Siksha Srijan Academy ( English)

Communication
What is Communication?

The English word 'communication' is derived from the Latin communis, which means common
sense. The word communication means sharing the same ideas. In other words, the transmission
and interaction of facts, ideas, opinions, feelings or attitudes. Communication is the essence of
management. The basic function of management (planning, planning, staffing, supervision and
management) cannot be done effectively without effective communication.

Communication is a two-way process which involves transferring of information or messages

from one person or group to another. This process goes on and includes a minimum of one
sender and receiver to pass on the messages. These messages can either be any ideas,
imagination, emotions, or thoughts.

Communication is a Latin word which means "to share". There are different modes of
communication available today. These include emails, chats, WhatsApp, Skype
(conference calls), etc. Effective communication makes people's work easier and smooth.

Communication Process
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:

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

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

3. Encoding:
The message produced by the sender is encrypted in a symbolic way such as words,
pictures, touches, etc. before transfer.

4. The media:
 This is how the coded message is conveyed. The message can be conveyed orally or in
writing.

5. Recording:
It is a process of modifying the signals sent by the sender. After recording the message is
received by the recipient.

6. Recipient:
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.

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

8. 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.

Types of Communication
Verbal Communication and Non-Communication

• Verbal communication:
Communication occurs through verbal, verbal or written communication that conveys or
conveys a message to others is called oral communication. Verbal communication is the
use of language to convey information verbally or in sign language.Verbal communication
is important because it works well. It can be helpful to support verbal Non-verbal
communication Any non-verbal communication, spoken words, conversation and written
language is called.

• Non-verbal communication:
It occurs with signs, symbols, colors, touches, body or facial features. Insignificant
communication is using body language, body language and facial expressions to convey
information to others. It can be used both intentionally and deliberately. For example, you
may have a smile on your face when you hear an idea or a piece of interesting or exciting
information. Open communication is helpful when you are trying to understand the
thoughts and feelings of others.
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.

Few Communication Barriers

One sometimes wants to connect with one thing, but he is actually saying something else that
he did not intend. This type of event in communication behaviour is known as the "Arc of
Distortion". The distortion may be the result of some error in any of the communication
channels. These barriers to communication are also known as "barriers". Some of the barriers to
communication:

Lack 0T proper style, TeeaDacK.

Content is not related to customer requirements.
Failure to maintain dual communication.
Bad weather.
Lack of horizontal flow of ideas.
Availability of technical coordinators.
Semantic Problems.
Lack of leadership.

Lack of enthusiasm.
Lack of support from heads of institutions.

Importance of Communication
I . 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.

2. 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.

3. 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.

4. Improves Management Ability:

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

Imoortance of Communication
Communication plays a vital part in building up a strong relationship across the world,
either in organisational structure or outside of it. It is an essential pillar for people in
sharing the ideas, delegating responsibilities, management of a team, building up a
healthy relationship, etc. Effective communication is necessary for managers in the
organisation for planning, organising, leading and controlling. Managers of the
organisation are dedicated enough in communicating throughout the day in various tasks
performances. They spent the whole time communicating face-to-face or over the phone
to their colleagues, subordinates and the clients. Managers also use written
communication in the form of Emails, memos, daily reports and so on. Effective
communication is a successful building block of the organisational structure.

Here The Importance of Communication Can Be Briefed As Follows

• Good communication encourages motivational skills.
• It is a mode of information in the decision-making process.
• Communication emphasises socialising within or outside the organisational
structure.
 • It
helps in controlling the process. Employees have to follow the organisation rule,
code of conduct and other company policies.

Types of Communication
There are four types of communication. It is categorised into verbal, non-verbal, written and
visual.

Verbal
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 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.

• Active listening:
A good listener always tends to listen to everyone's perspective or viewpoints. Active
listeninq helps in identifyinq each one's problem or thouqhts in a more 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 audiences. Try not to use them in official conferences or meetings.

Non-Verbal
Non-verbal communication is the use of body language. It includes body gestures, facial
expression, and 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 are Briefed Up

• PositiveBody 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 jobs.
 • Imitate non-verbal communication you find useful: Some facial expression 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
It is the 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 it.

Here Are Certain Categories Where Written Communication is Briefed Up

• Aim for Simplicity:
Any type of written communications should be in a simple format and clear. It helps
audiences to understand and provides more transparency on information which you're
providing.

• Reviewing:

Whenever you're writing, always review your emails, letters or memos before sending it.
Reviewinq helDS to find the mistakes or 0DDortunities to Dresent somethina 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 it Useful:

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

Visual
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 presentation (along with verbal and written).

Here are Certain Steps Which Help in Visual Communication Skills

• Taking Advice Before Going with Visuals:
Visual communication includes presentation or emails. Always ask for other's advice
if any mistake can be rectified.
 • Targeting Audience:
Always put those visuals in presentation 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.

Barriers in Communication
There are certain barriers which create hindrance in building up communication over the time
period.

• Personal Barriers:
Communication takes place between receiver and sender. It's a two-way process which
should be clear. In case message formation went wrong, it gives a wrong and unclear
message to the recipient. The receiver might get the wrong perspective while receiving a
message. Therefore the message should be written effortlessly.

• Systematic Barrier:
If any machine or electronic errors occur by any means or in any unforeseen situation, it

Flow of Communication
An organisation follows the five flow of communications:
• Downward Flow:
In this, communication flows from the higher level to lower level, i.e. communication
carried out by the head of the organisation to the subordinates like providing feedback,
giving job instructions etc.

• Upward Flow:
Communication which flows to the higher level of the organisation is upward
communication. Subordinates use upward flow to transfer their grievances and
performances to their seniors,

• Lateral/Horizontal Communication:
It takes place where communication happens between the same level of the hierarchy
that is communication between colleagues, managers or between any horizontally
equivalent members of the organisation. It benefits employees to perform coordination
among the tasks, time-saving, solving problems of employees of other departments or
conflicts within the department.
• Diagonal
Communication:
Communication which takes place between the manager and employee of other
work departments is known as diagonal communication.
• External
Communication:
Communication which takes place between the manager and external group likes
vendors, suppliers, banks, financial institutions and many more. For example, the
Managing Director would be meeting with the bank manager to get the bank loan
or some other financial work.