COMMUNICATION

Meaning of Communication
Communication is sharing our feelings, ideas and opinions with others. This can be
intellectual, personal, spoken or written in nature. We live in groups and man is invariably a
social animal. As the social needs insist that we share our thoughts with others. This can be
called communication. It is a two-way process. Communication motivates, informs, suggests,
warns, orders, changes behaviour, and establishes better relationships, to make interaction
meaningful and make oneself understood. Communication is effective when a communicator is
effective enough to communicate competently, simply, clearly, sincerely and dynamically. Ones
communication can be termed as successful, if the receiver acknowledges it, i.e., when a listener
or reader understands, reacts, responds to this communication and shapes his/her learning
behaviour. The word communication is derived from the Latin word ‗communis‘, which means
‗common‘, i.e., to share, exchange, send, transmit, write, relate and communicate. The other
etymological source mentions that ‗communication‘ is derived from the Latin term
‗communicare‘, which means to impart or participate. This word often denotes and means
different things to different people. In short, we can define communication as sharing ideas and
feelings mutually. As it involves interaction, it encourages exchange of ideas until all the
experiences become a common profession.

Definitions

Keith Davis: Communication is a process of passing information and understanding from one
person to another.

John Adair: Communication is essentially the ability of one person to make contact with
another and make himself or herself understood.

William Newman and Charles Summer: Communication is an exchange of ideas, facts,

opinions or emotions of two or more persons.

Louis Allen: Communication is a bridge of meaning. It involves a systematic and continuous

process of telling, listening and understanding.

Peter Little: Communication is a process by which information is transmitted between

individuals and / or organizations so that an understanding response results.

Murphy, Hildebrandt, Thomas: Communication is a process of transmitting and receiving

verbal and non-verbal messages. It is considered effective when it achieves the desired response
or reaction from the receiver.
Features of Communication

(i) Communication is a complete and rational process; only when the recipient of the message
has understanding of the subject matter of communication. Communication is, in fact, a
transmission of understanding from the sender to the recipient of the message – something,
which is an imperative requirement from the human relations perspective, of communication.

(ii) Communication usually is and ought to be a two-way process. This emphasizes on the
feedback aspect of communication i.e. the sender of the message must get the necessary response
(or reaction) of the recipient to the communication made to him.

(iii) Communication is always done with a purpose i.e. with the objective of evoking the desired
response out of the recipient, to the communication made. For example, if the communication is
a work-order by the superior to some subordinate; the latter must comply with the order –
undertaking the necessary actions for the implementation of the order

(iv) Communication process requires, at least, two parties‘ sender of message and the recipient of
it. Naturally, one person would not make any communication to the self.

(v) Communication is a circular process. Its process starts with the sender of the message and
travelling through various stages completes with a feedback to communication from the recipient
to the sender.

Process of Communication
The main components of communication process are as follows:

1. Sender - Sender is a person who sends the message. A sender makes use of symbols
(words or graphic or visual aids) to convey the message and produce the required
response. The views, background, approach, skills, competencies, and knowledge of the
sender have a great impact on the message. The verbal and non verbal symbols chosen
are essential in ascertaining interpretation of the message by the recipient in the same
terms as intended by the sender.
2. Message - Message is a key idea that the sender wants to communicate. Communication
process begins with deciding about the message to be conveyed. It must be ensured that
the main objective of the message is clear.
3. Encoding -Since the subject matter of communication is theoretical and intangible, its
further passing requires use of certain symbols such as words, actions or pictures etc.
Conversion of subject matter into these symbols is the process of encoding.
4. Medium - Medium is a means used to exchange / transmit the message. The sender must
choose an appropriate medium for transmitting the message else the message might not
be conveyed to the desired recipients. The choice of appropriate medium of
communication is essential for making the message effective and correctly interpreted by
the recipient. This choice of communication medium varies depending upon the features
 of communication. For instance - Written medium is chosen when a message has to be
conveyed to a small group of people, while an oral medium is chosen when spontaneous
feedback is required from the recipient as misunderstandings are cleared then and there.
5. Recipient - Recipient is a person for whom the message is intended / aimed / targeted.
The degree to which the decoder understands the message is dependent upon various
factors such as knowledge of recipient, their responsiveness to the message, and the
reliance of encoder on decoder.
6. Decoding - The person who receives the message or symbol from the communicator tries
to convert the same in such a way so that he may extract its meaning to his complete
understanding.
7. Feedback - Feedback is the main component of communication process as it permits the
sender to analyze the efficacy of the message. It helps the sender in confirming the
correct interpretation of message by the decoder. Feedback may be verbal (through
words) or non-verbal (in form of smiles, sighs, etc.). It may take written form also in
form of memos, reports, etc.

Principles of Communication
(i) Principle of Understanding

Communication must be such, as transmits understanding of the communication message to the

recipient as per the intentions of the sender. A practical application of this principle requires that
the message must be clearly expressed whether made orally or in writing.

Further, the message must be complete – leaving no scope for any doubts likely to confuse the
recipient and compel him towards a misinterpretation of the message.

(ii) Principle of Attention

Communication must be made in such a manner, that in invites the attention of the recipient to it.
For a practical application of this principle, it is imperative that not only must the message be
expressed in a pleasant and sound manner; but also the purpose of the sender in making
communication, must be absolutely clarified.

(iii) Principle of Brevity

The message to be communicated must be brief; as usually the recipient, specially an executive,
would not have much time to devote to a single piece of communication. However, brevity of the
message must not be sought at the cost of clarity or completeness of the message. The sender
must strike a balance among these three factors -brevity, clarity and completeness.
(iv) The Principle of Timeliness

The communication must be timely i.e. it must be made at the high time, when needed to be
communicated to the recipient. An advance communication carries with it the danger of
‗forgetting‘, on the part of the recipient; while a delayed communication loses its purpose and
charm, and becomes meaningless, when the right time for action on it has expired.

(v) The Principle of Appropriateness /Rationality

The communication must be appropriate or rational, in the context of the realization of

organizational objectives. Communication must be neither impracticable to act upon; nor
irrational, making no contribution to common objectives.

(vi) Principle of Feedback

Communication must be a two-way process. The feedback (or reaction or response) of the
recipient to the message, must be as easily transferable to the sender, as the original
communication made by the sender.

The idea behind emphasizing on the feedback aspect of communication is that it helps the sender
to modify his subsequent communications in view of the reactions of the recipient – making for
better and improved human relations.

(vii) Principle of the Constructive and Strategic Use of Informal Groups

The management must not hesitate in making a constructive and strategic use of informal groups,
for ensuring and facilitating speedier communication in emergency situations. Such a use of
informal groups would also help develop good human relations by upgrading the status of
informal groups and their leaders.

Types of Communication
People communicate with each other in a number of ways that depend upon the message and its
context in which it is being sent. Choice of communication channel and your style of
communicating also affects communication. So, there are variety of types of communication.

Types of communication based on the communication channels used are:

1. Verbal Communication
2. Nonverbal Communication
1. Verbal Communication

When messages or information is exchanged or communicated through words is called verbal

communication. Verbal communication may be two types: written and oral communication.
Verbal communication takes place through face-to-face conversations, group discussions,
counseling, interview, radio, television, calls, memos, letters, reports, notes, email, etc. some
definitions of verbal communications are as follows:

According to Bovee and others: Verbal communication is the expression of information

through language which is composed of words and grammar.‖

According to Penrose and others, ―Verbal communication consists of sharing thoughts thought
the meaning of words.‖

So, verbal communication is the process of exchange of information or message between two or
more persons through written or oral words.

Verbal Communication is further divided into:

Oral Communication
Written Communication

i)Oral Communication

In oral communication, Spoken words are used. It includes face-to-face conversations, speech,
telephonic conversation, video, radio, television, voice over internet. In oral communication,
communication is influence by pitch, volume, speed and clarity of speaking.
Advantages of Oral communication
It brings quick feedback.
In a face-to-face conversation, by reading facial expression and body language one can guess
whether he/she should trust what‘s being said or not.

Disadvantage of oral communication

In face-to-face discussion, user is unable to deeply think about what he is delivering.

ii) Written Communication

In written communication, written signs or symbols are used to communicate. A written message
may be printed or hand written. In written communication message can be transmitted via email,
letter, report, memo etc. Message, in written communication, is influenced by the vocabulary &
grammar used, writing style, precision and clarity of the language used.

Advantages of written communication includes:

Messages can be edited and revised many time before it is actually sent.
Written communication provide record for every message sent and can be saved for later study.
A written message enables receiver to fully understand it and send appropriate feedback.

Disadvantages of written communication includes:

Unlike oral communication, Written communication doesn‘t bring instant feedback.
It take more time in composing a written message as compared to word-of-mouth. and number of
people struggles for writing ability.

2. Nonverbal Communication

When messages or information is exchanged or communicated without using any spoken or

written word is known as nonverbal communication. Non-verbal communication (NVC) is
usually understood as the process of communication through sending and receiving wordless
messages.

Non-verbal communication is a powerful arsenal in face-to-face communication encounters,

expressed consciously in the presence of others and perceived either consciously or
unconsciously. Much of non-verbal communication is unintentional people are not even aware
that they are sending messages. Non-verbal communication takes place through gestures, facial
expressions, eye contact, physical proximity, touching, etc. some important definitions of non-
verbal communication are as follows:

According to L. C. Bove and others, ―Non-verbal communication is communication that takes

place through non-verbal cues: through such form of non-verbal communication as gesture, eye
contact, facial expression, clothing and space; and through the non-verbal vocal communication
known as Para-language.‖

According to Lesikar and Pettit, ―Nonverbal communication means all communication that
occurs without words (body movements, space, time, touch, voice patterns, color, layout, design
of surroundings.)‖

According to Himstreet and Baty, ―Non-verbal communication includes any communication

occurring without the use of words.‖

So, non-verbal communication is the exchanged of information or message between two or more
persons through gestures, facial expressions eye contact, proximity, touching, etc. and without
using any spoken or written word.
Characteristics of non-verbal communication

Non-verbal communication is any information that is communicated without using words. The
important characteristics of non-verbal communication are as follows:
 No use of words: Non-verbal communication is a communication without words or
language like oral or written communication. It uses gestures, facial expressions, eye
contact, physical proximity, touching, etc. for communicating with others.
Culturally determined: Non-verbal communication is learned in childhood, passed on to
you by your parents and others with whom you associate. Through this process of
growing up in a particular society, you adopt the taints and mannerisms of your cultural
group.
Different meaning: Non-verbal symbols can many meanings. Cross-culture aspects give
various meanings to same expression in respect of non-verbal communication.
Vague and imprecise: Non-verbal communication is quite vague and imprecise. Since in
this communication, there is no use of words or language which expresses clear meaning
to the receiver.
May conflict with verbal message: Non-verbal communication is so deeply rooted, so
unconscious, that you can express a verbal message and then directly contradict it with a
nonverbal message.
Largely unconscious: Non-verbal communication is unconscious in the sense that it is
usually not planned nor rehearsed. It comes almost instantaneously.
Shows feelings and attitudes: Facial expressions, gestures, body movements, the way
you use your eyes – all communicate your feelings and emotions to others.
Informality: Nonverbal communication does not follow any rules, formality or structure
like other communication. Most of cases people unconsciously and habitually engaged in
non-verbal communication by moving the various parts of the body.

Types of Communication Based on Purpose and Style

Based on style and purpose, there are two main categories of communication and they both bears
their own characteristics. Communication types based on style and purpose are:

1. Formal Communication
2. Informal Communication

1. Formal Communication

In formal communication, certain rules, conventions and principles are followed while
communicating message. Formal communication occurs in formal and official style. Usually
professional settings, corporate meetings, conferences undergoes in formal pattern.

In formal communication, use of slang and foul language is avoided and correct pronunciation is
required. Authority lines are needed to be followed in formal communication.
 2. Informal Communication

Informal communication is done using channels that are in contrast with formal communication
channels. It‘s just a casual talk. It is established for societal affiliations of members in an
organization and face-to-face discussions. It happens among friends and family. In informal
communication use of slang words, foul language is not restricted. Usually. informal
communication is done orally and using gestures.

Informal communication, Unlike formal communication, doesn‘t follow authority lines. In an

organization, it helps in finding out staff grievances as people express more when talking
informally. Informal communication helps in building relationships.

Principles of Effective Classroom Communication

▪ Principle of competency

▪ Principle of suitability of content

▪ Principle of focus

▪ Principle of effective strategies

• Principle of feedback and reinforcement

• Principle of readiness and motivation

▪ Principle of sharing and interaction

▪ Principle of pupil centeredness

• Principle of mutual understanding

Factors Affecting Communication

The factors influencing classroom communication can be listed in various heads such as

Factors related to the sender

• How he perceives his world and himself

• Language competency

• Voice

• Facial expressions

• Emotions

• Energy level
• Age and experiences

• Attitude, beliefs, values

Factors related to the message

• Accuracy and precision of words

• Simplicity and clarity

• Appropriateness

• Imagination and originality

•Choice of medium, length of communication

Factors related to the receiver

• Intelligence

• Attitude towards the subject or sender

• Age and experiences

• Self esteem

• Motivational level

• Beliefs and values

• Previous experience

• Listening skills

Barriers of classroom communication

Communication is an important part of teaching because the students have to be able to

understand the message that the teacher is trying to convey. Students also have to be able to
communicate effectively with each other. There are a number of factors in the classroom (and
many of these factors exist in day-to-day life as well) that can act as barriers to effective
communication.
2. Verbalism: Excessive verbalism can no longer be condoned, particularly in today‘s
world of communication which offers much more effective substitutes from other
avenues of expression. Such verbalism is a definitely limiting barrier of effective
classroom communication.

3. Anxiety: One of the major emotional causes of communication barriers is a student‘s

anxiety. If a student is anxious and unsure, they‘re less likely to speak up in class. This is
 true even in situations where a student doesn‘t understand what the teacher is saying and
needs clarification. Anxiety stops students from participating in group discussions
because they don‘t want to be made the center of attention, and they‘re afraid of other
people‘s opinions of them.
4. Language:
Language is the primary way of communication thoughts and ideas. If the teacher and the
students don‘t speak the same language, these can be a major communication barrier. If
the teacher speaks English, and the students are mostly English as Second Language
students, then there will be communication problems, since the students may not
understand everything the teacher says.
5. Expression:
Communication is never exact. The initiator tries to put his ideas into words, and then the
recipient has to decode those words to understand the idea. When the teacher or student
doesn‘t have the ability to choose the proper words to describe the ideas they want to
convey, this will create a communication barrier in class room. An example of this could
be a teacher who is a professional mathematician, but an ineffective math teacher because
the only way she can convey ideas is to use math jargon that the students cannot
understand.
6. Reference Confusion:

Different explanation and different application of the same word convey different
meaning to every one of the students for each of their background varies and thus
influence interpretation and understanding that reference confusion occurs. For this
reasons proper communication between the teachers and students are not possible.
Reference confusion is common in reading. The ability of two people to use the same
words and arrive at completely different understandings is one of the grate dangers in our
classrooms. Different areas of knowledge, experience, background etc. are responsible
for reference confusion.

7. Day dreaming: A common (though avoidable) barrier to effective communication occurs

when the learner day dreams, that is when he turn away from the flow of classroom
communication and dwells upon his own privately recalled understanding and
experiences, which are more preoccupying than those which are identified with
classroom activity. Students are failed to keep their full attention in the class room, if
they think the movie that was seen by them in previous night. As a result they cannot give
their proper attention to the lecture of the important teachers that creates a great problem
in class room communication. This barrier can be lessened or surmounted by. Increasing
the understandability of class room communication through the use of effective audio
visual class room techniques.
8. Imperceptions:
Students are not be able to understand the teacher‘s important class lecture if they have
 any physical problem. Psychological function can do nothing in this case. So students
may gather knowledge very superficially in class room thus communication fails.
9. Disinterest:
Disinterest arises among the students due to the lack of available teaching materials,
teaching system and efficient teacher in the classroom. To eradicate distance teacher
should include some motion pictures, films, modems, specimens, film strips, charts,
diagrams, tapes, records, television and many other audio visual materials. Variety in
class room procedures and teaching materials usually heightens the interest and
enthusiasm with which pupils approach their work.
10. Physical discomfort: Student may fell discomfort due to the insufficient necessary
internal or external equipment in the class room like fan, light, air, etc. for these reason,
they may lose their interest to hear the lecture of their teachers. This type of barrier
should also be considered in a classroom for proper communication between students and
teachers.

The modern class room must be thought of as providing an efficient environment for learning.
This environment should be characterized by light control, which permits the use of projected
materials, by temperature control which encourages mental activity, all these will be controlled
by the teacher of the class room.
Others barriers of classroom communication or highly influencing factors in
communication:

Location or distance barriers: This barrier is particularly important when speaking to a

group or audience. If the audience perceives you as distance from them, looking down on
them, or simply not reachable, then they will not be as receptive to the message you are
trying to share. For example, if you are standing on a stage and never venture out into the
audience, the distance itself can send a message contrary to the one you intend.

Lack of common experience: If you are using technical term or other language your
audience does not understand, you will miss the mark. Even an audience that should be
sympathetic to you could end up providing negative feedback because you chose to speak
only to your own level of knowledge or experience rather than considering theirs.

Language barriers: Buzzwords, jargon and slang are very specialized. Using them will
always prevent some portion of the potential audience from understanding your message.
That includes people who might benefits from your message, if it were presented in a
way they understood.

Gender barrier: It has been demonstrated in studies that women communicate more on
a regular basis than men do. Though both sexes have both sexes have booth kinds of
communicators, women are more likely to be right-brain communicators — abstract and
intuitive. Men are more likely to be left-brain communicators – linear and logical.
 Depending on your own makeup, this could be a barrier. Both men and women have to
learn how to communicate in a way that allows both sexes to receive and understand the
message.

Lack of credibility: If it‘s evident that you‘re speaking strictly from book knowledge,
rather than personal experience, or if your audience does not see how what you are saying
could possibly be true, this creates a credibility problem. The audience will suspect that
you don‘t know what you‘re talking about. As a sender, you need to make sure that the
stories you tell don‘t lead the audience to question your credibility and authenticity.

Age factors: The understanding capacity of different ages pupils are different. The senior
student understands anything rapidly and sufficiently than junior one. Thus the age factor
from person to person, place to place and communication are varies.

Barriers to Effective Communication

The process of communication can be affected by the following barriers:

Linguistic incompetence
Lack of clarity
Lack of motivation
Socio-economic background
Improper body language
Distrust
Low IQ levels

Along with the above listed barriers, excessive verbalism, verbosity, confusion, daydreaming,

limited perception and physical discomfort too act as barriers in communication.

Overcoming the Barriers of Communication

Simplify Language
Constrain Emotions
Listen Actively
Feedback

Means to Effective Communication

Effective communication is the process of delivering messages to a target audience in a way that
guarantees satisfactory reception and understanding. If the communication is effective, both the
sender and the receiver will share the same information at the end of the process. Just delivering
a message is not enough; it must meet the purpose of the sender. Keeping this in mind, let us
discuss the elements which make communication effective:
Clear Message: The message which the sender wants to convey must be simple, easy to
understand and systematically framed to retain its meaningfulness.
Correct Message: The information communicated must not be vague or false in any
sense; it must be free from errors and grammatical mistakes.
Complete Message: Communication is the base for decision making. If the information
is incomplete, it may lead to wrong decisions.
Precise Message: The message sent must be short and concise to facilitate
straightforward interpretation and take the desired steps.
Reliability: The sender must be sure from his end that whatever he is conveying is right
by his knowledge. Even the receiver must have trust on the sender and can rely on the
message sent.
Consideration of the Recipient: The medium of communication and other physical
settings must be planned, keeping in mind the attitude, language, knowledge, education
level and position of the receiver.
Sender’s Courtesy: The message so drafted must reflect the sender‘s courtesy,
humbleness and respect towards the receiver.