Introduction to Communication &

The Nature and the Process of

communication

Dr. Thair A. Habboush

 Chapter outline
1. Communication is integral to Human Life

2. Objectives of Communications

3. Communication for business

4. Functions of business communication

5. Defining communication

6. Features of Communication

7. Process of communication

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 The Concept of Communication

The word communication has been derived from the Latin word
'communis' that means ‘common’. However, communication
incorporates, besides commonality, the concepts of transfer,
meaning and information. Communication is the process through
which two or more persons come to exchange ideas, information,
thought and understanding among them to bring about mutual
understanding and desired action. It is the information exchange by
words or symbols. It is the exchange of facts, ideas and viewpoints
which bring about commonness of interest, purpose and efforts.
Aspects in communication
There are two aspects involve in communication:
First, there is something, which is transmitted, such as, facts,
feelings, ideas, etc. It implies that there must be a receiver if
communication is to occur. The sender of message must
consider the receiver while structuring his message from a
technical standpoint as well as in delivering it.
Second, the definition emphasizes the understanding element in
the communication. Sharing of understanding would be possible
only when the person, to whom the message is meant,
understands it in the same sense in which the sender of the
message wants him to understand.
 Definition of communication
Communication is the art of transmitting information, ideas and attitudes from one person
to another. Communication is a process of using words, sounds, signs, or behaviors to
express or exchange information or to express your ideas, thoughts, feelings to someone
else.
 Personal process
 Occurs between people
 Involves change in behavior
 Means to influence others
 Expression of thoughts and emotions through words & actions.
 Tools for controlling and motivating people
*‫ا‬It is a social and emotional process.

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 Definition of communication
• According to Keith Davis, 'The process of passing the information and
understanding from one person to another. T.S. Mathews defines as
"Communication is something so simple and difficult that we can never
put it in simple words," says. But we do need a definition to understand
the term.
• Peter Little defines communication as follows: “Communication is the
process by which information is transmitted between individuals and / or
organizations so that an understanding response results.”
• According to W.H. Newman and C.F. Summer Jr: “Communication is an
exchange of facts, ideas, opinions, or emotions by two or more persons.”
Communication is integral to Human
Life
Communication represents an essential and very important

human need as well as a basic human right. Without having the possibility

to communicate and talk to other people, no individual, community, group

or any other institution would be able to exist, or prosper. Strictly speaking

the ability to communicate or the general right of communication make it

possible to exchange opinions, thoughts and meanings. So it enables

people to express themselves and show their own

points of view. Consequently communication makes people who

and what they are and particularly strengthens human dignity.

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 Purpose of Communication
For instruction: The instructive function unvarying and importantly deals
with the commanding nature. It is more or less of directive nature.
For integration: It is consolidated function under which integration of
activities is endeavored. The integration function of communication mainly
involves to bring about inter-relationship among the various functions of the
business organization.
For information: The purposes or function of communication in an
organization is to inform the individual or group about the particular task or
company policies and procedures etc.
For evaluation: Examination of activities to form an idea or judgement of the
worth of task is achieved through communication. Communication is a tool
to appraise the individual or team, their contribution to the organization.
For direction: Communication is necessary to issue directions by the top
management or manager to the lower level.
For teaching: The importance of personal safety on the job has been greatly
recognized. A complete communication process is required to teach and
educate workers about personal safety on the jobs.
 Purpose of
Communication
For influencing: A complete communication process is necessary
in influencing others or being influenced. The individual having
potential to influence others can easily persuade others.
For image building: A business enterprise cannot isolate from
the rest of the society. There is interrelationship and
interdependence between the society and an enterprise
operating in the society.
For employee's orientation: When a new employee enter into
the organization at that time, he or she will be unknown to the
organization programs, policies, culture etc. Communication
helps to make people acquainted with the co-employees,
superior and with the policies, objectives, rules and regulations
of the organization.
 Objectives of Communication
The main objective of all communication in an organization is
the general welfare of the organization. Communication can be
used for any or more of the following objectives:
1. Information 2. Advice 3. Order
4. Suggestion 5. Persuasion 6. Education
7. Warning 8. Raising morale 9. Motivation

Overall, information is most important objective of business

communication. Either it is external or internal communication.
Effective communication is needed to achieve the goals in a
shortest period.
 Communication for business

Business communication is a specialized branch of general

communication that is specifically concerned with business
activities. Generally, when communication takes place
between or among parties regarding business-related
functions, it can be termed as business communication. But
the process, methods, types, principles etc. remain almost
same with those of general communication.

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Definition of Business communication
According to R. Ludlow, Business communication is a process
of transfer of information and understanding between
different parts and people of a business organization. It
consists of various modes and media involved in
communication Interchanges.

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 Significance of Communication
Communication is an important feature to our existence in civilized
society, it is essential to the functioning of the organizations our society
has produced. In fact without communication, there would be no
organizations.

It is the vehicle through which the basic management functions are

carried out. Managers are Planning, Organizing, Staffing, Directing and
Controlling all business effectively through communication. Virtually all
actions taken in an organization are preceded by communication.

No business can develop in the absence of effective internal and external

communication.
Functions of business communication
Internal functions
 Takes place within organization

 Information to management

 Information to employees

 Improvement in morale

External functions
 Takes place between a business organization and people outside
 To make relations with the suppliers
 Sale of goods and services
 Report to owner-shareholder
 Report to government
 To create goodwill for the business
 Features of Communication

1. Communication is an exchange of ideas

2. Two or more parties are involved in it

3. Communication is a two way process

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Communication is an exchange of idea:
Communication is the process through which an
exchange of information takes place. It is the sharing of
information, ideas, concepts and message.

Two or more parties are involved in it:

In Communication, the exchange of information takes
place between two or m ore persons. This implies that
there are minimum two people in the communication
process at any time.

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Two-way process
Two-way communication occurs when the receiver sends
response or feedback to sender’s message. In two-way
communication process, the sender first transmits the
message to the receiver. After receiving a message, the
receiver decodes it and then sends back his or her reaction
to the sender.

In two-way communication, information flows in two-

ways: Information form sender to receiver and response

from receiver to sender. So it is regarded as the

complete communication process.

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Communication consists of the
following eight components:
1. Idea
2. Sender/ Sender/Encoder ( speaker/ writer
3. Message
4. Encoding
5. Medium and channel
6. Receiver/Decoder ( reader/ listener)
7. Decoding
8. Feedback
Idea
Every message, whether oral or written, has its origin in an
idea that evolves in the mind of the sender of the message.
Every ideas refers to some context. Context is a common
frame of reference within which the sender and the receiver
communicate with each other. Thus, the idea or information
that the sender wants to convey to receiver is the source of
the message in the communication process.
Sender / Encoder
Sender / Encoder is a person who sends the
message. A sender makes use of symbols
(words or graphic or visual aids) to convey the
message and produce the required response.
 Sender / Encoder cont….
For instance - a training manager conducting training for
new batch of employees. Sender may be an individual or a
group or an organization.The views, background,
approach, skills, competencies, and knowledge of the
sender have a great impact on the message.
 Message
Message is a key idea that the sender wants to
communicate. It is a sign that elicits the response of
recipient. Communication process begins with deciding
about the message to be conveyed. It must be ensured that
the main objective of the message is clear.
Encoding

Encoding is the process of turning thoughts

into communication. It is a system of coded meanings, and in
order to create that, the sender needs to understand how the
world is comprehensible to the members of the audience. 

It is the process where the information you would like to

communicate gets transferred into a form to be sent and
decoded by the receiver.
 Channel and Medium

Channels are the way you convey your message. These channels
include verbal such as telephone, and face-to-face conversations
as well as non-verbal such as e-mail and text messaging. Each
individual channel has its strengths and weaknesses in terms of
communicating.

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Channel and Medium cont..

For instance - Written medium is chosen when a

message must be conveyed to a small group of people,
while an oral medium is chosen when spontaneous
feedback is required from the recipient as
misunderstandings are cleared then and there.
Receiver

Receiver is a person for whom the message is

intended or aimed. The degree to which the decoder
understands the message is dependent upon various
factors such as knowledge of recipient, their
responsiveness to the message, and the reliance of
encoder on decoder.
Decoding
Decoding is on the receiving end of communication.
This stage is just as important as encoding.
Communication can go downhill at this stage if the
receiver is not practicing active listening skills or if
they do not possess enough information to
accurately decode the message
 Feedback

Feedback is the response given by the receiver of the message

to the sender of the message. It is the main component of
communication process. as it permits the sender to analyze
the efficacy of the message. It helps the sender in confirming
the correct interpretation of message by the decoder. Feedback
may be verbal (through words) or non-verbal (in form of
smiles,
sighs, etc.). It may take written form also in form of memos,
reports, etc.
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