Communication Material

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 of proper style, feedback.
 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
1. 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.
Importance 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
listening helps in identifying each one’s problem or thoughts 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

 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 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.
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 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 may
affect the importance of communication.
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.
Scope of Communication:
 For doing various activities communication is needed, without communication
one cannot interact with other people in personal life.
 In the society, human beings are related to each other.
 In the social freedom, business communication play a vital role.
 By communicating with others, people can share their happiness and sorrows.
 To develop a social bondage, communication is important.
  By using different modes of communication, the government develops
the functioning of the state.
 In business, to describe the plans and ideas, communication is important and it cannot
be done without a communication.
 To achieve the goal in the management, we need
to plan, organize, motivate the parties and hence it cannot be done without
communication.
 Through communication the exchange of
the culture, political, educational and technological affairs with other countries can be
done.

Communication in personal life: Communication is closely related with every sphere of

human life. From dawn to sleep at night, a person communicates with others. This reveals
that communication is the part and parcel of human life.
Communication in social life: Now we are on the verge of human civilization and living in
an integrated society. In social life, people need to develop social bondage. Communication
helps us in creating and strengthening this social bondage.
Communication in the state affairs: Communication is also pervaded in all areas of state
affairs. Without communication, state neither can administer its various wings nor can
maintain relationships with the other part of the world. Due to revolutionary change in
communication technologies, the whole world has turned into a global village.
Communication in business: In this post-modern age, we cannot think of business without
communication. Communication is the lifeblood of business as it provides necessary
information in formulating business plans and policies. It also ensures effective performance
of business activities like production, distribution, finance, warehousing etc. Thus; ultimate
success of the business depends on successful communication.
Communication in management: Management is the means of achieving organizational
goals. Efficiency and effectiveness of management depend on effective communication with
the various internal and external parties. Every function of management depends on
communication. In fact, without information plans cannot be formulated, activities cannot be
organized, directives cannot be issued and control cannot be ensured.
Communication in industrial relations: Industrial relation means a labor management
relationship in the industry or in an organization. Congenial industrial relation is a
precondition for business success. On the other hand, free and fair communication is a pre-
requisite for creating good industrial relation. Free flow of information lessens doubt,
confusion and controversies between workers and management. As a result, harmonious
relationship develops in the organization.
Communication in international affairs: In this age of globalization, communication is not
merely confined within the national boundary. Countries are exchanging their cultural,
economical, social, political, educational and technological affairs with each other
continuously. In order to facilitate cooperation and communication among countries, various
regional and international bodies namely the United Nations, World Bank, NAFTA, SAFTA,
ASEAN, SAARC, EU etc. Have been formed. Through these bodies, counties communicate
various bilateral and multilateral issues among them.
Communication in religion: Communication is also present in perching, spreading and
circulation various religious doctrines. Prophets and saints have preached the verses of
almighty to their followers and even now, many religious thinkers are performing the duty of
preaching and circulating religious verses.

Functions of Communication
1. Notification: The main function of communication is to notify others of a message.
This is done via either linguistic or non-verbal communication.
2. Persuasion: This is used to persuade a single from one party to another.
3. Area and department integration.
4. To build relationships through external parties such as investors and the government.
5. Reduce misunderstandings within the team. These misunderstandings can affect the
overall work of the team.
6. Through communication, you can share relevant information with your team to
facilitate or assist your decision-making.
7. As your communication skills improve, you are more likely to improve your work
management within your team.
Functions of Communication
In order to acquire an understanding of the meaning and significance of functions of
communication, there are various objectives, which need to be understood.
These are the following given below:
Informing
Persuading
Integrating
Creating Relationships
Help in Making Selections between Alternatives
Improving Connections
Reducing Misunderstandings
Solving Problems
Evaluating
Making Decisions

Informing
Informing messages to others is regarded as the principal function of communication. It is
done verbally or non-verbally. Verbal messages can be oral or written. Whereas, non-verbal
messages are conveyed through the use of body language, gestures, postures and so forth
(The Business Communication, 2020).
Persuading
Persuading is referred to making someone do or believe something, by giving them a valid
and genuine reason to do it. Persuading can be encouraged through effective communication
(Persuade, 2020). It is implemented among individuals within homes, educational institutions
and employment settings.
Integrating
It is understood that individuals cannot work in seclusion. In order to carry out one’s job
duties in a well-organized manner and achieve the desired goals and objectives, the
individuals need to work in integration with each other. When they work in integration, they
can benefit in a number of ways.
These include obtaining help and assistance from others in providing solutions to their
problems, exchanging ideas and perspectives, creating amicable terms and relationships with
others and forming a sociable working environment. This needs to be taken into account by
the individuals, throughout their job duties.
Creating Relationships
Relationships are not only created among the individuals within the households but
individuals are also required to form terms and relationships with each other. From the stage
of early childhood, individuals are provided information in terms of the significance of
creating relationships. Creating relationships is regarded as the key that would facilitate the
achievement of desired goals and objectives. Effective communication is regarded as the
foundation for the creation of relationships.
Help in Making Selections between Alternatives
In some cases, the individuals have more than one alternative available and they need to
make a selection of one. When the alternatives are selected, it needs to be ensured that they
prove to be beneficial to the individuals. When individuals need help in making selections
between alternatives, they usually are required to obtain help from others. Obtaining help
from others require the implementation of communication processes in an effective manner.
Improving Connections
Through communication, the individuals contribute to improving connections with others.
Improving connections is vital not only with family members but also with other individuals,
within educational institutions, employment settings and the community. From the stage of
early childhood, the individuals realize that outside their home also there is a world, with
which they need to communicate.
Reducing Misunderstandings
In some cases, misunderstandings take place among individuals and they are required to solve
them. These are regarded as major impediments within the course of the formation of
sociable relationships. Effective communication can reduce misunderstandings. When one
feels that he or she is being misunderstood by others, they provide them explanations and
eliminate misunderstandings.
Solving Problems
Problems are regarded as an integral part of the lives of the individuals, irrespective of their
occupations, status, categories and backgrounds. In some cases, they are minor, which one is
able to solve on their own. Whereas, in other cases, they are major, which require the
individuals to obtain help and assistance from others. When the problems are major and
require the individuals to obtain help and assistance from others, they need to ensure, they
implement the communication processes in a well-organized manner.
Evaluating
Evaluating is referred to the implementation of measures and strategies, which are necessary
to assess the performance of the individuals. In educational institutions as well as within
employment settings, the teachers, instructors and supervisors put into operation the methods
to evaluate the performance of the students and employees. When evaluation methods are put
into operation, the individuals need to communicate with each other. It has the main objective
of identifying the flaws and inconsistencies and bring about improvements.
Making Decisions
The individuals, who are in leadership positions are vested with the authority to make
decisions. When they need to make decisions, which prove to be meaningful and
advantageous to organizations they need to seek ideas and suggestions from others as well.
Effective communication skills help to pool ideas and suggestions from others.

The Evolution of Communication through the Centuries

Communication is very important. It is a key to understanding between people. Through the
years, communication has evolved. The way people communicate with each other today is
entirely different from the prehistoric era. Before, communicating is limited to interpersonal
interaction – person to person. Until it evolved to alphabets, signs and symbols, letters, and
telephone. Today, the Internet era has paved the way to innumerable means of
communication.
Cave Paintings
The oldest form of symbols used for communication is cave paintings. According to theorists,
cave paintings were created to mark a territory or to record events. The oldest cave painting
was discovered inside Chauvet Cave in France around 30,000 B.C. Other earliest cave
paintings were found in South Sulawesi, Indonesia and Coliboaia Cave in Romania.
Symbols
Our early ancestors have used different variations of signs and symbols to communicate.
Around 10,000 B.C., petroglyphs were created. They were carvings in the rock surface,
usually referred to as a rock art. In 9,000 B.C., pictograms were developed in which ancient
people logographic images to tell a story. Later on, ancient cultures developed ideograms.
Egyptians had their hieroglyphs. Chinse created characters. Lastly, the alphabet, which
redefined language and communication was developed around 2,000 B.C.
Smoke Signals
Apart from letters and symbols, ancient people also rely on elements to communicate. Smoke
signals were primarily used in sending messages in China. In 200 B.C., guards execute smoke
signals to send messages along The Great Wall of China. In 150 B.C., Greek Historian
Polybius developed smoke signals representing the alphabet.
Carrier Pigeons
As we all know, pigeons are naturally great with directions. Over 2,000 years ago, the ancient
Romans used pigeons as primary messengers between military men. In the 12th century,
messenger pigeons were widely used. According to Naval chaplain Henry Teonge, merchants
used pigeons as a “postal” service. They also played a vital role in World Wars I and II.
Postal System
During the ancient period, Egyptians used courier serve to send out decrees in 2,400 B.C.
Until now, a piece of mail which dates back to 255 B.C. is still preserved. Postal systems
were also organized in Persia, China, India, and Rome before. On the other hand, it was only
in 1653 when Frenchman De Valayer started a postal system in Paris which involved the use
of mailboxes and delivery of paid envelopes.
Newspaper
In 1440, German Johannes Gutenberg developed the printing press system which radically
changed communication forever. With this, the newspaper began to flourish in the 16th
century. The German-language publication of Johann Carolus in Strasbourg in 1605 was the
first newspaper. The first English-language newspaper was published in Amsterdam in 1620.
Radio
After print media flourished, radio followed. In the 1830s, various scientists, such as
Maxwell and Hughes studied on wireless telegraphy which developed the theory of
electromagnetism. In 1888, Heinrich Rudolf Hertz discovered “Hertzian waves”, named after
him. In 1893, Tesla started using wireless power as a form of transmitting content. In the
early 20th century, radio broadcasting began.
Telegraph
Telegraph communication started after Samuel Morse invented the Morse code which
encoded the ISO basic Latin alphabet. The Morse code transmitted messages through series
of clicks, tones, and lights. In 1830, Morse integrated the Morse code in telegraphy
technology that revolutionized the long-distance communication. In 1844, Morse sent his first
telegraph message.
Telephone
The telegraphy was immediately replaced by the telephone. It was invented by Scottish
Alexander Graham Bell in 1876. The telephone acts is a telecommunication device that
converts human audio signals to electronic signals which are transmitted via cables. It was
further developed to commercially cater to local and long distant calls. In the 1900s, landline
telephone service began. Up until now, the telephone remained one of the most reliable
telecommunication devices.
Television
Along with telephones, television started to become a mode of indirect communication to the
mass audience. The television was not just invented by a single person, but developed
through the efforts of various brilliant people. The earliest records of TV broadcasting
occurred after the World War II, in which the display was still black and white. Now, more
than 1.5 billion households in the world own a television.
Internet
After the creation of computers in the 1950s, the ARPANET, which was the early predecessor
of the internet was developed. The ARPANET was designed to manage communication
between ARPA computer terminals in the 1960s. The term “internet” first emerged in 1973.
The first internet service provider was the Telenet. In 1983, the domain system started. In
1991, Tim Berners-Lee, a scientist at CERN, introduced the World Wide Web (www) which
definitely started the modern internet.
E-mail
With the onset of the internet, electronic mails started to become popular. Although emails
came before the ARPANET, however, it was “offline”. In 1975, John Vittal developed a
software to organize emails. From that time, 75% of ARPANET traffic was email. In 1994,
Yahoo! was born. It was followed by other mailing platforms, including Hotmail and Google
Mail.
Text Message
The first official SMS messaging took place on December 3, 1992, when Neil Papworth, an
engineer from Sema Group (now Airwide Solutions) used a computer to send “Merry
Christmas” through the Vodafone network. In 1994, the Radiolinja was the first network
service provider to carry out person-to-person text messaging. Now, SMS has evolved in
which over 9 trillion SMS are sent every year.
Social Media
The latest mode of communication in the digital era is the use of social media platforms. It
has become more available because of the proliferation of smartphones where social media
apps can easily be installed. In 2004, Facebook was created by Mark Zuckerberg. Today, the
Messenger is one of the most widely used messaging apps. There are more than two billion
Facebook users worldwide. In 2005, YouTube became the first-ever popular video hosting
social media site. In 2006, Twitter began to dominate the social media scene. Other social
media platforms have followed.
Indeed, communication has gone through a lot of stages before it became so convenient and
efficient today. Thus, our role is to use these communication tools responsibly and in the right
way.
Forms of Communication
Intrapersonal Communication
Intrapersonal communication is communication with oneself using internal vocalization or
reflective thinking. Like other forms of communication, intrapersonal communication is
triggered by some internal or external stimulus. We may, for example, communicate with our
self about what we want to eat due to the internal stimulus of hunger, or we may react
intrapersonally to an event we witness. Unlike other forms of communication, intrapersonal
communication takes place only inside our heads.
Interpersonal Communication
Interpersonal communication is communication between people whose lives mutually
influence one another. Interpersonal communication builds, maintains, and ends our
relationships, and we spend more time engaged in interpersonal communication than the
other forms of communication. Interpersonal communication occurs in various contexts and
is addressed in subfields of study within communication studies such as intercultural
communication, organizational communication, health communication, and computer-
mediated communication. After all, interpersonal relationships exist in all those contexts.
Group Communication
Group communication is communication among three or more people interacting to achieve a
shared goal. You have likely worked in groups in high school and college, and if you’re like
most students, you didn’t enjoy it. Even though it can be frustrating, group work in an
academic setting provides useful experience and preparation for group work in professional
settings. Organizations have been moving toward more team-based work models, and
whether we like it or not, groups are an integral part of people’s lives. Therefore the study of
group communication is valuable in many contexts.
Public Communication
Public communication is a sender-focused form of communication in which one person is
typically responsible for conveying information to an audience. Public speaking is something
that many people fear, or at least don’t enjoy. But, just like group communication, public
speaking is an important part of our academic, professional, and civic lives. When compared
to interpersonal and group communication, public communication is the most consistently
intentional, formal, and goal-oriented form of communication
Mass Communication
Public communication becomes mass communication when it is transmitted to many people
through print or electronic media. Print media such as newspapers and magazines continue to
be an important channel for mass communication, although they have suffered much in the
past decade due in part to the rise of electronic media. Television, websites, blogs, and social
media are mass communication channels that you probably engage with regularly. Radio,
podcasts, and books are other examples of mass media. The technology required to send mass
communication messages distinguishes it from the other forms of communication. A certain
amount of intentionality goes into transmitting a mass communication message since it
usually requires one or more extra steps to convey the message. This may involve pressing
“Enter” to send a Facebook message or involve an entire crew of camera people, sound
engineers, and production assistants to produce a television show. Even though the messages
must be intentionally transmitted through technology, the intentionality and goals of the
person actually creating the message, such as the writer, television host, or talk show guest,
vary greatly.