3 year licence 3rd semester

By . ziada nesrine
English courses

COURSE 01 :

Introduction to communication

communication is important
for success in the workplace
through networking and
effective communication of
ideas

Chapeter 01. COMMUNICATION: MEANING AND

CONCEPT
Communication establishes relationships and makes
organizing possible.Every message has a purpose or
objective.
The sender intends whether consciously or
unconsciously -- to accomplish something by
communicating.
In organizational contexts, messages typically have a
definite objective: to motivate, to inform, to teach, to
persuade, to entertain, or to inspire. This definite
purpose is,in fact, one of the principal differences
between casual conversation and managerial
communication. Effective communication in the
organization centers on well-defined objectives that
support the organization's goals and mission.
Supervisors strive to achieve understanding among
parties to their communications.
Communication is the process by which a message or
information is
exchanged from a sender to a receiver.
Communication can be oral/ verbal, or written. Oral
communication includes speaking out, talking to each
other regarding different things, while written
communication includes writing down or penning a
letter in order to communicate with the person. Sign
language is also a part of communication wherein
people use various signs and symbols in order to
converse with other people. Body language, eye
contact, expressions, etc.,
today we’ll be discussing two significant
types of communication, formal communication
and informal communication.
Let us begin by understanding the primary meaning of
the same.
1--Formal Communication
Formal communication is structured and uniformed
with the intent of communicating concisely and
efficiently.
Formal communication is defined as the
communication in which the information is reached
through proper channels or routes. It is also called
official communication .
Formal communication is defined as the
communication in which the information is reached
through proper channels or routes. It is also called
official communication There is little personability in
formal communication and it follows a specific set of
rules and regulations. This type of communication is
often seen in the workplace and is intended to meet
administrative goals.
In the workplace, there are formal networks of
communication determined by hierarchical professional
relationships. For example, superiors may transmit
information to subordinates about changes in a
company's policies and procedures.
Formal communication is important because it is
more reliable and documented. In formal
communication, there is more confidentiality and it
occurs through predefined networks. However, formal
communication can be slower because it requires the
navigation of bureaucratic channels and is more time-
consuming as it necessitates many technical processes
before being completed.
Formal communication can occur through the
following modes:
Emails
Memos
Formal one-to-one meetings
Presentations
Meetings
Public Addresses
Examples of Formal Communication:
 A business meeting in which colleagues discuss
company policy and strategy.
 A lecture delivered by a professor to a group of
students.
 A press release announcing a new product or
service.
 A legal document, such as a contract or a court
filing.
 A job interview with a potential employer.
2-Types of Formal Communication

1. Vertical Communication: This kind of

communication is held on various organizational levels.
In this, the message is passed from juniors to team
members to the manager.
2. Horizontal Communication: This kind of
communication takes place among the peers of the
same or different departments.
3. Diagonal Communication: This kind of
communication takes place among the subordinates
working on different levels. For instance, a graphic
designer communicating with the sales manager.
4. Upward Communication: In this kind of
communication, the information is transmitted from
lower to a higher level, i.e., from subordinates to
superiors. This kind of communication boosts the
morale of the employees.
5. Downward Communication: In this kind of
communication, the information is transferred from
higher to the lower level, i.e., from superiors to
subordinates. Downward communication is an effective
way of communication

2-Informal communication is more spontaneous and

does not follow a rigorous structure. There are no rules
or official channels. This type of communication occurs
between family, friends, and acquaintances. The intent
of informal communication is to satisfy personal
interests.
In informal communication, one can expect to
be more connected with others and experience
transmission of information at a much faster rate.
Informal communication is immediate and requires
little process time because information moves more
freely. However, documentation of communication is
lacking in informal communication and it is difficult to
maintain confidentiality. Oftentimes, due to the
methods of communication, information passed on
through informal methods can be less reliable.
Informal communication can occur through the
following interactions:
Gossip - information transmitted by one member to
a network.
Single-strand communication - information is passed
down one-to-one. For example, the telephone game
where one player passes information to another, and
the subsequent player passes it to the next.
Cluster communication - networks of people receive
information from individuals from other groups. This
model is much like the telephone tree where one
individual calls two people and then the next two
people call another two people.
Probability chain - information is passed randomly by
individuals.
Examples of Informal Communication:
A conversation between friends discussing their
weekend plans.
A phone call between family members catching up
on recent news.
A text message sent between coworkers about a
work-related project.
 A chat over coffee with a neighbor about
neighborhood events.
A post on social media sharing personal
experiences or opinions.

2-Types of Informal Communication

1. Single Chain: In this type of communication,

person A passes information to person B and, person B
passes it to person C. This is how the single-chain
moves in informal communication.
2. Gossip Chain: In this kind of communication, a
person passes information to several people. Those
people pass it on to several others. This is how the
gossip chain works.
3. Cluster Chain: A cluster chain works when two or
three people start a trend which is followed by others.
Social media is the common example of a cluster chain
wherein one person begins the trend/ challenge, and
others follow it.

So, these are the significant kinds of formal and

informal communication. To create a better
environment and achieve the company's goals, both
types of communication are required. The morale of
the employees is boosted and the organization also
fulfills its objective. Both formal and informal
communication goes hand in hand. Thus, for smooth
and efficient working of the organization, both formal,
and informal communication is necessary.

Now, let us look at some of the differences between

formal and informal communication.
Formal InFormal
communication communication
0 Formal communication On the other hand,
1 is defined as the informal communication
communication which is defined as the
takes place through communication which
formal/ official routes takes place unofficially
and channels. between two or more
people.
0 There are rigid rules There are no rigid rules
2 and regulations in or regulations in
formal communication. informal
communication.
0 The other name of he other name of
3 formal informal communication
communicationis 'officia is 'grapevine
l communication.' communication.'
0 There is more reliability There is less reliability
4 of the information in of the information
formal communication.
0 The process of formal The process of informal
5 communication is slow. communication is rapid.
0 Formal communication Informal communication
6 majorly includes written includes verbal
communication. communication. So,
Therefore, there is a there is no documented
documented evidence evidence related to it.
for every piece of
information
0 Formal communication Informal communication
7 is time-consuming. is very fast and rapid.
0 Formal communication There is no systematic
8 is effective as there is a flow, but work-related
systematic flow of issues and time is saved
information. in the informal
communication.
0 Secrecy is maintained Secrecy is not
9 in formal maintained in informal
communication communication.
1 Formal communication Informal communication
0 moves only through moves freely and
official or pre-defined rapidly.
channels.
1 There is authenticity of There is no authenticity
1 the information of the information in
provided through informal
official channels. communication.

1
2 The main aim of formal he main aim of informal
communication is to communication is to
fulfill organizational meet personal interests
objectives. and needs.

Text:
Communication and Its Categories
Communication is the process of exchanging
information, ideas, thoughts, and emotions between
individuals or groups. It is a fundamental aspect of
human interaction and occurs in various forms, each
serving a different purpose. Communication can be
categorized into different types based on the medium,
context, and method of delivery.
1. Verbal Communication:
This is the use of spoken or written language to convey
a message. Verbal communication is essential in daily
conversations, presentations, and written documents.
It can be face-to-face or mediated through phones or
digital platforms.
2. Nonverbal Communication:
Nonverbal communication involves the use of body
language, facial expressions, gestures, and eye contact
to communicate. It often complements verbal
communication and can convey emotions or attitudes
without words.
3. Visual Communication:
This type includes the use of visual aids, such as
images, graphs, charts, and videos, to communicate
information. Visual communication is commonly used
in educational materials, advertising, and media.
Written Communication:
Written communication refers to any message
conveyed through written words. This includes letters,
emails, reports, articles, and books. It is often more
structured and formal compared to verbal
communication.
5. Interpersonal Communication:
This type occurs between two or more people and can
be verbal or nonverbal. It is essential for personal
relationships and professional interactions.
6. Mass Communication:
Mass communication refers to the distribution of
information to large audiences, typically through media
outlets such as television, radio, newspapers, and
social media. It plays a significant role in shaping
public opinion and disseminating news.
7. Intrapersonal Communication:
Intrapersonal communication occurs within an
individual’s mind. It includes self-reflection, internal
dialogue, and the processing of personal thoughts and
feelings.
8. Group Communication:
This involves communication between members of a
group. It can be formal, such as meetings or
conferences, or informal, such as casual discussions
among friends or colleagues.
communication is a multifaceted process
that takes many forms, each with unique
characteristics and purposes. Understanding the
different types of communication helps individuals
effectively interact in various personal and professional
contexts.
Reading Comprehension
1. Question: What is the definition of
communication according to the text?

2. Question: What is verbal communication, and

where is it commonly used?
3. Question: How does nonverbal communication
differ from verbal communication?
4. Question: What role does visual
communication play in modern media?
5. Question: What is mass communication, and
why is it important?
6. Question: Explain the difference between
interpersonal and intrapersonal communication.
Mastery of Language Exercises
Activity 1: Identify synonyms for the following
words from the text:
- Convey

- Facial expressions

- Process

- Involves

Activity 2. Fill in the Blanks:

Complete the sentences with the correct form of
communication:
- Verbal communication is essential when giving a
__________ (presentation / performance).
 - Mass communication plays a significant role in
__________ (shaping / informing) public opinion.

- Intrapersonal communication allows individuals to

engage in __________ (self-reflection / group
discussion).

- Visual communication is widely used in __________

(media / writing) to explain complex ideas.

Activity 3.: Mark the following statements as

true (T) or false (F):
1 - Nonverbal communication uses only written words
to convey a message.
Answer
2 - Visual communication is less effective than verbal
communication in education.
Answer
3 - Intrapersonal communication occurs within an
individual’s own mind.
Answer
4 - Mass communication reaches large audiences
through media outlets.

Activity 4: Provide definitions for the following

types of communication from the text:
 - Nonverbal Communication: The use of body
language, gestures, and facial expressions to
communicate without words.
- Interpersonal Communication: Communication
that occurs between two or more individuals, which
can be verbal or nonverbal.
- Mass Communication: The process of
disseminating information to large audiences via media
outlets like television or social media.
- Intrapersonal Communication: Communication
that occurs within an individual’s mind, involving
personal thoughts and reflections.
Activity 5. Use each type of communication in a
sentence:
Verbal Communication(a).
Mass Communication( b).
Non verbal Communication.(c)
Intra personal Communication(d)
1 - ……………..: During the meeting, we used verbal
communication to discuss the project’s progress.
2 - ………………: Her nonverbal communication, such
as crossed arms and a frown, indicated she was upset.
3 ……………….: Television and social media are
powerful tools of mass communication in today's world.
4 ……………..: Through intrapersonal communication, I
was able to evaluate my goals and set new objectives.