Communication

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 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. Feedback:
Once the recipient confirms to the sender that you received the message and understood it,
the communication process is complete.
Types of Communication
Verbal Communication and Non- Verbal 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.
BARRIERS TO COMMUNICATION
Barriers to effective communication refer to any obstacle or impediment that hinders the
effective exchange of information between individuals or groups.
These barriers can occur at various stages of the communication process and may prevent the
receiver from accurately understanding the intended message.
Following are some of the barriers to effective communication:
1. Semantic barriers
2. Psychological barriers
3. Organisational barriers
4. Cultural barriers
5. Physical barriers
6. Physiological barriers
Let us study in detail about the various types of barriers to effective communication.
Semantic barriers: Semantic barriers are also known as language barriers. These barriers are
caused due to improper communication between the sender and the receiver. The following
instances of semantic barriers can be witnessed in communication.
Poor quality of message: Message when communicated should be precise and easy to
understand, that makes it easy for the receiver to grasp the information conveyed.
Sometimes, due to the lack of clarity or complexity of the way of providing information from
the sender, there can be a case of semantic barriers.
For e.g. A manager is conversing in English to a group of workers who understand and speak
Bengali. It will create confusion among workers as they will not be able to understand what is
being conveyed by the manager.
Technical language: Language barriers also arise when the sender of the message is speaking
in technical terms while the receiver is unaware of the terms. It creates confusion and
misunderstanding between the sender and receiver by acting as a barrier to effective
communication.
Psychological Barriers: Psychological barriers play an important role in interpersonal
communication as the state of the mind of the sender or the receiver can make it difficult to
understand the information that is conveyed, which often leads to misunderstanding.
Here are some instances where psychological barriers to communication can be seen.
1. Premature evaluation of information by the receiver even before it is transmitted can lead
to barriers in communication, as it will create premature conclusion to the message, which
withholds the original message.
2. Inadequate attention from the receiver’s end at the time of communication can lead to
barriers of communication as the information conveyed by the sender is not properly received
by the receiver.
3. When information is passed within multiple sources, the final information is distorted as
the receivers of the message are not able to retain everything that was conveyed. This can
cause communication barriers.
Organisational barriers: Organisational barriers are those barriers that are caused due to the
structure, rules and regulations present in the organisation. The various types of barriers that
can be encountered due to superior subordinate relationships where the free flow of
communication is not possible.
Sometimes the complexity of organisational structure and multiple managers make it difficult
to convey information properly, and the information gets distorted leading to
miscommunication.
Cultural barriers: Cultural barriers are those that arise due to lack of similarities among the
different cultures across the world. A term that can be harmless in one culture can be regarded
as a slang in another culture. Moreover, various beliefs can differ from one culture to another.
Physical barriers: Physical barriers to communication are those that arise due to certain
factors like faulty equipment, noise, closed doors and cabins that cause the information sent
from sender to receiver to become distorted, which results in improper communication.
Physiological barriers: Physiological barriers arise when a sender or the receiver of the
communication is not in a position to express or receive the message with clarity due to some
physiological issues like dyslexia, or nerve disorders that interfere with speech or hearing.
HOW IS GENDER A BARRIER TO COMMUNICATION?
Historically, male and female communication styles have been shaped by societal norms and
roles. Early societies often relegated women to domestic roles, which influenced
communication to be nurturing and cooperative, while men engaged in more assertive and
competitive dialogues, reflecting their roles in work and war. This historical backdrop sets the
stage for understanding modern gender communication styles.
The debate between nature (biological factors) and nurture (social factors) helps dissect
gender communication. Biologically, there might be differences in brain structure between
men and women, which could influence how they process and express emotions. Socially,
upbringing and cultural expectations further mould these communication styles, creating
distinct patterns that we recognize as male vs. female communication.
In the workplace, gender differences in communication can lead to misunderstandings. For
example, a woman’s collaborative approach might be misinterpreted as indecisiveness by
male colleagues who expect more directness. Recognizing these workplace gender
communication issues can improve team dynamics and productivity.
 Male Communication Patterns: Typically characterized by a focus on problem-
solving, independence, and maintaining status. Men often use communication to
assert themselves and can appear less emotionally expressive.
 Female Communication Patterns: Generally, involves more empathy, rapport
building, and sharing of feelings. Women tend to use communication to establish
connections and often engage in more detail-oriented conversations.
Women may struggle to communicate assertively in male-dominated environments.
Providing training on assertive communication can help overcome this barrier.

PERSPECTIVE IN COMMUNICATION.
Perspective is an essential part of social interaction. Our perceptions and views affect how we
communicate with others. Different people will perceive the same reality differently
depending on their background, current situation, personal beliefs, values, and motives.
Our perception of reality is a combination of objective and subjective circumstances. Our
perception is often different than that of the person we are communicating with.
A change in perspective might give you a new way to interpret your problems. This may in
turn provide you with a different way of managing life's challenges while navigating its twists
and turns with greater ease.
Perspective plays a crucial role in resilience, growth, and self-awareness. It helps us to better
understand situations from another's position and take into consideration other beliefs,
experiences, and view points. This in turn reduces bias, judgement, and conflict.
Factors Affecting Perspective in communication
Our perspective in communication can be influenced by a variety of factors, including past
experiences, prejudices, feelings, and environment. Here is a closer look at how these factors
can affect our communication:
Past experiences: Our past experiences can shape the way we perceive and interpret
communication. For example, if we have had negative experiences with a particular topic, we
may be less receptive to messages related to that topic. On the other hand, positive
experiences can make us more open to communication on that topic.
Prejudices: Prejudices, or preconceived notions about individuals or groups, can affect how
we communicate with others. If we have biases against a particular group, we may be less
likely to listen to their perspectives or give them the benefit of the doubt.
Feelings: Our current emotional state can affect our communication by influencing our tone
of voice, body language, and word choice. For example, if we are feeling angry or frustrated,
we may be more likely to communicate in an aggressive or confrontational manner.
Environment: The environment in which communication takes place can also affect our
perspective. For example, a noisy or distracting environment may make it difficult to focus
on the conversation, while a calm and comfortable environment may promote more
productive communication.
To improve our communication in light of these factors, it is important to be aware of our
own biases and emotional states, and to work to overcome them. We can do this by actively
listening to others, being open to new perspectives, and trying to see things from the other
person’s point of view. Additionally, creating a comfortable and conducive environment for
communication can help to promote more productive conversations.