A- Decoding-: Decoding 

is translating the message into meaning. It means converting a message

into thoughts by translating the received stimuli into an interpreted meaning in order to
understand the message communicated. The process of decoding involves receiving, interpreting
and understanding an encoded message. In other words, decoding involves interpretation and
analysis of a message. In the communication process it is the message that is transferred, as
meaning cannot be transferred from one person to another. The receiver has to assign meaning to
a message in order to understand it. The receiver must decode the message in order to understand
it. Only when the receiver understands the meaning intended by the sender, communication take
place. The receiver does this by interpreting the information sent by the sender. Decoding in
written communication refers to reading and understanding a written message. On the other
hand, in oral communication, decoding includes listening and understanding

B- Psychological barrier-: The Psychological barrier refers to the psychological state i.e.,

Opinions, attitudes, status consciousness, emotions, etc. of a person that deeply affects the ability
to communicate. The communication largely depends on the mental condition of a person, if the
person is not mentally or emotionally sound, then he cannot communicate effectively either as a
sender or a receiver. Every person’s mind is unique and communication does not work like that
in machines or in numbers. The people who are involved in the communication matter as much
as the message e.g. If your boss doesn’t trust you, he/she will only send selective information,
which makes the communication ineffective.
Some common forms of psychological barriers are -:
1-False assumption
2-Anger
3- Fear
4- Negative self-image

What is business communication?

Communication is an essential element in the success of any business. The process of
transferring information from one person to another, within and outside the business
environment, is termed as ‘Business Communication.’ The term ‘Business Communication’ is
derived from general communication which is associated with business activities. In other terms,
communication between business parties or people for business-related tasks is considered
as ‘Business Communication.’ 

Definition - According to Ricks and Gow “Business Communication is a system that is

responsible to affect change throughout the whole organization.”
According to W.H. “Business Communication is exchanging business-related different views,
ideas, and news within the related parties.”

Process of communication
1. Sender - The sender or the communicator generates the message and conveys it to the receiver.
He is the source and the one who starts the communication
2. Message - It is the idea, information, view, fact, feeling, etc. that is generated by the sender and is
then intended to be communicated further.
3. Encoding - The message generated by the sender is encoded symbolically such as in the form of
words, pictures, gestures, etc. before it is being conveyed.
4. Media - It is the manner in which the encoded message is transmitted. The message may be
transmitted orally or in writing. The medium of communication includes telephone, internet, post,
fax, e-mail, etc. The choice of medium is decided by the sender.
5. Decoding - It is the process of converting the symbols encoded by the sender. After decoding the
message is received by the receiver.
6. Receiver - He is the person who is last in the chain and for whom the message was sent by the
sender. Once the receiver receives the message and understands it in proper perspective and acts
according to the message, only then the purpose of communication is successful.
7. Feedback - Once the receiver confirms to the sender that he has received the message and
understood it, the process of communication is complete.
8. Noise - It refers to any obstruction that is caused by the sender, message or receiver during
the process of communication. For example, bad telephone connection, faulty encoding, faulty
decoding, inattentive receiver, poor understanding of message due to prejudice or inappropriate
gestures, etc.
What is Communication barrier?
Communication barrier is anything that prevents us from receiving and understanding the
messages others use to convey their information, ideas and thoughts.

Major Communication barriers are listed below.

1. Linguistic Barriers - The language barrier is one of the main barriers that limit effective
communication. Language is the most commonly employed tool of communication. The fact that
each major region has its own language is one of the Barriers to effective communication.
Sometimes even a thick dialect may render the communication ineffective. For e.g., an American
goes to Egypt he does not understand Arabic and most people in Egypt do not understand English.
2. Psychological Barriers - There are various mental and psychological issues that may be barriers
to effective communication. Some people have stage fear, speech disorders, phobia, depression etc.
All of these conditions are very difficult to manage sometimes and will most certainly limit the ease
of communication. For example, a senior in a company does not want the junior to do better at
work, the senior filters the information and does not provide crucial information that could help
the junior.
3. Physical Barriers to Communication - They are the most obvious barriers to communication.
They include barriers like noise, closed doors, faulty equipment used for communication, closed
cabins, etc. Sometimes, in a large office, the physical separation between various employees
combined with faulty equipment may result in severe barriers to effective communication.
Disturbance in hearing due to thunders, telephone call disconnection, problems in television,
message not being sent in chat, etc. are some examples.
4. Cultural Barriers of Communication - As the world is getting more and more globalized, any
large office may have people from several parts of the world. Different cultures have a different
meaning for several basic values of society. Dressing, Religions or lack of them, food, drinks, pets,
and the general behavior will change drastically from one culture to another. For e.g., in India
Ravaana is considered as a villain but in some parts of Sri Lanka he is worshipped.
5. Systematic barriers - Systematic barrier to communication may exist in structure or
organizations where there are inefficient and inappropriate information system and
communication channels, or where there is lack of understanding of the roles and responsibilities
for communication. In such organization people may be unclear of their roles in the
communication process and therefore not know what is expected of them. For e.g., if an
organization follows horizontal form of communication, then it will be challenging for
employees in the same position to exchange their views.
Verbal Communication -:
Verbal communication is perhaps the most obvious and understood mode of communication, and
it is certainly a powerful tool in our communication toolbox. Put simply, verbal communication
is the sharing of information between two individuals using words.
While we typically focus on speech while talking about verbal communication, it’s important to
remember that writing is also a form of verbal communication. After all, writing uses words too!
Verbal communication can be a conversation, a meeting, or even a speech. Verbal
communication is powerful in that way as it allows for input from every part of the social
communication model. You encode your thoughts into the spoken word and look to your
audience to decode and take the message in. We can ask for feedback directly to confirm
understanding of your message.
Verbal communication also makes it easier to ensure understanding by addressing objections and
clearing up misunderstandings we can adjust our message as we communicate it, based on the
feedback we’re getting from our audience. Verbal communication allows us to walk away from a
conversation with a higher degree of certainty that our message was received.
Verbal communication is a powerful tool, and it’s made even more powerful when paired with
listening and nonverbal communication.

Nonverbal Communication -:
Here are some types of nonverbal communication and the effects they can have on the success of
our communication:
1- Facial expressions:  Facial expressions - happy, sad, angry, help us convey our message.
Being aware of our facial expression when we talk and particularly when we listen, which is
when it’s easy to forget.
2- Gestures: When we speak, a gesture can make our message stronger. Pointing out something
we want our listener to look at more closely is an example of nonverbal communication that
makes our message understood. Motioning warmly toward a coworker who deserves special
recognition, making a fist to show frustration or anger, such gestures help further engage our
audience when we speak.
3- Proximity: How close we are to our audience when we speak sends a nonverbal message. If
our size is imposing and we leave a very small distance between us and our listener, it’s likely
our nonverbal communication will be a bit threatening. On the other hand, giving someone too
much space is an awkward nonverbal communication that might confuse our listener.
4- Touch: Shaking an audience member’s hand, putting our hand on his shoulder: these are
nonverbal cues that can affect the success of our message. Touch communicates affection, but it
also communicates power. In fact, when women touch a listener, it’s often assumed that they’re
being affectionate or conveying empathy, but when a man touches a listener, it can be taken as a
sign of communicating power or even dominance.
5- Eye contact: Making and maintaining eye contact with an audience when we’re verbally
communicating or listening communicates to the other party that we’re interested and engaged in
the conversation. Good eye contact often conveys the trait of honesty to the other party.
6-Appearance: The quality and condition of our clothing, how it fits, if it’s appropriate for the
season—all of these things speak nonverbally about us as a communicator.

Nonverbal communication reveals a lot about us as a communicator and how we relate to other
people. It pays to be aware of the elements of our nonverbal communication so we can maximize
the impact of your message.

Importance of communication for managerial functioning -:

1. Basis of Decision-Making and Planning:

Communication is essential for decision-making and planning. It enables the management to
secure information without which it may not be possible to take any decision. The quality of
managerial decisions depends upon the quality of communication. Further, the decisions and
plans of the management need to be communicated to the subordinates. Without effective
communication, it may not be possible to issue instructions to others. Effective communication
helps in proper implementation of plans and policies of the management.

2. Smooth and Efficient Working of an Organization:

In the words of George R. Terry, “It serves as the lubricant, fostering for the smooth operations
of management process.” Communication makes possible the smooth and efficient working of an
enterprise. It is only through communication that the management changes and regulates the
actions of the subordinates in the desired direction.

3. Facilitates Co-Ordination:
Management is the art of getting things done through others and this objective of management
cannot be achieved unless there is unity of purpose and harmony of effort. Communication
through exchange of ideas and information helps to bring about unity of action in the pursuit of
common purpose. It binds the people together and facilitates co-ordination.
4. Helps in Establishing Effective Leadership:
Communication is the basis of effective leadership. There cannot be any leadership action
without the effective communication between the leader and the led. Communication is
absolutely necessary for maintaining man to man relationship in leadership. It brings the
manager (leader) and the subordinates (led) in close contact with each other and helps in
establishing effective leadership.

5. Effective Control:
Managerial function of control implies the measurement of actual performance, comparing it
with standards set by plans and taking corrective actions of deviations, if any, to ensure
attainment of enterprise objectives according to preconceived and planned acts. Communication
acts as a tool of effective control. The plans have to be communicated to the subordinates, the
actual performance has to be measured and communicated to the top management and a
corrective action has to be taken or communicated so as to achieve the desired goals. All this
may not be possible without an efficient system of communication.

6. Job Satisfaction:
Effective communication creates job satisfaction among employees as it increases mutual trust
and confidence between management and the employees. The gap between management and the
employees is reduced through the efficient means of communication and a sense of
belongingness is created among employees. They work with zeal and enthusiasm.

What is grapevine?

Grapevine communication is defined as unstructured and Informal network formed on social

relationship rather than organizational charts or job descriptions. It is actually an informal
vehicle through which message flows throughout the organization.

Grapevine is a channel through which the actual communication between various troops of the
organization takes place and gives out the desired outcome. Since it is unstructured and not
under complete control of management, it moves through the organization in every direction.
It moves upwards, downward, and diagonally, within and without chains of command, between
workers and managers, and even with and without a company.

Types of Grapevine Communication

1. Single Strand Chain
2. Gossip Chain
3. Probability Chain
4. Cluster Chain
1. Single Strand Chain
Single Strand Chains are those which follow single chain transmission.

For example, A tells to B, who tells it to C & so on. The longer the strand, the more is the
distortion and filtering effects. For example, if any employee is at the verge to be declared as the
new team leader, then this message travels in a single chain.

2. Gossip Chain
Gossip chains are those in which Group of people gather up to discuss matters of mutual interest.
These chains are generally considered to be slow in passing the information.

3. Probability Chain
Probability Chain is an informational network where each of the individual randomly tells others
the same message. The source of information for each of the person hearing the message is
different.

4.Cluster Chain
Cluster chain is an informational network where someone first tells the message to the selected
individuals and those selected individuals pass the same information to other selected individuals
and the process continue in the same way.
Advantages of Grapevine Communication
1.Spreads Rapidly
2.Quick Feedback
3.Propagate Quickly
4. No need of monitoring.

Disadvantages of Grapevine Communication

1.May provoke sudden unexpected and unwanted reactions.
2. Sometimes dangerous to the organization health if permissible to grow without monitoring.
3. It has the potential to spread irrelevant gossip.
4. Cannot be stopped.

What is group discussion?

"Group" is a collection of individuals who have regular contact and frequent interaction and who
work together to achieve a common set of goals. "Discussion" is the process whereby two or
more people exchange information or ideas in a face-to-face situation to achieve a goal. The
goal, or end product, maybe increased knowledge, agreement leading to action, disagreement
leading to competition or resolution or perhaps only a clearing of the air or a continuation of the
status-quo.

Group Discussion serves several purposes:

 Collecting data
 Breeding fresh ideas and taking inputs from a particular group
 Perception of common people on a particular topic
 Identify a solution to a specific problem or issue
  Selecting candidates after their written test for hiring in a company
 Selecting candidates for admission in an educational institute
 It is a good way to engage the participants in a fruitful discussion
 Generate more ideas and a structured presentation of a topic
 Improves analytical abilities to think on a particular given topic

Tips for successful group discussion:

1. Take the initiative, participate in the discussion and share your ideas with others
2. Don’t wait for the others to start the discussion.
3. Don’t take the risk if you yourself are not very clear about your thoughts.
4. Never be rigid in group discussions.
5. Always keep in mind that the other person is also as learned as you.
6. Always listen to what he is saying and then only respond.
7. Be a good and a patient listener.
8. Be alert always.
9. Take care of your dressing as well.
10. Be calm, composed, confident and neutral to create an impression in the discussion and win
over others.

Like every year, this year also our college is organizing “Talent Fest” on 25th of August for
which our environmental committee has come up with an idea to conduct it eco-friendly by
promoting “Go Green”. So, we request you to suggest your valuable ideas on how we can make
it a success. You can contact us between 11am to 12pm in college auditorium, and also, we are
putting a suggestion box in front of canteen where you can post your proposals. Suggestions are
open till 22nd of August. Individual who will come with the best ideas will be appreciated in fest.
To: All sales employee

From: ABC, Marketing Manager (GSK Pvt Ltd.)

Date: 10th August, 2021

Subject: Sales meet

I am glad to inform you all that, this past quarter we have made the highest sales in last 8 years
for any quarter. We all know it have been very tough as our competitors were increasing and
technical challenges we were facing. Despite that we constantly worked hard and made best of
our opportunities. It has only become possible because of our team work and efficiency we have
shown. And also, we have to give full credit to our superiors for their effective policies and
frequent motivations.

This proves us if we all are determined we can tackle any problem in our way. So, we all have to
work in this direction together to achieve our personal and organizational objectives effectively.
And in order to achieve them we have to make some decisions taking various factors into
consideration.

So, I would like to inform you all that there is a sales meet at hotel “Oberoi Maidens”, Mumbai
from 15th to 20th of August, 2021.All the members of the sales team are requested to attend this
meeting compulsorily.
And also, every individual is required to bring:
a) Report on their performance for the period of last one year. Report should include their
policies they have followed, sales target which were given to them and its final outcome.
b) Strategies about how we can enhance our performance more and more. Ideas which as a team
we should look out for to attain our primary objectives.
c) Suggestions about the incentives whether monetary or non-monetary which company should
provide to keep you motivated and which will make you work harder.
d) Actions taken by them as a response to the Ethics Pledge and plans on how they will
contribute their part in achieving organizational objectives.

If you have any questions, please feel welcome to stop by my office. Thank you all for
everything you do. Your hard work is appreciated.
PQR

Head, Procurement Department

Arcade Housing Society

10th August 2021

To,

Rajni Rani

Manager, Dispatch Department

Bansal Building Enterprise

Madam,

I want to call your attention to your delivery dated 20th July 2021 under the transaction code
1234567 that I am not satisfied with your quality of goods provided at “Arcade Housing
Society.” We have been your regular customer and trust we both have made all these years is the
strength of our relationship.