COMMUNICATION Itis a sum of all the things one person does when he wants to create understanding in the mind of another person. It involves systematic and continuous process of Telling, Listening and Understanding. The word communication has come from two Latin words "Communicare’ and ‘Communis’. The ‘Communicare’ denotes making something Common and the ‘Communis’ denotes common, communiality or sharing. Some scholars relate the term communication with an English word community. Community members have something common to each other. communities are supposed to be formed with the tie of communication, It is the foundation of community. Hence, where there is no Communication, there can't be a community. itis a process of conveying messages from one person to another so that they are understood.EMOTIONS elem Cui s iad chy THOUGHTSeta rN (e8151. It facilitates sharing and passing of ideas. * For example, the idea of a united world was shared and passed on to the world by the band “beatles” through a song called “Imagine”, written and sung by John Lennon. Singing was a communication exercise which enabled and facilitated sharing and passing of ideas. 2. tis a Science and Art. « Understanding the way communication works and how we react to it is science « Tocommunicate with one another is an art. There are so many different languages and each one is hard to master. To be able to communicate in a Precise manner and have it clear so others can understand you and be able to listen to what you are saying is an art in its self. 3. Communication can be developed over time. Itis not an innate quality but can be learnt 4. Itcan be a one-way process. * For example, television and songs are methods of mass communication where instant feedback cannot be given by the receiver of the message. The message is simply delivered by the sender to the receiver. 5. Itis a continuous process. « By continuous we mean that a cycle of sender, massage, receiver, response is ‘created which results in a closed loop of communication wherein there is ‘continuous and never-ending interaction between parties to a communication. To simplify, a set of dialogues between actors in a movie is a continuous ‘communication process.6. It is a human process. + By human we mean living things using some or all parts of the brain to interact. Communication cannot be carried out by non-living things. * The universal law of communication theory says that all living beings whether they are plants, animals, human beings communicate through sound, speech, visible changes, body movements, gestures or in the best possible way to make the others aware of their thoughts, feelings, problems, happiness or any other information. 7. Itis a universal process. * Communication connects sender and receiver through space and time, making it a universal process. * Through space- Barack Obama connecting with people around the world by coming live on TV. * Through time- Singers record their songs and communicate over time with listeners, 8. It provides social interaction through messages. 9. It encourages feeling of togetherness. 10. It creates a common pool of ideas, norms and thinking. * Through continuous communication, people create a common set of accepted ideas and norms that are agreed upon and believed in by the entire group. 11. It also helps in intrapersonal communication i. Intrapersonal means communication within oneself. ., individual: 12. Itis made by the people for the people through interaction. 13. It promotes the feeling of understanding, expressing and knowing each other.It's prime objective is to educate the members of the Pee ERE UM ye Reiter Tai RR Urals Ame rele) altel ig eter ee DB eon Rela ue) Etta ata oe eM ie aati eet eyed tel Biel eee ular Clee organisation. It gives directions, assists desicion making and builds friendly environment through interaction. Tee ae uuu een ice Lie Leas level. (Intrapersonal)It means how a message is transferred from one person to another. NOISE wy é > RECEIVER/ ea 1. SENDER is the person who sends the messages.2. MESSAGE is the subject matter of communication. 3. ENCODING is the process of allotment of signs, symbols and words in a message. 4. MEDIUM/GHANNEL is the department or instrument through which communication passes. 5. RECEIVER is the person who receives the message. '6. DECODING is the conversion of signs, symbols and words into readable forms by receiver. 7. FEEDBACK is for suggestions and ideas. * Incircular communication, the encoder becomes decoder (decoder becomes encoder) when there is feedback. , — ne a » FEEDBACK Is always taken from Receiver. » When FEEDBACK is taken in advance, It is known as FEED FORWAAD STUDY.PRINCIPLES OF COMMUNICATIO 48's OF COMMUNICATION: => SHORTNESS: it means message delivered should be short. => SIMPLICITY: it means language used should be simple and using of technical words/ Jargons should be avoided. = STRENGTH: If the sender himself believes in a message that he is about to transmit, there is bound to be strength and conviction in whatever he tries to state. = SINCERITY: it means sender should be sincera. A sincere approach to an issue is clearly evident to the receiver. If the sender is genuine, it will be reflected in the manner in which he communicates. 7 C's OF COMMUNICATION: = COMPLETENESS: The communication must be complete. It should convey all facts required by the audience. = CONCISENESS: Conciseness means wordiness, i.e. communicating what you want to convey in least possible words without forgoing the other C's of communication. = CONSIDERATION: Consideration implies “stepping into the shoes of others”. Effective communication must take the audience into consideration, i.e. the audience's Viewpoints, background, mind-set, education level, etc. = CLARITY: Clarity implies emphasizing on a specific message or goal at a time, rather than trying to achieve too much at once. = GONCRETNESS: Concrete communication implies being particular and clear rather than fuzzy and general. = COURTESY: Courtesy in message implies the message should show the sender's expression as well as should respect the receiver. = CORRECTNESS: Correctness in communication implies that there are no grammatical errors in communication.BARRIER beta) MESSAGE ee ees] ————— FEEDBACK SEMANTIC BARRIERS: Any barrier which is due to the limitation of the symbol used , you can call it as a semantic barrier. Symbols can be wards, pictures, gestures, etc. « Unclarified Assumption. « Words with different meanings. * Technical Jargon. « Badly Expressed Message. « Wrong/ faulty Interpretations. For Example, The Hindi word ‘kaka’ means uncle in one part of the country but ‘small boy in another part of the country and in Malayalam the meaning is entirely different. ORGANIZATIONAL BARRIERS: * Organizational policies, rules and regulations - If the policy is not supportive to the flow of communication, then communication will nat be smooth and adequate.« Organizational status/class conflicts - The placing of people in superior / subordinate capacity in the formal organisational structure also blocks the flow of communication and more particularly in upward direction. Greater the difference between hierarchical position in terms of their status, greater would be the possibility of communication breakdown. «* Organizational structure (too many levels) - In an organisation whether there are number of managerial levels, communication gets delayed, chances of communication getting distorted are more as the numbers of filtering points are more « No unity of command «* No open door policy. TECHNICAL BARRIERS * Environment. « Spaces or Geographical distance * Cable network problem/ mechanical failures. « Improper time such as calling after 10 p.m. to ask. PSYCHOLOGICAL BARRIERS The importance of communication depends on the mental condition of both the parties. A mentally disturbed party can be a hindrance in communication. « Pre-mature evaluation - Sometimes the receiver of information tries to dig out meaning without much thinking at the time of receiving or even before receiving information, which can be wrong. « Lack of Attention - When the receiver is preoccupied with some important work he/she does not listen to the message attentively. « Filtration of Information - « Non-retention- When a message is received by a person after it has passed through many people, generally it loses some of its truth. This is called loss by transmission. This happens normally in case of oral communication. Poor retention of information means that with every next transfer of information the actual form or truth of the information changes.+ Distrust - If there is a lack of trust between them, the receiver will always derive an opposite meaning from the message. PERSONAL BARRIERS: The Personal Barriers relate to the factors that are personal to the sender and receiver and act as a hindrance in the communication process. These factors include the life experiences, emotions, attitudes, behaviour that hinders the ability of a person to communicate. Barriers related to superiors - « Lack of Confidence in Subordinates- Superiors generally perceive that their subordinates are less competent and capable, and that they are not able to advise superiors. * Fear of Criticism / Challenge - « Attitude of Superiors « Lack of time due to overburdened superiors Barriers related to subordinates - * Unwillingness to communicate - Subordinates may not freely communicate with superior because he feels that any critical information which travels up may adversely affect him also « Fear of embarrassment + Lack of Incentive - Subordinates might not be willing to take incentive in initiating conversation. GENDER BARRIERS: * Man misunderstood words of women or vice-versa. * Different thoughts of men and women. « Men tend to be good at abstract concepts like Maths and women at language based.INTERPERSONAL BARRIERS: Having double thoughts/ confused. « Trying to overcome a poor self-image due to false perceptions. « Deeply rooted prejudices about one's self. LANGUAGE BARRIERS: Use of jargon or technical words. » No clarity in speech. » No proper explanation. CULTURAL BARRIERS: « Different cultures and values. «» Clash among different cultures. * Belief on different values, norms and ideas.HOW TO OVERCOME BARRIERS OF COMMUNICATION? Taking the conversation more seriously. Be aware of own state of mind, values, ideas and understanding. ,TOOLS OF EFFECTIVE COMMUNICATION Manners and ethics 4 | | Good Istene