Notes Unit – I

Meaning and Definition of Communication

Meaning of Communication:
Communication is a fundamental aspect of human interaction, essential for conveying
thoughts, ideas, emotions, and information. It involves the exchange of messages between
individuals or groups through various mediums. Communication can occur in different forms,
such as verbal (spoken or written words), non-verbal (gestures, body language), visual
(images, graphs), and through various channels like face-to-face interactions, digital media,
or written correspondence.
In essence, communication is about making a connection with others by sharing knowledge,
feelings, or ideas to create mutual understanding. It’s an ongoing process that enables
individuals to collaborate, influence, and interact effectively in personal, social, and
professional settings.
Definition of Communication:
 By Various Scholars:
1. Keith Davis: "Communication is the process of passing information and
understanding from one person to another."
2. Peter Little: "Communication is the process by which information is
transmitted between individuals and/or organizations so that an understanding
response results."
3. Louis Allen: "Communication is the sum of all the things one person does
when he wants to create understanding in the mind of another."
General Definition: Communication is the process of transmitting information, ideas,
emotions, or messages between individuals or groups through the use of mutually understood
symbols, language, or behavior. It is a two-way process that involves both the transmission
and reception of a message.
Process of Communication
The process of communication is a sequence of steps that allow the exchange of information
between a sender and a receiver. It is a dynamic, continuous interaction that ensures that
messages are sent, received, and understood as intended. The communication process consists
of the following key elements:
1. Sender (Source)
The sender is the originator of the message. This is the person, group, or organization that has
the information, idea, or feeling to convey. The sender initiates the communication process by
deciding to share a message and taking the necessary steps to express it.
 Role of the Sender: The sender is responsible for carefully formulating the message,
selecting the best medium, and ensuring clarity.
  Example: A teacher planning to give instructions to students or a manager addressing
their team.
2. Encoding
Encoding is the process of converting the idea or information the sender wants to
communicate into a message. This involves choosing the appropriate words, symbols, or
gestures to represent the intended meaning. The way the sender encodes the message depends
on several factors, including the sender’s background, the nature of the message, and the
receiver’s level of understanding.
 Importance of Encoding: Effective encoding ensures that the message is clear and
understandable to the receiver. Poor encoding may lead to misunderstandings.
 Example: A manager preparing a report in a clear and concise language or a speaker
crafting a speech with appropriate words and tone.
3. Message
The message is the core content of the communication. It is the information, idea, or thought
that the sender wants to convey to the receiver. The message could be verbal (spoken or
written), non-verbal (gestures, facial expressions), or visual (graphs, charts).
 Example: A written email explaining a new project, a phone call about an upcoming
event, or a gesture signaling someone to stop.
4. Channel (Medium)
The channel refers to the medium or method through which the message is transmitted from
the sender to the receiver. Choosing the right channel is essential to ensure the message
reaches the receiver effectively. Communication can occur through various channels,
including:
 Oral Channels: Face-to-face conversations, phone calls, video conferences.
 Written Channels: Emails, reports, memos, letters.
 Non-verbal Channels: Body language, eye contact, gestures.
 Visual Channels: Diagrams, charts, presentations, infographics.
 Importance of Channel: Selecting an appropriate channel depends on the nature of
the message, the urgency, and the relationship between the sender and the receiver.
 Example: A formal message might be best delivered via email, while an informal
conversation might take place over a phone call.
5. Receiver
The receiver is the individual or group for whom the message is intended. The receiver
interprets or decodes the message to understand its meaning. Effective communication relies
on the receiver's ability to accurately interpret the sender’s message. The receiver’s
understanding is influenced by their background, experiences, and relationship with the
sender.
  Role of Receiver: The receiver must actively listen, read, or observe to decode the
message correctly.
 Example: In a classroom, students receiving instructions from their teacher.
6. Decoding
Decoding is the process by which the receiver interprets or makes sense of the message that
has been transmitted. The receiver converts the symbols (language, gestures, or visuals) used
by the sender into a form that they can understand. The quality of decoding is influenced by
factors such as:
 The receiver’s knowledge of the subject.
 Cultural differences.
 Experience and emotional state of the receiver.
 Challenges in Decoding: Misinterpretations can occur if the message is not clear or if
the receiver has difficulty understanding the symbols used by the sender.
 Example: A team member reading a project plan and understanding the next steps.
7. Feedback
Feedback is the final step in the communication process and completes the cycle. It is the
response of the receiver to the sender’s message, indicating whether the message was
received and understood correctly. Feedback can be verbal or non-verbal, direct or indirect.
Without feedback, the sender cannot know if the communication was successful.
 Importance of Feedback: Feedback helps the sender to adjust the message if
necessary and ensures that the communication process is effective.
 Example: A student asking a question after a lecture or a colleague nodding in
agreement during a discussion.
Functions of Communication
Communication serves several critical functions in both personal and professional settings.
The major functions of communication are:
1. Informative Function
Communication is essential for sharing information, knowledge, and ideas. Whether in
organizations, classrooms, or interpersonal relationships, information must be exchanged for
individuals to stay informed and make decisions.
 Example: A manager briefing employees about new company policies.
2. Expressive Function
Through communication, individuals express their emotions, feelings, and opinions. It allows
people to share their internal states, which helps in building relationships and empathy.
 Example: A person expressing happiness, frustration, or excitement during a
conversation.
3. Persuasive Function
Communication can influence the attitudes, beliefs, or actions of others. Persuasion is a
central part of many social and professional interactions, including marketing, negotiation,
and leadership.
 Example: A politician giving a speech to convince voters to support a policy or
candidate.
4. Control/Regulatory Function
Communication helps maintain order and control within organizations and societies by
setting expectations, giving instructions, or establishing rules and policies.
 Example: A teacher giving instructions to maintain discipline in class, or a manager
enforcing company guidelines.
5. Social Interaction Function
Communication facilitates social interaction, enabling people to develop relationships,
collaborate, and form social bonds. This is vital for personal and professional relationships.
 Example: Friends catching up over lunch or a team collaborating on a project.
6. Motivation Function
Effective communication helps in motivating individuals by encouraging them to achieve
goals, providing feedback, or offering praise. It boosts morale and inspires people to perform
better.
 Example: A coach motivating the team before a game or a boss appreciating an
employee's efforts.
Objectives of Communication
The objectives of communication refer to the specific outcomes that the sender aims to
achieve when conveying a message. These objectives can vary depending on the context, but
some common objectives include:
1. To Share Information
The primary objective of communication is to share relevant information with the receiver.
This can be data, facts, instructions, or general knowledge.
 Example: A supervisor explaining a new procedure to employees.
2. To Achieve Understanding
Communication aims to ensure that the message is understood by the receiver in the way the
sender intended. This avoids confusion or misinterpretation.
 Example: A teacher explaining a complex concept in simple terms to ensure student
understanding.
3. To Influence and Persuade
Many communication efforts are intended to change the receiver's behavior, attitude, or
belief. This is often seen in advertising, politics, and leadership.
 Example: An advertisement persuading consumers to buy a product or a manager
encouraging employees to adopt a new process.
4. To Build Relationships
One important objective of communication is to develop and maintain relationships, whether
personal or professional. Effective communication fosters trust, cooperation, and
collaboration.
 Example: Regular team meetings to maintain good working relationships within a
department.
5. To Facilitate Decision-Making
Communication helps in providing the necessary information and feedback to support
decision-making processes.
 Example: A board meeting where members discuss various proposals before making
decisions.
6. To Provide Feedback
Another key objective is to offer feedback on performance or actions. Feedback helps
individuals understand how well they are doing and what improvements can be made.
 Example: A supervisor giving constructive feedback to an employee on their
performance.
Importance of Communication
Effective communication is vital in all areas of life. It plays an essential role in personal
relationships, professional settings, and societal structures. Some key reasons why
communication is important include:
1. Foundation for Relationships
Communication is the basis for forming, maintaining, and enhancing relationships, whether
personal, social, or professional. Through open and honest communication, individuals build
trust, understanding, and emotional connections.
 Example: Friendships and marriages are strengthened by good communication.
2. Essential for Coordination
In organizations, communication is crucial for coordinating actions, processes, and people. It
ensures that everyone is working towards common goals and that there is a clear
understanding of responsibilities.
 Example: Communication between departments ensures smooth operations in a
business.
3. Facilitates Decision-Making
Effective communication provides the necessary information to make well-informed
decisions. Whether at the managerial level or among team members, clear communication
ensures that all perspectives are considered before making important choices.
 Example: A project manager communicating updates to team members to help them
make decisions about their tasks.
4. Helps in Problem-Solving
Communication enables individuals and groups to identify problems, discuss potential
solutions, and implement decisions. Open communication fosters collaboration and collective
problem-solving.
 Example: A team brainstorming session to find solutions to a technical issue.
5. Improves Efficiency and Productivity
Good communication enhances efficiency in organizations by reducing misunderstandings
and ensuring that tasks are completed correctly and on time. Clear instructions and feedback
can significantly improve employee performance and productivity.
 Example: A clear memo explaining how to implement a new software tool improves
the productivity of the team.
6. Reduces Conflict
Effective communication helps to prevent and resolve conflicts by encouraging openness,
understanding, and compromise. Misunderstandings and misinterpretations are common
causes of conflict, and good communication can eliminate these issues.
 Example: A manager mediating a conflict between employees through clear and open
dialogue.

7. Promotes Innovation
In organizations, open communication channels foster an environment where new ideas are
shared freely, leading to innovation and creativity. Employees are more likely to contribute
their ideas if they feel that their input is valued.
 Example: A company encouraging employees to communicate their suggestions for
improving product designs.
8. Essential for Leadership
Effective leaders rely on communication to inspire and guide their teams. Leadership
communication ensures that the team understands the vision, goals, and expectations, and it
motivates individuals to contribute their best.
 Example: A CEO delivering a motivational speech at a company meeting to inspire
employees.
9. Enhances Professional Image
Good communication skills can enhance an individual's professional image. Whether in
presentations, meetings, or written correspondence, clear and confident communication
conveys competence and professionalism.
 Example: A well-spoken manager making a presentation at an industry conference.
10. Necessary for Personal Growth
Communication skills are critical for personal development. Good communicators are often
better at articulating their ideas, networking with others, and advancing in their careers.
 Example: An individual participating in public speaking engagements to boost their
confidence and career prospects.

Essentials of good communication

1) Clarity in Ideas:
Effective communication starts with a clear understanding of the message by the sender. When the
sender has a clear and well-defined idea, the message will more likely be effectively transmitted to the
receiver.
2) Appropriate Language:
Communication should employ plain and easily understandable language, avoiding technical jargon
or words with multiple interpretations to prevent misunderstandings and ensure clarity.
3) Proper Time:
Timeliness is crucial in effective communication. Messages should reach the receiver at the right time,
ensuring that the information remains relevant and useful to the receiver’s needs.
4) Informality:
While formal communication is essential, informal communication also significantly addresses
certain issues within the organization. Informal communication can often resolve problems that
formal communication cannot.
5) Adequacy:
Information should be complete and sufficient, meeting the needs of the receiver. Overloading the
receiver with necessary details or providing sufficient information can lead to clarity and
interpretation.
6) Feedback:
Obtaining feedback is crucial for the sender to ensure that the message has been understood as
intended. The benefits of feedback in communication are significant, as it facilitates a better
understanding of how the message is received and interpreted. Feedback can be acquired through
various means, including face-to-face interaction and written responses.
7) Economy:
Communication should be cost-effective, avoiding unnecessary messages and ensuring that the
workload related to communication is distributed evenly among employees.
8) Proper Medium:
Selecting the right communication channel is crucial for successful communication. Oral
communication may be more suitable for individual conversations, while written communication is
preferable for formal policies and procedures.
9) Attention:
Effective communication not only involves the transmission of information but also requires the
receiver’s active involvement and attentiveness to understand the message correctly.

The 7 C’s of Effective Communication

The 7 C’s of communication is an excellent strategy formulated by Scott Cutlip and Allen Center in
the year 1952 in his book “Effective public relations”. This came to be utilized by people across the
globe and is one of the most operative strategies used to date.
It involves the following C’s:
1. Completeness
2. Correctness
3. Conciseness
4. Courtesy
5. Clarity
6. Consideration
7. Concreteness

1. Completeness
This is one of the most significant aspects of effective communication. Completeness refers to giving
full information about something rather than just saying it in bits and pieces. It’s the right of the
recipient to receive access to the whole chunk of information to be able to follow the sender’s line of
reasoning in regards to the matter being discussed.
For example, when Peter told “write a short passage on data science and send me”, Shawn couldn’t
understand the context whatsoever. He had too many questions in his head about the topic, its length
and the style of writing, where this piece of writing go etc.
Instead, Peter could frame his instructions as “Shawn I want you to write a 100-200 word short essay
on the recent trends in data science. Submit it to me by the end of this day. I need it for our blog.”
Completeness holds much higher salience during the delegation of tasks when the subordinates need
detailed instructions to pursue a task at hand.
2. Correctness
The genuineness and the value of your speech lie in its correctness and authenticity. It’s better to keep
quiet rather than talk about something that you aren’t so sure of. The correctness of the speech would
reflect directly on your personality and so it should be given utmost prominence.
The legitimacy of the factual information, the language used and grammar are some of the aspects of
correctness amongst others.
If your audience spots any errors or blunders in your speech, it is no longer valued and they are likely
to be distracted. The credibility of the speaker would also receive a massive hit and therefore the
effectiveness of the communication will be compromised.
3. Conciseness
Conciseness is to keep the speech short and crisp. Nobody likes listening to someone who delivers
long and draggy speeches because people lose interest and attention very easily. When interacting or
delivering the speech, the ultimate objective is to make sure that the message is received in its
intended form. Lack of conciseness will lead to the loss of essence in the content. Make sure to keep
your speech brief and precise.
For example,
Intended message: “could you please receive Amanda from the airport?”
Delivered method: “Yesterday was a tiring day. Last night I couldn’t sleep properly. My wife has
severe migraine and she’s down. I couldn’t have breakfast in the morning and I am tired. Amanda has
taken her flight from Indonesia last night. She would reach here in some time. It would be nice if
someone could pick her up from the airport.”
In this example, the message was simple. Yet, the sender makes it seem complicated and leaves the
recipient feeling puzzled, irritated or exhausted. Also, he may deny the request. Such delivery of a
message makes the message lose its value.
4. Courtesy
Courtesy refers to communicating with politeness, genuineness and respect for the person on the other
side of the conversation. It will naturally scale up the value of communication. Courtesy is a tendency
which stems out of empathy for people.
To be courteous doesn’t mean just use polite, magical phrases like “thank you”, “sorry”, “please” and
“excuse me”. It also means to be honest, respectful and empathetic of people and not make sarcastic
or any other form of passive-aggressive remarks.
One classic example would be from the infamous movie “Mean Girls” where Regina would tell a
fellow classmate about how she loves the skirt she was wearing. As the girl leaves, Regina would tell
her friend Cady how that was the ugliest skirt she has ever seen. This is an example of how you
should not communicate.
In many instances, people use the power of their intellect and status to belittle the plight of others.
This is so especially among those who bully the perceivably weaker ones for their timidity, racial
backgrounds, gender, and color among many other aspects.
The global star Priyanka Chopra narrates in an interview about her high school days when she was
severely bullied by her schoolmates. She was called names like “brownie” for her skin color and her
ethnicity so much so that she was forced to have lunch inside a toilet cubicle.
5. Clarity
Clarity is to transfer accurate and easily comprehendible messages to the receiver. Before choosing to
talk, be clear about your goals for the conversation. Let the other person know what your objective is
for the interaction. To make your speech clear, always use simple language rather than using intricate
phrases that would make comprehension difficult.
The recipient shouldn’t be made to “read between the lines”. Even if the content is complicated in
nature, try to divide your ideas, distill it and make it as simple and clear as possible as that would
make it easy for the receiver to grasp the information well.
6. Consideration
Consideration is quite similar to that of courtesy. It means to consider the other person and to address
them putting you in their place. In other words, you talk to someone in a way you would want
someone to talk to you.
For example, if you prefer someone to talk to you with respect and politeness, you would exhibit the
same behaviors towards others. Just as that of courtesy, one should be inherently empathetic to be able
to show consideration for the other person. When you are considerate, you sincerely regard people’s
interests and benefits.
To be considerate also means to acknowledge the situational factors of the audience that you address.
If you are going to give a talk on astrophysics amongst a bunch of seven-year-olds, the only response
you would receive would be the sound of yawning and snoring; maybe even a giggle here and there if
you’re lucky.
So when you talk to someone, remember to acknowledge their background such as their age, language
proficiency, culture, literacy level, mental state, character, interests etc. so that you may be relatable to
your audience and your intended message reaches them successfully.
7. Concreteness
Concrete communication denotes your message being specific, meaningful and focused. You don’t
beat around the bush to get to a point. Rather it is solid and concise. You avoid vague and ambiguous
messages and only strive toward making your information well received by the recipient. Your speech
is crisp yet brimming with beneficial information. You incorporate factual evidence and figures to
enhance the authenticity of your speech.
For example, when you say “Depression is a global issue”, you don’t just bluntly make that claim but
also pitch in the statistical values and empirical evidence to support your statement.
And now, for your upcoming presentations make sure to follow these strategies and show up your
confidence. These effective strategies may take you to the place of success at your workplace.
Communication Barrier
1. Linguistic Barrier
Linguistic barriers arise when individuals involved in communication do not share a common
language or lack proficiency in the language being used. This barrier can prevent the accurate
exchange of information.
 Language Differences: When the sender and receiver speak different languages, it leads to
misinterpretation or an inability to understand the message. For example, a person speaking
only French may struggle to communicate effectively with someone who only speaks English.
 Vocabulary and Jargon: Even if both parties speak the same language, differences in
vocabulary, including the use of technical jargon or regional dialects, can hinder
communication. For example, professionals using specialized terms may confuse individuals
unfamiliar with that domain.
 Grammar and Syntax: Variations in grammar or sentence structure can also lead to
misunderstandings. For instance, in some languages, word order is crucial to meaning, and
incorrect use of grammar may alter the intended message.
 Accent and Pronunciation: Differences in pronunciation and accent can cause difficulty in
understanding, even when the same language is spoken. Non-native speakers might struggle
to grasp unfamiliar accents.
2. Technological Barrier
Technological barriers occur when there are issues with the tools or systems used for communication,
making it difficult for the message to be transmitted or received.
 Connectivity Issues: Poor internet or phone connectivity can cause communication
breakdowns, especially in digital or remote communication. Disruptions during video calls,
dropped phone calls, or lagging emails can impede the flow of information.
 Technical Glitches: Problems with hardware (computers, microphones, cameras) or software
(video conferencing tools, messaging apps) can delay or distort communication. For instance,
a malfunctioning microphone might prevent one party from hearing the other clearly.
 Digital Literacy: Not everyone is proficient in using technology. People with limited
understanding of digital tools may struggle to participate fully in online communication,
leading to errors or incomplete exchanges.
 Overload of Information: The over-reliance on technology can sometimes overwhelm users
with excessive messages or notifications, making it difficult to prioritize and respond to
important communication effectively.
3. Cultural Barrier
Cultural barriers arise when people from different cultural backgrounds communicate, and their
values, beliefs, or customs lead to misunderstandings or discomfort.
 Differences in Communication Styles: Cultures vary in how direct or indirect their
communication styles are. In some cultures, being direct and explicit is appreciated, while in
others, subtle, implicit messages are the norm. This can lead to misinterpretation, such as
viewing politeness as vagueness or directness as rudeness.
 Non-verbal Communication: Gestures, facial expressions, eye contact, and body language
can mean different things in different cultures. For example, maintaining eye contact is a sign
of confidence in some cultures but may be considered disrespectful in others.
  Norms and Etiquette: Different cultural norms around hierarchy, respect, gender roles, and
time can also create barriers. For instance, addressing elders or superiors in informal ways
may be seen as disrespectful in certain cultures.
 Perception of Time: Cultures vary in their perception of punctuality and time management.
While some cultures value strict adherence to deadlines, others may have a more relaxed
approach to time, leading to frustration or misunderstandings.
4. Psychological Barrier
Psychological barriers refer to internal mental states or emotional conditions that can hinder
communication. These barriers affect how we perceive and interpret messages.
 Emotional State: Stress, anger, or anxiety can distort communication. When someone is
upset or overly emotional, they may not listen carefully or may react negatively to neutral
messages. For instance, a person feeling anxious might misinterpret feedback as criticism.
 Prejudices and Biases: Personal biases or preconceived notions about the sender, receiver, or
the subject matter can skew the interpretation of the message. Stereotypes or negative
perceptions can cause someone to dismiss or misinterpret information.
 Lack of Confidence: A person’s self-esteem can impact communication. Someone lacking
confidence may avoid contributing to discussions or hesitate to ask for clarification, leading
to misunderstandings or incomplete exchanges.
 Perception and Attitude: The way individuals perceive themselves, the message, or the
speaker influences how communication is received. A positive attitude fosters open
communication, while a negative or defensive attitude leads to resistance.

5. Physical Barrier
Physical barriers are environmental or physical factors that prevent effective communication. These
can include distance, noise, or inadequate infrastructure.
 Distance: Physical separation between the sender and receiver can be a barrier, especially if
there is no access to technology that bridges the gap (e.g., phones, internet). Long-distance
communication can also be delayed or less effective due to time zone differences.
 Noise: Background noise in the environment, such as traffic, machinery, or other
conversations, can make it difficult to hear or understand the message. In an office setting,
noise from equipment or colleagues may reduce the quality of verbal exchanges.
 Poor Lighting and Visibility: In face-to-face communication, poor lighting can obscure
facial expressions and body language, which are essential for understanding non-verbal cues.
Dim lighting may hinder effective interaction.
 Physical Comfort: The physical comfort of individuals can also impact communication. For
example, uncomfortable seating or extreme temperatures can distract participants, reducing
the effectiveness of meetings or discussions.