1.

Introduction to Communication
What is Communication?
The word communication has been derived from Latin word
‘communicare’ which means ‘to make aware’ or ‘to share’.

Definitions of communication:-

1. Communication is an exchange of facts, opinions, ideas or emotions

by two or more persons.
2. Communication is the transfer of some information from one person
to another people.
3. According to Peter Little:-
Communication is the process by which information is
transmitted between individual and organization so that an
understanding response results.
4. Communication is the transfer of some information from one person
to another.

Need and importance of communication:

1. Communication is important for personal growth and development.

Communication also helps to develop trade and industries organization.
2. Man is asocial animal. An animal wants to send some message about
their needs.
3. Communication is essential to avoid misunderstandings. If we
communicate properly there will be healthy relations in the society.
4. Our body itself is a set of communication. Our body is sound when
there is sound communication in our mind.
5. It fulfills the needs of a man who is a social animal.

Process of Communication:
 Encodes decode
Sender message channel receiver
Idea idea

Feedback

Communication process/ Communication cycle:

In any situation communication turns into a cyclical process so it

is called communication cycle or communication process.
Communication contains the components like the sender,
channel, message, receiver and feedback.

The elements of communication:-

1. Sender
2. Message
3. Channel
4. Receiver
5. feedback
Above elements are included in the communication
process.
1) Sender:-
A person who intends to convey, transfer, knowledge, ideas,
thoughts, information, feelings etc. to another person is known as
sender.
E.g. Teacher teaches in the classroom.
Sender
Functions of the sender:
To select a suitable channel.
To encode the message.
To send the message to the receiver
To receive the feedback from the receiver.

2) Message:-
Message is the information passed from the sender to the receiver.
It is the content in the form of words, letters or various different forms.
It is also known as code.
E.g. teacher teaches the topic ‘barriers of communication’
Message
3) Channel:

This is also known as medium used to transfer a message. It may be

a language or a machine, used by a person or object.
E.g. sms, telephone, radio, mobile, TV. Letters etc……….

4) Receiver:

A person who receives the message is known as the receiver.

Receiver is the other end who is the destination in communication
situation.
E.g. teacher teaches to the students.
Receiver

Functions of the receiver:

To receive the message.

To decode the message.
To send the feedback to the sender.
5) Feedback:
Feedback is the response given by the receiver. It is important link in
communication. If there is lack of feedback it remains incomplete.
Feedback is the response to a sender.
It is essential to complete the communication cycle.
It completes the communication event.
It is the most important link in communication process.

Types of communication:
_________________┴____________________
▼ ▼
Verbal communication Non Verbal communication
_____┴________ _________┴_________
▼ ▼ ▼ ▼
Oral written body language graphic language
▼ ▼ ▼ ▼
Speech notice facial expression pie- chart
Seminar memo eye contact bar graph
Lecture report writing gesture charts
Debate notes posture tables
Conference office drafting dress code

Verbal communication & Non verbal communication

Verbal communication Non verbal communication

1) It contains the transmission of 1) It contains code language, signs,
words, sentences. symbols, charts and graphs.
2) it is classified into two 2) It is classified into two
I) Oral I) body language
II) Written II) Graphic language.
3)lengthy message can be 3) Simple and short message can
conveyed be conveyed
4) Difficult to remember. 4) It is very easy to understand.
5) Less impact on the receiver. 5) Greater impact on the receiver.
Q1. State the advantages and disadvantages of Oral Communication.
Advantages:
1. The message is conveyed instantly by the sender to the receiver.
2. Quick feedback.
3. The speaker can tune according to the receiver’s understanding
level.
4. It saves time.
5. It is economical.
6. There is freedom of speech.
7. Question answer session can take place.
Disadvantages:
1. It may not receive 100% attention.
2. It cannot be taken as a legal document.
3. It may not reach at back, if sound system is faulty.
4. Long speeches can be boring to the receivers.
5. Disturbances may be hindering the message.
6. The Sender may only focus on the audience sitting in the front
side.
7. Receiver may not fully participate in question and answer session.

Q2. State the advantages and disadvantages of Written Communication.

Advantages:
1. It serves as a legal document.
2. It can be referred many times.
3. Lengthy message can be conveyed easily.
4. It can reach to the masses at the same time.
5. Chances of distortion of message are less.
6. It is majorly used in office transaction.
Disadvantages:
1. Immediate feedback is not possible.
2. It is time consuming.
3. It is costly mode of communication.
 4. Flexibility is not possible.
5. There is no use of body language.
6. Sender and receiver are not face to face

Formal communication:
Person working in such organization follows rules and norms to
communicate with each other through oral or written forms. This type of
communication is called formal communication.
Formal communication is time bound, topic bound and
language bound.
1. It flows through chain of command.
2. It is official and institutional channel.
3. It is hierarchical in nature.
4. It is authentic.
5. It is time bound.
6. It is topic bound.
7. It is language bound.
Informal communication / Grapevine Communication:
A communication which can not follow any rules and
norms to communicate with each other is called as informal
communication.
Informal communication takes place during tea break, lunch
break, short recess, off periods, get together etc…

1. It does not follow any rules.

2. It is flexible.
3. It spreads like wild fire.
4. It can begin anywhere and anytime.
5. It is multi dimensional.
6. For example a communication between two friends.
Vertical communication:
In this communication, transmission of message
takes place in two opposite levels as per situations.just as the
workers in organization communicating with the manager of his
department, at the same time he communicates with his co-
worker.

1) It includes upward and downward communication. It flows at

different level
2) It includes orders, complaints and solutions.
3) It is directive and polite.
4) e.g. boss instructs workers and he obeys him.

Upward communication
1. It flows from lower level to higher level is known as
upward communication.
2) It includes request and permission.
3) It is polite in nature.
4. e.g.
manager

executive

department head

supervisor

Downward communication
1) It flows from higher level to lower level is known as
downward communication.
2) it includes orders, instructions and rules etc.
3) It is directive in nature.
e.g.
manager

executive

department head

supervisor

worker
Upward communication & Downward communication

Upward communication Downward communication

1) It flows from lower level to higher 1) It flows from higher level to lower
level is known as upward level is known as downward
communication. communication.
2) It includes request and permission. 2) it includes orders, instructions and
rules etc.
3) It is polite in nature. 3) It is directive in nature.
e.g. e.g.
manager manager

executive executive

department head department head

supervisor supervisor

worker worker

Horizontal communication
Horizontal communication takes place when two persons are working at
the same level in an organization and communicate with each other.
e.g. when college principal communicating with another college
principal becomes horizontal communication.

Communication Way

Principal-I Principal-II

1) It flows at same level.

2) It includes opinion and suggestions.
3) It is friendly in nature.
4) e.g. a student suggests a friend to take down the notes.

Vertical communication & Horizontal communication

Vertical communication Horizontal communication

1) It includes upward and downward 1) It flows at same level.
communication. It flows at different
level

2) It includes orders, complaints and 2) It includes opinion and suggestions.

solutions.
3) It is directive and polite. 3) It is friendly in nature.

4) e.g. boss instructs workers and he 4) e.g. a student suggests a friend to take
obeys him. down the notes.

Que. Explain Diagonal communication.

In this communication a person is working in one organization and
communicating with another at the same time writes a letter, reminders,
send fax, or talk on telephones, arrange meetings,. Sometimes the person
makes internal as well as external communication which here needs to
correspondence diagonally. Since organizations are fast expanding into
business, diagonal communication take place may in upward and
downward also.

M/s Tata Steels ltd.

XYZ Pvt. Ltd. Raymond fabrics ltd.

b. Advantages of diagonal communication:

Diagonal communication has the following advantages:

(1) It is a most direct method of communication.
(2) It is a most selective method of communication.
(3) It is one of the fastest methods of communication.
(4) In critical situations, it would seem to be the most essential and
logical type of communication.

c. Disadvantages of diagonal communication:

The major disadvantages of diagonal communication include the

following:
(1) It can destroy lines of authority and formal chains of command.
(2) It can leave immediate superiors uninformed of what their
subordinates are doing.
(3) It can lead to conflicting orders and hence to further confusion.
(4) It is usually verbal, and thus is untraceable if things go wrong.
QUE. State advantages and disadvantages of Graphical
Communication:
ADVANTAGES:
1. It has an impact on the audience.
2. There is no language barrier.
3. It is effective.
4. Easy to understand.
5. It is short and sweet.
6. Easy to comprehend.
Disadvantages:
1. It cannot convey lengthy message.
2. It is not elaborate.
3. Visual communication is not two way communication process.
4. The whole exercise is not economical.

Non- verbal communication:

a) Eye Contact:-
 It has very much significance in face to
face communication. It shows acceptance of receiver. The positive
acceptance is shown by eye contact. Which can encourage the sender.
Absence of eye contact shows lack of interest.
b) Gestures:-

Gestures means the motion of the face,

body or limbs used to reinforce something that is to be
conveyed.Gestures are used when the person do not know each other’s
language. The hearing and speaking impaired mainly depend upon
gestures for their sign language.
Sr.N Example Codes Meaning
o s
1 Nodding gesture Unj999pnn99j9999onnnoon0nnoj99999noo0onder
of the s stand
head
2 Scratchin gesture Puzzle
g of the s
head
3 Moveme gesture Saying no
nt of the s
head side
to side

C) Postures:-
 Postures mean an attitude or position of
body a good posture indicates s confident attitude. It refers to the way
one stands, sits and walk e.g. dropping shoulder and a protruding
stomach indicate the speaker is discouraged.
d) Body Movement:-

Body movement indicates the message to the sender and

the receiver. Any kind of body movement including paralanguage like
voice modulation, yawning, relaxing, and silence all are the body
movement.

e) Facial Expression:-

All the facial organs are the effective tools in

communication. Effectiveness of communication depends on the proper
co-ordination between facial and verbal expression. Face is the most
expressive part of human body reflects the feelings or emotions.

f) Dress:-
A good dress code for the occasion speaks well a person.
It is important for speaker, who is to address a large audience to be well
dressed. It gains the attention.

.
G) Pause:
“The most precious things in speech are the pauses”. This is a powerful
and important statement that is often overlooked in our fast-paced
society. A good speaker focuses not just on what they are saying, but
more importantly, on how they are nnbb999p nsaying it.