PROFESSIONAL COMMUNICATION 1

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COMMUNICATION: DEFINITION & CONCEPT

Communication is the planned or unplanned process of transmitting information, ideas, emotions, skills or attitude from the
source to the receiver, for the purpose of influencing with intent. This process can use symbols, words, pictures, figures etc. in
a given social context.

"Communication is the process of sharing meaning through continuous flow of symbolic messages." (Froemling 5)

MEANS OF COMMUNICATION

The tools and technology used for exchanging information between people and organizations are called means of
communication. The means of communication plays a vital role for the effective transfer of information. They are classified
into four categories.

1. Oral means of communication:

When messages or information is exchanged or communicated orally then it is called oral communication. It is word-based
communication system but in oral form. Face to face conversations, group discussions, counselling, interview, radio, television,
telephone calls etc. is used to express meaning of oral communication. Telephone, Radio, and television are the examples of
oral means of communication.

2. Written means of communication:

The process of transforming message from one place to another place through written matters is known as written means of
communication. Written communication has great significance in today’s business world. It is an innovative activity of the
mind. Effective written communication is essential for preparing worthy promotional materials for business development. Fax,
Electronic mail, Internet, Telegram are the examples of written communication.

3. Electronic means of communication:

Communication done using electronic media is known as electronic communication. Internet, e-mails, mobile phones, internal
communication links, a voice in a tap, bells, buzzers, loudspeaker, voice mails are the examples of electronic means of
communication. People can easily share conversation, image, sound, graphics, maps, interactive software and other things via
electronic communication.

4. Visual means of communication:

Any image that is used to communicate an idea, whether it's a sign, poster, drawing, photograph, diagram, chart, or television
advertisement, can be included in the field of visual communications. It is one of the most important ways which helps people
to communicate and share information.

METHODS OF COMMUNICATION similar to TYPES OF COMMUNICATION

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PROCESS/ CYCLE OF COMMUNICATION

Communication process consists of some interrelated steps or parts through which messages are sent form sender to receiver.
The process of communication begins with conceptualization of an idea or message by the sender, goes on to the transmission
of the fact, idea, opinion or other information to the receiver and ends with receiver’s feedback to the sender. The process
consists of the following eight steps:

1. Formulation of Idea: Sender/ Communicator develops or conceptualizes an idea to be sent. Also known as the
planning stage.
2. Encoding of Message: Converting or translation the idea into a perceivable form that can be communicated to others.
3. Use of Tool: After encoding, the sender gets a message that can be transmitted to the receiver. The tool can be oral,
written, symbolic or nonverbal language. For example, when people talk, speech is the message; when people write a
letter, the words and sentences are the message.
4. Selection of Medium: Medium is the channel or means of transmitting the message to the receiver. The medium of
communication can be speaking, writing, signaling, gesturing etc.
5. Transmission of Message: Sender transmits the message through chosen medium. In the communication cycle, the
task of the sender ends with the transmission of the message.
6. Reception of Message: Reception of sender’s message by the receiver, in the form of hearing, seeing, feeling and so on.
7. Decoding of Message: Receiver’s interpretation of the sender’s message. Receiver converts the message into thoughts
and tries to analyze and understand it. Effective communication can occur only when both the sender and the receiver
assign the same or similar meanings to the message.
8. Feedback: Final step of communication process. Feedback means receiver’s response to sender’s message. Feedback is
the essence of two-way communication.

Source >> Coding >> Message >> Medium >> Transmission >> Reception >> Decoding >> Feedback
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ELEMENTS/ COMPONENTS OF COMMUNICATION

• Environment: Context which surrounds and provides a basis for the meaning of a message.
a) Physical
b) Temporal
c) Relational – Relationship between communicators. Includes (i) Liking, (ii) Responsiveness, (iii) Control, and (iv)
Trust.
d) Cultural – Language and behavior; the community the communicator(s) come from.
• Source/ Sender (Communicator 1): Source has information, idea, need, intention, purpose.
• Code: System suitable for creating/carrying messages through a specific medium.
[Coding: Transforming (information, idea, need, intention, purpose) into a message.]
• Message: Single uninterrupted utterance. Verbal or nonverbal. It has (a) Content i.e. matter, (b) Treatment i.e. how it
is expressed, (c) Filter i.e. frame of reference which gives the content more effect or less effect.
• Channel: Specific mechanism (“pipeline”) used to transmit the message.
• Medium: Form or technology of transmission (face-to-face, television, web, phone, etc.) which determines the kind of
code used.
• Destination/ Receiver (Communicator 2): Target of the message. Receiver must have a level of shared meaning
with Source.
• Effect: Decoding / interpretation of Message by Receiver.
• Feedback: Re-encoded response of Receiver sent back to Sender. If there is response, then the message has been
communicated.
a) Positive feedback – ‘Keep doing what you are doing’
b) Negative feedback – ‘Change what you are doing’
c) Immediate feedback – in oral communication (face to face, telephone, lecture, presentation)
d) Delayed feedback – in written communication (letter, fax, e-mail)

• Noise: Any unplanned interference in communication which causes hindrance in transmission of the message.
a) External: Interference in channel – static, mechanical failures, problems with volume, pitch, legibility of text etc.
b) Internal: Interference or incompleteness in personal sphere – errors in the message, grammatical errors, wrong
spellings, incorrect punctuation etc.
c) Semantic: Interference in medium – ambiguity, wrong interpretation etc.

Example: Classroom (Environment) -> Teacher (Sender) -> Communication Process (Message) -> Lecture/ Powerpoint
(Channel) -> Students (Receiver) -> Questions (Feedback) -> Face to face (Channel) -> Teacher (Sender) etc.

STEPS/ PHASES OF COMMUNICATION similar to PROCESS OF COMMUNICATION

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MODES OF COMMUNICATION

1. Interpersonal: Two-way communication with active negotiation of meaning among individuals.

a) Spontaneous i.e. participants observe and monitor one another to see how their meanings and intentions are being
communicated and make adjustments and clarifications accordingly.
b) Usually involves exchange of information.
c) Meaningful
d) Speaking and Listening (conversation) OR Reading and Writing (text messages, messages on social media, letters)

2. Interpretive: One-way communication with no recourse to the active negotiation of meaning with the writer,
speaker, or producer.
a) Reader, listener or viewer interprets what the author, speaker, or producer wants the receiver of the message to
understand.
b) Interpretation differs from comprehension and translation in that it implies the ability to read, listen or view ‘between
the lines,’ including understanding from within the cultural mindset or perspective.
c) Reading of authentic texts (websites, stories and other literature, articles, signs).
d) Listening to authentic texts (speeches, messages, songs, radio news, ads).
e) Viewing of authentic materials (videos, movies, presentations, TV shows, commercials, news, plays)

3. Presentational: One-way communication intended for an audience of readers, listeners, or viewers.

a) Presentation of information; not exchange.
b) No direct opportunity for the active negotiation of meaning exists.
c) To ensure the intended audience is successful in its interpretation, the ‘presenter’ needs knowledge of the audience’s
language and culture.
d) Writing (messages, articles, advertisements, flyers, brochures, short stories, reports, scripts, PowerPoint
presentations).
e) Speaking (telling a story, giving a speech, TV or radio news, drama presentations including skits, presentation to jury)