Communication

Communication is an exchange of facts, ideas, opinions or emotions by two or more

persons.
The definition involves two aspects in communication:
First, something is shared, like facts, feelings, or ideas, and there must be a receiver
for it to be considered communication.
Second, the receiver must understand the message in the way the sender intended
for true communication to happen.

Business Communication
Business communication is the process of sharing information between people in
the organization for the purpose of carrying out the business activities.

Elements/Components of Business Communication

Effective communication produces a meeting of the minds where everyone involved
shares the same information.
All communication has the same components, and knowing how these components
apply to a business can help an owner enhance communication within the
organization.

1. Context: This is the background or setting where communication happens. It

includes factors like urgency, timing, company culture, and the environment in
which the message is received.
2. Encoder or Sender: This is the person who starts the communication by sending
a message. The sender must consider the context, the receiver, and the purpose of
the message to ensure effective communication.
3. Message: This is the content being communicated. It could be an opinion, order,
suggestion, feeling, etc. Effective messages are clear, purposeful, and consider the
results they aim to achieve. Written messages should be visually appealing and easy
to read, sometimes using visuals like charts to clarify complex information.
4. Channel: This is the medium used to send the message. In business, channels can
be oral (like phone calls or video conferences) or written (like reports or emails). The
sender chooses the best channel based on the situation.
5. Receiver: This is the person who gets the message. The receiver’s role is to
interpret and understand the message sent by the sender.
6. Feedback: This is the receiver's response to the message. Feedback is crucial as it
lets the sender know if the message was understood correctly and encourages
ongoing communication.

Two-way Communication Process

The communication process or communication cycle involves two phases that’s why
initially it’s called two-way communication process.
Before communication can take place it needs a purpose, a message to be conveyed
between a sender and a receiver. The sender encodes the message (converts it to a
symbolic form) and passes it through a medium (channel) to the receiver, who
decodes it. The result is transfer of meaning from one person to another.
The key parts of this cycle are
(1) the sender,
(2) encoding,
(3) the message,
(4) the channel/Medium/Noise
(5) decoding,
(6) the receiver,
(7) feedback.
Two main phases are the sender part and the receiver part.
Sender Part: The first phase starts with the sender creating a message and tailoring
the message to suit the recipient's needs.
Then the sender translates the message into a suitable form, such as oral, written,
or visual, choosing the appropriate language and tone.
Lastly, the sender picks the best method to deliver the message, considering factors
like speed, cost, and confidentiality. This could be a formal channel (organizational
communication) or an informal channel (personal/social communication).

Receiver Part: The second phase of the cycle starts with the recipient receiving and
understanding the message, such as by reading if it’s written.
Then the recipient interprets the message. Misinterpretation can happen if the
message wasn’t encoded clearly.
Lastly, the recipient provides a response, completing the communication loop.
Feedback can be immediate in oral communication or delayed in written
communication.

Communication Barriers
Barriers means obstacles in the way to effective communication. Communication
may fail for a variety of reasons like:

1. Non-verbal signals: Your body language, such as eye contact and gestures, can
support or hinder communication. It's important to show attentiveness and
friendliness. In written communication, the lack of non-verbal cues can cause
misunderstandings.

2. Language: Different languages or technical jargon can make communication

difficult. This can happen between people from different backgrounds,
departments, or industries.
3. Listening: Good communication requires listening carefully and actively. Pay
attention, don’t interrupt, repeat key points, and ask for clarification to ensure you
understand the message.

4. Pre-judgement: If you have preconceived notions or biases about the person

communicating, you might misunderstand or ignore their message. This can lead to
poor decisions and miscommunication.

5. Relationship: The quality of your relationship with the person you’re

communicating with affects how well the communication goes. Poor relationships
can lead to ineffective communication or breakdowns.

6. Emotional responses: Strong emotions like anger or anxiety can cloud judgment
and impede communication. Managing your emotions and being aware of others'
emotions is crucial for effective communication.

7. Cultural Barriers: Understanding and respecting cultural differences are essential

for effective communication in a global business environment. Adapting to these
differences can improve interactions.

Importance of Communication

Communication plays a crucially important role in all aspects of a business. Business

communications may be in-house or external.

Increased Productivity: Effective communication helps team members collaborate

better, building trust and understanding, reducing mistakes, and creating a friendly
work environment.

Help Grow Customer Base: Good communication attracts new customers and
retains existing ones through effective marketing and public relations,
understanding customer needs, and maintaining connections.

Improve Business Partnership: Effective communication with suppliers and other

businesses helps form strong partnerships and alliances, making your company
easier to work with.
Facilitate Business Innovations: Clear communication encourages staff to share
ideas and opinions, helping to quickly launch new products and improve sales.

Managerial Efficiency: Effective communication ensures smooth management

operations and task performance.

Enhance Morale and Relations: Good communication boosts employee morale and
fosters positive relationships between management and staff.

Effective Leadership: Effective communication is crucial for leadership, enabling

managers to guide and handle their teams well.

Mutual Trust and Confidence: Clear communication reduces misunderstandings

and builds trust between labor and management.

Better Decision: Effective communication ensures that information is shared

accurately, aiding in prompt and better decision-making.

Staffing: Timely communication supports the processes of hiring, placement,

socialization, promotion, and transfer.

Better Managerial Concern: Communication is essential for all managerial

functions, including planning, organizing, directing, and controlling.

7’C principles/Principles of Communication

1. Clear: The message should be clear and easy to understand to the recipient.

For example, instead of saying, "We need to address the issue with urgency," say,
"We need to fix the broken printer by the end of today."

2. Correct: The message should be correct that means a correct language should be
used and the sender must be ensured that there is no grammatical and spelling
mistakes.

For example, instead of saying, "Their coming to the meeting at 3 PM," say, "They're
coming to the meeting at 3 PM."
3. Complete: The message should be complete. It must include all the relevant
information as required by the intended audience.

For example, instead of saying, "Let's meet," say, "Let's meet at the office at 10 AM
on Friday to discuss the project details."

4. Concrete: The communication should be concrete, which means the message

should be clear and particularly such that no room for misinterpretation is left.

For example, instead of saying, "We had a good year," say, "Our sales increased by
20% in the last year."

5. Concise: The message should be precise and to the point.

For example, instead of saying, "Due to the fact that the weather is bad, we are
canceling the event," say, "The event is canceled due to bad weather."

6. Consideration: The sender must take into consideration the receivers opinions,
knowledge, mindset, background, etc. in order to have an effective communication.

For example, instead of saying, "You don't understand the procedure," say, "Let me
explain the procedure in more detail for better understanding."

7. Courteous: The message should not be biased and must include the terms that
show respect for the recipient.

For example, instead of saying, "You need to fix this now," say, "Could you please
address this issue as soon as possible?"
 Types of Communication

a) Verbal: Verbal communication means communication in the form of spoken

words only.

But, in the context of types of communication, verbal communication can be in the

spoken or the written form. It's common in presentations, phone calls, meetings,
and conversations. Verbal communication is important because it's efficient and
effective.

Example: Baby crying (vocal) is verbal communication which express the hungry or
pain through vocally.

Verbal communication has two types:

 Oral communication refers to the exchange of information through spoken

words, conversations, and speech.
Example: Public speech, News reading, Television, Radio, and mobile
conversations.

 Written communication involves the exchange of information through written

words, text, or other written forms of language.
Example: Simply any hand written, typed, Newspaper, printed word
documents, letters, books and magazines.

b) Non-verbal communication includes all forms of communication that do not

involve spoken or written words. This can include signs, symbols, gestures, facial
expressions, body language, and colors. An example is traffic signals.

Types of Nonverbal Communication:

1. Facial Expressions: Facial expressions are responsible for a huge proportion of

nonverbal communication.
2. Gestures: Deliberate movements and signals are an important way to
communicate meaning without words. Common gestures include waving,
pointing, and using fingers to indicate numeric amounts.
 3. Paralinguistic: Paralinguistic refers to vocal communication that is separate
from actual language. This includes factors such as tone of voice, loudness,
inflection, and pitch.
4. Body Language and Posture: The way we sit, stand, or move communicates
information about our feelings and attitudes.
5. Proxemics: Personal space and distance between individuals, influenced by
social norms and cultural expectations.
6. Haptics: Communicating through touch is another important nonverbal
behavior. There has been a substantial amount of research on the importance
of touch in infancy and early childhood.
7. Artifacts: Objects or images, like avatars in online forums, used to convey
information about oneself.

c) Visual communication refers to the conveyance of ideas and information through

visual means, such as images, graphics, videos, and other visual elements.

1. Formal: Formal communication refers to the official exchange of information

through established channels within an organization. It uses predefined routes
and channels, typically documented and structured.

Types of formal communication:

 Downward, that is, higher levels communicate to those below to give

orders or instructions.
 Upward, that is, the lower levels initiate the communicate to reach those
at the higher levels.
 Horizontal, that is, the communication between or among those who
are in the same level.
 Diagonal; that is, the communication between or among different
departments, sections and individuals to achieve a specific goal.

2. Informal communication: Relational and spontaneous communication that

occurs outside of official channels. It aims to build and maintain relationships,
is faster, lacks formal documentation, and can happen anywhere in the
organization.
 Models of Communication

1. Action model: One-way communication system.

Communication is a one-way process where a sender transmits a message to a

receiver. The receiver has no direct way to respond or provide feedback.

For example, giving instructions, broadcasting news, etc.

2. Interaction model: Communication involves back-and-forth exchange between

two or more people. Communicators take turns sending and receiving messages

Examples: Conversation, interview, negotiation, etc.

3. Transaction model: Communication is simultaneous - people send and receive

messages at the same time. There is no clear distinction between sender and
receiver.

Examples: Casual discussion, group brainstorming, nonverbal communication

4. Process model: Communication is an ongoing, dynamic process with multiple

components. Both the sender and receiver share responsibility for effective
communication.

Examples: Collaborative project planning, conflict resolution.

5. Symbolic Interactionist model: Communication creates shared meaning through

the use of symbols. People define themselves, others, and the world through
negotiated symbols.

Examples: Interpreting body language, understanding cultural references

6. Circle model: Communication flows in a circular pattern with shared

sending/receiving roles. Noise can enter the process at any point and affect the
communication

Examples: Roundtable discussion, online forum

7. Helix model: Communication is an evolving, spiral process that builds over time.
Each interaction is influenced by past experiences and shapes future interactions.

Examples: Developing a relationship over time, changing communication patterns.

Advantages of Communication

Undoubtedly there are many more advantages of written communication but, there
are some disadvantages too. Advantages and disadvantages of written
communication here one by one.

 Authoritative Document: Written communication serves as proof or official

documentation.
 Easy to Understand: If you don't understand something right away, you can
read it again, which isn't possible with spoken communication.
 Widely Accepted: People especially accept written communication,
particularly for formal matters.
 Priority: People and organizations prioritize written documents for important
announcements.
 Permanent Record: Written communication creates a permanent record that
can be kept for future reference.
 Reduces Risk: Written communication serves as evidence, helping to reduce
risks.
 Less Distortion: There's less chance of misunderstanding since you can revise
written documents multiple times.
 Flexible Alternative: Written communication can easily replace other
communication methods.
 Authority and Control: It helps delegate authority, maintain control, build a
personal image, and provides wide access.
 Disadvantages of Communication

 Lack of Secrecy: Written communication can be seen by anyone involved, so

there's a risk of information leaking, which can harm the organization.
 Expensive: It costs money for paper, ink, typewriters, printers, and
maintaining these items.
 Time-Consuming: Written communication takes a lot of time from start to
finish, unlike a quick phone call.
 Delayed Feedback: Reading and responding to written messages takes time,
so feedback isn't immediate.
 Lack of Personal Connection: Written communication doesn't allow for
building personal relationships, leading to possible misunderstandings.
 Inflexible: There are formalities in written communication, making it hard to
make quick changes.
 Not Useful for Illiterate People: Written communication is ineffective if the
receiver can't read.
 Filing and Indexing Costs: Organizations need to spend money on storing and
organizing written documents.
 Flattery and Inflated Information: There's a risk of people altering messages
to avoid criticism or gain favor.
 Delayed Corrections: Mistakes in written communication take a long time to
correct, especially once the message is sent.
 Complex and Slow: The process of creating and sending written messages is
complicated and slow, with many steps and delays in feedback.