1. Introduction to Communication.

What is communication?
The English word ‘communication’ is derived from the Latin communis, which means common sense.
Communication is defined as the transmission of information from one place, person, or group to
another. Every communication involves (at least) one sender, a message, and a recipient. This
process of transmission can be included our emotions, the cultural situations, the medium used to
communicate, and even our location.

1.1 Definitions for “communication”:-

Communication is imparting or exchanging of information by speaking, writing, or using some
other medium. …..The successful conveying or sharing of ideas and feelings.

Oxford English Dictionary –

“Communication is the transfer of information from one person to another, whether or not it elicits
confidence. But the information transferred must be understandable to the receiver”

– G.G. Brown

“Communication is the intercourse by words, letters or messages”-

Fred G. Meyer

“The process or act of exchanging, expressing, or conveying information and ideas through
writing, speaking, and gesturing.”

Merriam-Webster Dictionary

" Communication can be defined as a process by means of which a person is in contact with another
through a message, and expects the latter of a response, be an opinion, activity or behavior. "

-Alberto Martínez.

" Communication is a way to establish contact with others through ideas, facts, thoughts, and
behaviors, looking for a reaction to the statement that has been sent "

Abraham Nosnik.
1.2 Basic principles in Communication
Clarity:
The idea or message to be communicated should be clearly spelled out. It should be worded in
such a way that the receiver understands the same thing which the sender wants to convey. There
should be no ambiguity in the message. It should be kept in mind that the words do not speak for
themselves but the speaker gives them the meaning. It is also essential that the receiver is
conversant with the language, inherent assumptions, and mechanics of communication.

Attention:
In order to make communication effective, the receiver’s attention should be drawn toward the
message. People are different in behaviour, attention, emotions, etc. so they may respond
differently to the message.

Feedback:

The principle of feedback is very important to make the communication effective. There should
be a feed feedback information from the recipient to know whether he has understood the message
in the same sense in which the sender has meant it.

Informality:

Formal communication is generally used for transmitting messages and other information.
Sometimes formal communication may not achieve the desired results, but informal
communication may prove effective in such situations. Management should use informal
communication for assessing the reaction of employees towards various policies. Senior
management may informally convey certain decisions to the employees for getting their feedback.
So this principle states that informal communication is as important as formal communication

Consistency:

This principle states that communication should always be consistent with the policies, plans,
programmes, and objectives of the organization and not in conflict with them. If the messages and
communications are in conflict with the policies and programmes, then there will be confusion in
the minds of workers and they may not implement them properly.
Consistency This principle states that communication should be done at the proper time so that it
helps them in implementing plans. Any delay in communication may not serve any purpose rather
decisions become of historical importance only.

Adequacy:
The information communicated should be adequate and complete in all respects. Inadequate
information may delay action and create confusion. Inadequate information also affects the
efficiency of the receiver. So adequate information is essential for taking proper decisions and
making action plans.

1.3 Importance of effective communication in an organization

Communication plays a vital part in building strong relationships across the world, either in
organizational structure or outside of it. Effective communication is a successful building block of
the organizational structure.

It is an essential pillar for people in

• sharing ideas among the people.

• delegating responsibilities among the employees and employers
• managing a team
• building up a healthy relationship between the employee and employer.
❖ Effective communication is necessary for managers in the organization for planning,
organizing, leading, and controlling.
❖ Managers of the organization are to communicate throughout the day in various tasks
and performances.
❖ They spend the whole time communicating face-to-face or over the phone with their
colleagues, subordinates, and clients.
❖ Managers also use written communication in the form of Emails, memos, daily reports,
and so on.

• Encouraging motivational skills of the employees.

• Decision-making process in the top management.

• Emphasizing socializing within or outside the organizational structure

 • . controlling the process to follow the organization’s rules, code of conduct, and other
company policies.
• avoiding conflicts and controversies among the persons

Good communication is important in the following situations.

Communication Foundation:

The manager explains to the employees the goals of the organization, the methods of their
success, and the interpersonal relationships between them. This provides communication
between the various staff and departments. Therefore, communication serves as the basis
for collaboration in the organization.

Functional:

The manager coordinates the individual and physical aspects of the organization in order
to run it efficiently and effectively. This integration is not possible without proper
communication.

The Basis for Making Decisions:

Good communication provides information to the manager that helps them make decisions.
No decisions could have been made without knowledge. Thus, communication is the basis
for making the right decisions.

Improves Management Ability:

The manager transfers targets and issues instructions and assigns tasks to subordinates. All
of these factors are involved.
 1.4 Types of communication

There are four types of communication.

Types of communication

non-verbal
verbal commucication written communication visual commun
communication

through visuals
through writing (photographs,
through words through body language
(letters, symbols) drawings, charts,
graphs)

Verbal Communication:-
Verbal communication is one of the modes where people communicate or transfer information
through words. It is one of the common and usual types and is frequently used during one on one
presentations, video calls or conferences, meetings, phone calls etc.
There Are Certain Measures Which Enhance This More Effectively

• Firm and confident voice:

Firm and confident communication reflects the personality of the person. It gives more
certainty of completing any task. So always be confident so that your ideas are more precise
and specific.

Firm and confident voice A good listener always tends to listen to everyone’s perspectives
or viewpoints. Active listening helps in identifying each one’s problem or thoughts in a
clear way.

• Ignore filler words:

While giving a presentation, avoid using filler words such as yeah, like, so, etc. It might be
distracting to your audience. Try not to use them in official conferences or meetings.
Non-Verbal Communication:-
Non-verbal communication is the use of body language. It includes body gestures, facial
expressions, shaking hands, etc. For example: How you sit during an interview automatically
reflects your body language. If they are indicating closed body language like closed arms, bent
shoulders, shaking legs, etc., they might be nervous, low in confidence, surrounded with anxiety,
etc. Non-verbal communication is the most powerful communication to understand others’
thoughts and emotions.
Here are Certain Categories Where Non-Verbal Communication is briefed up

• Positive Body Language: Always carry a positive body language where you can carry your
confidence for performing any task. This type of communication gives support to your
verbal talks and makes you more open to any kind of job.

• Imitate non-verbal communication you find useful: Some facial expressions or body
language can be found helpful in an interview. If an interviewer has positively nodded his
head, it gives a clear positive sign in a closed way, i.e. non-verbal communication.

Written Communication
It is a form of communication that involves writing, typing, and printing symbols, letters, etc. It is
used in Emails, chats, etc. which are the common techniques of using it in the workplace. Whereas
it also furnishes a record of all docs in one place and keeps a systematic account of them.

Here are certain categories where written communication is briefed up

• Aim for simplicity:

Any type of written communication should be in a simple format and clear. It helps
audiences to understand and provides more transparency on the information you're
providing.

• Reviewing:

Whenever you're writing, always review your emails, letters, or memos before sending
them. Reviewing helps to find the mistakes or opportunities to present something distinct.

• Be careful of written tone:

Since this is not a mode of verbal or non-verbal communication, always be cautious and
have a polite tone while writing.
 • Keep the written files if you find them useful:

If you received the memo or email which you’re finding helpful or interesting, you could
save that template for further reference to use in future writing for improving your written
communication.

Visual Communication
Visualizing is a form of communication where one can use photographs, drawing charts, and
graphs to convey information through it. It helps in furnishing the right information through
graphics and visuals during office presentations (along with verbal and written).

Here are Certain Steps Which Help in Visual Communication Skills

• Taking advice before going with visuals:

Visual communication includes presentations or emails. Always ask for others’ advice if
any mistake can be rectified.

• Targeting audience:

Always put those visuals in presentations or emails that can be understood by everyone
quickly. If you are giving a presentation on any data or chart which is not familiar to the
audience, you need to explain it clearly. There shouldn’t be any usage of offensive visuals.

Mode Of Communication
• Formal Communication:

Formal Communication refers to communication that takes place through legal channels in
an organization. That kind of communication takes place between managers or employees
of the same class or between high and low and vice versa. It may be oral or written but a
complete record of that communication is kept in the organization.

• Informal Communication:

Informal communication is defined as any communication that occurs outside of the

official channels of communication. Informal communication is often referred to as the
‘vine’ as it spreads throughout the organization and on all sides regardless of the level of
authority.
1.5 Channels of Communication
“Communication channels” is the term given to the way in which we communicate. It is therefore
the method used to transmit our message to a recipient or to receive a message from someone else.

There are multiple communication channels available to us today. These include

• face-to-face conversations

• telephone calls, video calls

• text messages,

• email,

• the Internet (including social media such as Facebook and Twitter)

• radio and TV

• written letters

• brochures

• reports

Choosing an appropriate communication channel is vital for effective communication. Each

communication channel has different strengths and weaknesses.

For example, broadcasting news of an upcoming event via a written letter might convey the
message clearly to one or two individuals. It will not, however, be a time- or cost-effective way to
broadcast the message to a large number of people. On the other hand, conveying complex,
technical information is easier via a printed document than a spoken message. The recipients are
able to assimilate the information at their own pace and revisit anything that they do not fully
understand.

Written communication is also useful as a way of recording what has been said, for example by
taking minutes in a meeting.
1.6 The Process of Communication

Communication is an ongoing process that mainly involves three components namely. sender,
message, and recipient. The components involved in the communication process are described
below in detail:

Sender:

The sender or contact generates the message and transmits it to the recipient. He is the
source and the first contact

Encoding:

The message produced by the sender is encrypted in a symbolic way such as words,
pictures, touches, etc. before transfer. All messages must be encoded into a form that can
be conveyed by the communication channel chosen for the message. We all do this every
day when transferring abstract thoughts into spoken words or written form. Complex data
may be best communicated using a graph, chart, or other visualization.

Message:

It is an idea, knowledge, opinion, truth, feeling, etc. produced by the sender and intended
for reference.
Noise:

Refers to any restrictions caused by the sender, message or recipient during the
communication process. For example, incorrect telephone connection, incorrect coding,
incorrect recording, careless recipient, incorrect understanding of message due to
discrimination or inappropriate touch, etc.

Decoding:

It is a process of modifying the signals sent by the sender. After decoding the message is
received by the recipient.

Receiver:

You are the last person in the chain and the message you sent was sent. If the recipient
receives the message and understands it correctly and acts on the message, only then the
purpose of the communication is achieved.

Feedback (answer):

Once the recipient confirms to the sender that you received the message and understood it,
the communication process is complete.

Prepared by
Anuradha Diyalagoda
B.A., P.D.G.E., M.A.in TESL (reading)