal of communication to make receiver understand the message in the same way as it was
intended.

business communication is the process in which one person express their thoughts , opinions, ideas,
etc to another person in business organisation to carry out business activities.

it links not only the various components of organisation but also links internal components with
external world.

characterstics/ features of communication

1-communication is a two way process- Communication typically involves both

sending and receiving information. It's a dynamic process where both the sender and receiver play
active roles. Feedback from the receiver is an essential component of effective communication.

2 - in communication there should be atleast 2 persons- The first important

characteristic of communication is that there must be a minimum number of two persons because
no single individual can have an exchange of ideas with himself. A listener is necessary to receive
one’s ideas. Therefore, there must be at least two persons-the sender of information and the
receiver.
3- Message is a Must -A message is the subject matter of communication. e.g., the
contents of the letter or speech, order, instructions or the suggestions. A communication must
convey some message. If there is no message there is no communication. The basic purpose of
communication is to create an understanding. The receiver should understand the message sent and
should response accordingly.

4. Form of communication -Communication may take several forms e.g. order,

instruction, report, queries etc. It may be verbal or written. It may be formal or informal.

5 - continuous process - the exchange of ideas, thoughts, opinion among people is an

ongoing process in business and non business world. continuous interaction promotes understanding
and exchange of information relevent for decision making.

6 - communication is a goal oriented process

importance of communication

1-Basis of coordination -the manager explains to the employees the organisational goals,
modes of their achievement and also the interpersonal relationships amongst them .this provides
coordination between various employees and also departments. thus, communication act as a basis
for coordination in the organisation.

2-fluent working - a manager coordinates the human and physical elements of an

organisation to run it smoothly and efficiently. this coordination is not possible without proper
communication.

3- the basis of decision making - proper communication provides the information to

the manager that is useful for the decision making.no decisons could be taken in the absence of
information thus communication is the basis of taking right decisions.
4 -boost morale of the employees- good communication helps the workers to adjust
to the physical and social aspect of work.it also improves good human relations in the industry.An
efficent system of communicaation enables the management to motivate ,influence and satisfies the
subordinates who in turn boost their morale and keeps them motivated.

5- increases manegerial efficiency -the manager conveys the targets and issues
instructions and allocates jobs to the subordinates ,all these aspects invlove communication.thus ,
communication is essential for the quick and effective performance of the managers and the entire
organisation.

6- increases cooperation and organisational peace. -the two way

communication process promotes co-operation and mutual understanding amongst the workers and
also between them and the management .this leads to less friction and thus leads to industrial peace
in the factory and efficient operations.

process of communication

sender-the person who sends the message is known as sender .he may be speaker ,writer, actor
etc . he is the source who starts the communication .he formulates/generates the message and
choose the medium for sending it.

message-It is the subject matter of the communication .it consists of idea ,fact, information,
view, feeling, etc that is generated by the sender with the intention of conveying it to the sender .

encoding-the sender converts the message into words, symbols, gestures, pictures, etc. which he
feels should be understood by the receiver . this process is called encoding.

medium-It is the manner through which the encoded message is transmitted to the receiver it
may be in written form, oral form or gestural form.

noise- it refers to any obstruction that is caused by the sender,

message or the receiver during the
process of communication. for example bad telephone connection, faulty encoding, faulty
decoding,in attentive reciever,poor understanding of the message due to prejudice or inappropriate
gestures.

decoding-decoding is performed by the receiver .it means attaching meaning to the message
converting symbols encoded by the sender into language.message should be understanded in the
same way as it is sended by the sender.

receiver-it is the last in the chain for whom the message is sent by the sender .once the receiver
receives the message and understands it in proper perspective and acts according to the
message ,only then the purpose of communication is successful.

feedback-once the reciever confirms to the sender that he received the message and understood
it, the process of communication is complete.

verbal and non-verbal communication

verbal communication -verbal communication is the use of words to share information

with other people, Here the sender gives words to his feelings, thoughts, ideas and opinions and
expresses them in the form of speeches, discussions, presentations, and conversations.it includes
both spoken and written communication.

speaking , listening, writing and reading is a part of verbal communication.

The effectiveness of the verbal communication depends on the tone of the speaker, clarity of speech,
volume, speed, body language and the quality of words used in the conversation. In the case of the
verbal communication, the feedback is immediate since there are a simultaneous transmission and
receipt of the message by the sender and receiver respectively.
The success of the verbal communication depends not only on the speaking ability of an individual
but also on the listening skills. How effectively an individual listens to the subject matter decides the
effectiveness of the communication

types of verbal communication

1- oral communication-Oral communication refers to the communication that takes place
by speaking. This includes basic conversations, as well as speeches and meetings.

face to face conversations

video conferencing

voice chats

phone call or telephones

2- written communication-refers to the type of communication that uses the written

word. This can be typed on an electronic device, such as an email on a computer, or handwritten,
such as a note or a letter.

letters

documents

emails

sms chats , etc

non - verbal communication

non- verbal communication is the transmission of message or signals through a non-verbal platforms
such as eye contact, facial expression, body language, gestures, etc. or we can say that

Nonverbal communication refers to the process of conveying information and expressing thoughts
and emotions without using spoken or written words.

Nonverbal communication plays a crucial role in human interaction and can significantly influence
how messages are interpreted and understood. Here are some key aspects of nonverbal
communication:
Facial Expressions: Facial expressions are a primary means of conveying emotions and
attitudes. Smiles, frowns, raised eyebrows, and other facial movements can communicate happiness,
sadness, surprise, anger, and more.

barriers

Personal Barriers

Definition: The Personal Barriers relate to the factors that are personal to the sender and receiver
and act as a hindrance in the communication process. These factors include the life experiences,
emotions, attitudes, behaviour that hinders the ability of a person to communicate.

The most common personal barriers are:

Lack of Listening Skills: The efficiency of communication process gets disturbed when the
receiver listens only with ears but do not apply his mind. Often, the receiver listens what he wants to
listen and give no attention to other aspects of the information, thereby acting as a hindrance to the
effective communication.

Selective Attention: This problem arises when the person is impatient and put his objective
above all. He gives ears to only that part of the information which is helpful for him and fulfills his
objective and ignores all the other aspects.

Lack of knowledge: Also, the communication process suffers if the sender and receiver have
less knowledge about the subject matter.

Lack of vocabulary: Often, the communication problem arises when the sender uses some
words which are difficult for the receiver to comprehend correctly.
organisational barriers

definition-these are the hindrances that limits the flow of information among the employees in the
organisation .

rules and regulations - rigid rules ,regulations may also create barriers as following rules
may lead to red tapism, delay in movement of information.

Too many levels in the organisation - The communication gets affected if there are a
greater number of management levels in the organization. With more levels, the communication gets
delayed and might change before reaching the intended receiver as there are chances of distortion,
delays and failure of message.

status or hierarchial positions- in every organization, the employees are divided into
several categories on the basis of their levels of the organization. The people occupying the upper
level of the hierarchy are superior to the ones occupying the lower levels, and thus, the
communication among them would be formal. This formal communication may often act as a barrier
to the effective communication. Such as the lower level employee might be reluctant in sending a
message to his superior because of a fear in his mind of sending the faulty or wrong message.

Organisational Facilities: Organisational facilities mean making available sufficient

stationery, telephone, translator, etc. When these facilities are sufficient in an organisation, the
communication will be timely, clear and in accordance with necessity. In the absence of these
facilities, communication becomes meaningless.

Psychological Barriers

Definition: The Psychological or Emotional Barriers refers to the psychological state i.e. Opinions,
attitudes, status consciousness, emotions, etc. of a person that deeply affects the ability to
communicate.
The communication largely depends on the mental condition of a person, if the person is not
mentally or emotionally sound, then he cannot communicate effectively either as a sender or a
receiver.

Lack of Attention: When the person is pre-occupied by some other things and do not listen
carefully what the other person is speaking, then arises the psychological barrier in the
communication. When the person does not listen to others, then he won’t be able to comprehend
the message as it was intended and will not be able to give proper feedback.

Premature Evaluation: Many people have a tendency to jump to the conclusions directly
and form judgments without considering all the aspects of information. This is generally done by the
people who are impatient and resort to a selective listening. This premature evaluation of the
information acts as a barrier to the effective communication and lowers the morale of the sender.

Poor Retention: The retention refers to the capacity of a brain to retain or store things in the
memory. The brain does not store all the information came across but in fact, retain only those which
deems to be helpful in the future. Therefore, much of the information gets lost during the retention
process, and this acts as a barrier to the effective communication.

Loss by Transmission: The loss by transmission means, whenever the information exchanges
hand its credibility reduces. It is most often observed in the case of an oral communication where
people handle information carelessly and transmits the information which has lost some of its truth.
Thus, the improper and lack of information being transmitted to others acts as a hindrance in the
communication process.