Unit- 1 Communication Process

Concept, Nature and Significance of Communication Process; Types of

Communication; Models of Communication; Verbal and Non-verbal
communication; Barriers of Communication
• T he word communication is derived from the Latin communis,
which means “common”. It refers to a natural activity of all
humans, which is to convey opinions, feelings, information,
and ideas to others through words (written or spoken), body
language, or signs.
• George Vardman defines effective communication as “purposive
symbolic interchange resulting in workable understanding and
agreement between the sender and the receiver”.1 This inter
change of information, ideas, and thoughts may occur via
different modes: words (oral and written), signs, and gestures.
• Emphasizing the processes of telling, listening, and
understanding involved in the act of communicating with
other people, Keith Davis2 says that communication is “the
transfer of information and understanding from one person to
another person.
• It is a way of reaching others with facts, ideas, thoughts and
values. It is a bridge of meaning among people so that they
can share what they feel and know. By using this bridge, a
person can cross safely the river of misunderstanding that
sometimes separates people.”
• American Management Association defines, ‘Communication is any
behaviour that results in an exchange of meaning’. Peter Little defines
communication as, ‘Communication is the process by which information
is transmitted between individuals and/or organizations so that an
understanding response result’.
• Newman and Summer Jr. state that, ‘Communication is an exchange of
facts, ideas, opinions or emotions by two or more persons’.
• According to Keith Davis, ‘The process of passing the information and
understanding from one person to another. It is essentially a bridge of
meaning between the people. By using the bridge a person can safely
across the river of misunderstanding’.
Nature of Communication Process
• The communication process is a dynamic and interactive exchange of
information between a sender and a receiver through a chosen
channel. It involves the transmission of ideas, thoughts, feelings, or
messages with the goal of mutual understanding. Below are the key
aspects that define its nature:
Dynamic & Continuous
• Communication is an ongoing process, not a one-time event.
• It evolves based on feedback and context.
Two-Way Process (Sender & Receiver)
• Requires at least two parties: the sender (encoder) and receiver
(decoder).
• Roles can switch during interaction (e.g., in conversations).
Purposeful
• Aims to inform, persuade, instruct, entertain, or build relationships.
• Without a purpose, communication becomes ineffective.
Contextual
• Depends on the environment (physical, social, cultural, psychological).
• The same message can have different meanings in different contexts.
Involves Encoding & Decoding
• Encoding: Converting thoughts into words, symbols, or gestures.
• Decoding: Interpreting the received message by the receiver.
Requires a Medium (Channel)
• Can be verbal (spoken/written) or nonverbal (body language, visuals).
• Channels include face-to-face, phone, email, social media, etc.
Noise & Barriers
• Noise (physical, psychological, or linguistic) can disrupt clarity.
• Examples: distractions, language differences, biases.
Feedback is Essential
• Receiver’s response helps the sender assess understanding.
• Without feedback, communication is incomplete.
Irreversible
• Once communicated, a message cannot be taken back.
• Miscommunication can have lasting effects.
Symbolic
• Uses words, signs, or gestures to convey meaning.
• Interpretation depends on shared understanding.
Significance of Communication
Process
• The communication process is fundamental to human interaction,
relationships, and organizational success. Its importance can be
understood through the following key aspects:
• Facilitates Understanding & Clarity
• Ensures messages are conveyed and interpreted correctly.
• Reduces misunderstandings and conflicts.
• Essential for Coordination & Collaboration
• In organizations, it helps teams work together efficiently.
• Ensures smooth workflow and task alignment.
Builds Relationships & Trust
• Effective communication strengthens personal and professional bonds.
• Encourages openness, empathy, and mutual respect.
Supports Decision-Making & Problem-Solving
• Clear communication provides necessary information for informed choices.
• Helps in brainstorming, negotiating, and resolving disputes.
Enhances Leadership & Influence
• Strong leaders communicate vision, goals, and expectations effectively.
• Persuasive communication motivates and inspires others.
Drives Organizational Success
• Improves employee engagement, productivity, and customer
relations.
• Reduces errors caused by miscommunication.
Enables Social & Cultural Exchange
• Helps share ideas, traditions, and knowledge across cultures.
• Promotes diversity and inclusion by bridging communication gaps.
Types of Communication
One way to classify communication is according to the number of
persons who receive the message.
• Intrapersonal communication is talking to oneself in one’s own mind.
Examples are soliloquies or asides in dramatic works.
• Interpersonal communication is the exchange of messages between
two people. Examples are conversations, dialogues, or interviews in
which two persons interact (others may also be present as audience).
An author communicates interpersonally with his or her reader, who
is always present as a silent audience in the author’s mind while
writing. A letter is also an example of interpersonal communication
between the writer and the person to whom it is addressed.
Types of Communication
One way to classify communication is according to the number of
persons who receive the message.
• Intrapersonal communication is talking to oneself in one’s own mind.
Examples are soliloquies or asides in dramatic works.
• Interpersonal communication is the exchange of messages between
two people. Examples are conversations, dialogues, or interviews in
which two persons interact (others may also be present as audience).
An author communicates interpersonally with his or her reader, who
is always present as a silent audience in the author’s mind while
writing. A letter is also an example of interpersonal communication
between the writer and the person to whom it is addressed.
• Group communication can be among small or large groups,
such as an organization, club, or classroom, in which all
individuals retain their individual identities.
• Mass communication is when a message is sent to large
groups of people, for example by newspaper, radio, or
television. In this process, each receiver is a faceless individual
with almost no opportunity for response or feedback.
Models of Communication
• Communication can be broadly classified into verbal and non-
verbal models, each playing a crucial role in how messages are
transmitted, interpreted, and understood.
Communication can also be classified on the basis of the
medium employed.
• Verbal communication means communicating with words,
written or spoken. Verbal communication consists of speaking,
listening, writing, reading, and thinking.
• Non-verbal communication includes the use of pictures, signs,
gestures, and facial expressions for exchanging information
between persons. It is done through sign language, action
language, or object language.
• Verbal Communication Model
• Definition: Communication that uses spoken or written words to convey a message.
• Types of Verbal Communication:
• A. Oral Communication (Spoken Words)
• Characteristics:
• Immediate feedback
• Tone, pitch, and speed influence meaning
• Flexible and dynamic
• Examples:
• Face-to-face conversations
• Phone calls
• Speeches, lectures
• Video conferences
• Written Communication (Text-Based)
• Characteristics:
• Permanent record
• Requires clarity and structure
• Delayed feedback
• Examples:
• Emails, reports
• Text messages, WhatsApp
• Books, articles
• Official documents
• Non-Verbal Communication Model
• Definition: Communication without words, using gestures,
expressions, and other visual cues.
• Types of Non-Verbal Communication:
• A. Body Language (Kinesics/kɪˈniː.sɪks/)
• Examples:
• Facial expressions (smiling, frowning)
• Hand gestures (thumbs up, waving)
• Posture (slouching vs. standing straight)
• Paralanguage (Vocal Cues)
• Examples:
• Tone of voice (sarcastic, angry, friendly)
• Pitch (high vs. low)
• Speed of speech (fast vs. slow)
• Proxemics (Personal Space)
• Examples:
• Standing close (intimacy) vs. far (formality)
• Cultural differences in personal space
• Haptics (Touch)
• Examples:
• Handshake (professional)
• Hug (friendly/emotional)
• Chronemics (Time Usage)
• Examples:
• Punctuality (shows respect)
• Delayed responses (indicate disinterest)
Leagan’s Model (1963)
• The process of communication involves the following elements:
• Sender or transmitter: The person who desires to convey the message
is known as sender. Sender initiates the message and changes the
behaviour of the receiver.
• Message: It is a subject matter of any communication. It may involve
any fact, idea, opinion or information. It must exist in the mind of the
sender if communication is to take place.
• Encoding: The communicator of the information organises his idea
into series of symbols (words, signs, etc.) which, he feels will
communicate to the intended receiver or receivers.
• Decoding: Decoding is the process of interpretation of an encoded
message into the understandable meaning. Decoding helps the
receiver to drive meaning from the message.
• Feedback: Communication is an exchange process. For the exchange
to be complete the information must go back to whom from where it
started (or sender), so that he can know the reaction of the receiver.
The reaction or response of the receiver is known as feedback.
• Communication channel: The sender has to select the channel for
sending the information. Communication channel is the media
through which the message passes. It is the link that connects the
sender and the receiver.
• Receiver: The person who receives the message is called receiver or
receiver is the person to whom the particular message is sent by the
transmitter. The communication process is incomplete without the
existence of receiver of the message. It is a receiver who receives and
tries to understand the message.
• Encoding is the process of changing the message (from its mental
form) into symbols, that is, patterns of words, gestures, or pictorial
forms or signs. In short, it means putting ideas, facts, feelings, and
opinions into symbols, which can be words, actions, signs, and
pictures. The communication symbols are selected by the sender
keeping in mind the receiver’s ability to under stand and interpret
them correctly.
• Decoding: This is the act of translating symbols into their ordinary
meanings. However, the total mean ing lies in the meanings of the
words (symbols) together with the tone and attitude of the sender
as reflected by the structure of the message and the choice of
words used by him or her (the sender).
Barriers to Effective
Communication
• A barrier is defined as something that prevents or controls progress or
movement. This definition implies that a barrier is something that
comes in the way of the desired outcome.
• Communication barriers are obstacles that disrupt the smooth
exchange of ideas, leading to misunderstandings, confusion, or failed
communication. These barriers can occur at any stage of the
communication process (sender, message, channel, receiver, or
feedback).
• Physical Barriers
• Definition: Environmental or external obstacles that interfere with
message transmission.
• Examples:
• Noise (traffic, machinery, background chatter)
• Poor network or technology issues (call drops, bad audio)
• Distance (remote work without proper tools)
• Closed office spaces or lack of face-to-face interaction
• Psychological Barriers
• Definition: Mental or emotional factors that affect communication.
• Examples:
• Stress, anxiety, or anger
• Prejudice, bias, or closed-mindedness
• Lack of attention or interest
• Fear of judgment or criticism
• Language & Semantic Barriers
• Definition: Problems arising from differences in language, word
meanings, or expressions.
• Examples:
• Complex jargon or technical terms
• Slang, idioms, or cultural phrases not understood by all
• Poor grammar, spelling errors, or unclear sentences
• Different interpretations of words (e.g., "cheap" can mean "affordable" or
"low-quality")
• Cultural Barriers
• Definition: Differences in cultural backgrounds leading to misunderstandings.
• Examples:
• Nonverbal cues (gestures, eye contact) having different meanings
• Different communication styles (direct vs. indirect)
• Taboos or sensitive topics in certain cultures
• Organizational Barriers
• Definition: Structural issues within a workplace that hinder communication.
• Examples:
• Hierarchical structures causing delays in message flow
• Lack of clear policies or communication channels
• Information overload or excessive bureaucracy
• Technological Barriers
• Definition: Issues caused by the misuse or failure of communication
tools.
• Examples:
• Unreliable internet or software glitches
• Over-reliance on emails leading to delays
• Poorly designed user interfaces in apps
Sentence Structure
• A sentence is a group of words that expresses a complete thought.
Understanding sentence structure helps in writing clearly and effectively.
Types of Sentence Structures
• A. Based on Clause Structure
• Simple Sentence
• Contains one independent clause (subject + verb).
• Example: She reads books.
• Compound Sentence
• Contains two or more independent clauses joined by a coordinating conjunction
(FANBOYS: For, And, Nor, But, Or, Yet, So).
• Example: She reads books, and he writes stories.
• Complex Sentence
• Contains one independent clause + one or more dependent clauses (joined
by subordinating conjunctions like because, although, when).
• Example: She reads books because she loves stories.
• Compound-Complex Sentence
• Contains at least two independent clauses + one or more dependent
clauses.
• Example: She reads books, and he writes stories because they love literature.
B. Based on Function (Purpose)
• Declarative Sentence – Makes a statement.
• Example: The sun rises in the east.
• Interrogative Sentence – Asks a question.
• Example: Where do you live?
• Imperative Sentence – Gives a command or request.
• Example: Close the door.
• Exclamatory Sentence – Expresses strong emotion.
• Example: What a beautiful day!