UCC 102

• Since communication happens around us all

the time, the process is often taken for
granted. A large amount of time is spent
communicating hence there is need to make
sure that ideas and information are put in a
way that everyone involved can understand.
• Thinking about what to say, working out the
best way of saying it, finding the right words,
making sure the other person understands
and understanding anything he\she says in
reply are all vital stages in communication.
 Definition
• Communication is giving, receiving or exchanging
ideas, information, signals or messages through
appropriate media, enabling individuals or groups
to persuade, to seek information, to give
information or to express emotions.
• This broad definition includes body-language,
skills of speaking and writing. It also outlines the
objectives of communication and emphasizes
listening as an important aspect of
communication.
 Communication Process
• In communication process, a sender (encoder-
creator) encodes a message and then using a
medium/channel sends it to the receiver (decoder)
who decodes the message and after processing
information, sends back appropriate feedback/reply
using a medium/channel.
Types of Communication

See A and B below

 A. Types of communication based on the
communication channels used are:-
a) Verbal communication (spoken and written)
b) Nonverbal communication
c) Visual communication – diagrams, maps
d) Audio-visual communication - TV
 1. Verbal communication (Interpersonal)
Spoken - oral (verbal) Oral communication means
communication through spoken words. It may be
face-to-face (lecture, seminar, conference, meeting
etc). Clear voice and tone are necessary for effective
oral communication. Speaking too fast/too slow
speed or too high/too low volume impairs oral
communication. Usually people bring their own
attitude, perception, emotions and thoughts about
the topic.
Written - Communication via SMS, e-mail, letter,
memo etc. Such communication is essential in case of
formal and legal interactions. Grammar, vocabulary,
writing style, etc matters.
 2. Non-verbal Communication
Communication without using words.
ii. Body Language: Communication through facial expressions,
gestures, stance, touch and other physical signs is called body
language. Body language (e.g. smile, frown, clenching of hands etc.
can transmit emotions which cannot be expressed through words.
iii. Paralanguage: Pitch, tone, quality, etc. of voice is known as
paralanguage. The way one speaks, rather than words, reveal the
intent of the speaker.
iv. Aesthetics: Music, dancing, painting sculpture and other forms of
art serve as means of communication. These convey the feelings
and thoughts of artists.
v. Appearance : Dress and grooming create the first impression. In
offices, there is a dress code.
vi. Symbols: Symbols may relate to religion, university, etc. These
convey the special meaning. For example, the number of stars on
the shirt of a police officer reveal his/ her status
 3. VISUAL COMMUNICATION
• In visual communication, signs, drawing, graphic
design, color, illustration and other visual aids are
used to convey the message. For example, colors are
used to control traffic. Visuals such as graphs, pie
chart etc. convey considerable information in a clear
and concise manner.
 4. AUDIO-VISUAL COMMUNICATION
• Use of voice and visuals together is called
audio-visual communication. Televisions are
audio-visual media of communication.
Combination of spoken words and pictures is a
very powerful form of comm.
B. Types of Communication Based on Purpose and
Style
i. Formal Communication
ii.Informal Communication
 Formal Communication
Certain rules and principles are followed while
communicating message:-
 Formal communication occurs in formal and official
style.
 Usually professional settings, corporate meetings,
conferences undergoes in formal pattern.
 In formal communication, use of sheng and foul
language is avoided and correct pronunciation is
required.
 Examples of FORMAL COMMUNICATION :-
– Vertical communication: Flow of information downwards and upwards
in the organization is called vertical communication. Managers pass
down orders and instructions to their subordinates for implementation.
Subordinates transmit reports, suggestions, grievances and requests to
their superiors.
– Horizontal communication: Communication between
individuals/departments at the same level of authority is known as
horizontal communication. For example, heads of production and
marketing departments hold a meeting to discuss quality and price of a
product.
– Diagonal Communication: This type of communication takes place
between employees working in different departments and at different
levels of authority. Such cross functional communication reduces the
chances of distortion or misrepresentation. For example, the marketing
manager may directly ask a factory manager about the cost and quality
of output.
 Informal Communication
Is done using channels that are in contrast with
formal communication, examples:-
It is just a casual talk.
It happens among friends and family.
In informal communication, use of sheng, foul
language is not restricted.
Usually informal communication is done orally
and using gestures.
It helps in building relationships.
  Examples of INFORMAL COMMUNICATION:-
When two or more employees in an organization
exchange views without following the official
rules and procedures it is called informal
communication or grapevine.
• Grapevine is unofficial, friendly and casual. It is
based on common interests and attitudes. It
helps to build relationships. For example,
during the lunch break, employees working in
different departments of an organization may
discuss new leave rules.
 Factors to consider when choosing a
communication media
• Reliability
• The receiver
• Relationship with the receiver
• Confidentiality
• Distance
• Accuracy
• Desired impression
• Speed
• Availability
• Cost
 Purpose of Communication
• For instruction
• Exchange Information
• Solve problems/Decision making
• Persuade/Influencing
• Entertain
• Give direction
• Teaching
• Image building
• Express feelings
• To meet social expectations
 Benefits of Studying Communication
• Studying communication can help us in:-
– Critical thinking
– Problem solving
– Conflict resolution
– Team building
– Public speaking skills
– increase our understanding of relationships/ socializing
– develop important life skills.
– Exercise our constitutionally guaranteed freedom of
speech
– Succeed professionally
– Navigate an increasingly diverse world.
 Nature and Characteristics of
Communication
Communication is:-
1. A social process- two or more people are
involved
2. Universal function.
3. Unavoidable. Whenever people are together,
they communicate. Others interpret what they
do and say, as well as what they do not do/say.
4. Formal or informal
5. Verbal or non-verbal
5. Dynamic - Communication is influenced by the
mood and thinking of the sender and receiver.
6. It is continuous-Even when you choose to be
silent, you are communicating
7. Goal oriented process
8. Much more than words
9. Contextual -Context affects communication- The
context or environment in which a message is
conveyed and received affects communication.
10. Irreversible