UNIT-I

FUNDAMENTALS OF COMMUNICATION

Communication

The word "communication" comes from the Latin word "communis," which means
"common." Based on this, it may be deduced that when we speak with someone, we are
attempting to build a common ground with them. In fact, communication is such a broad idea
that trying to come up with a single, agreed upon definition gets so complicated that it gets in
the way of understanding and clarifying the subject. In this way, conversation includes a lot
of different topics. It would be too broad, too complicated, or too broken up to define
conversation in a single sentence. Definitions can help us understand different parts of
communication, but they wouldn't work together. Here are some different ways to describe
communication:

Communication means moving or passing something, like giving or delivering information.

It's a two-way process where messages go from sender to receiver. It's a conscious effort to
share things like information, ideas, attitudes, and so on with other people.

Communication is the act of talking to each other. Two or more people interact in a certain
setting. They try to change each other's thoughts, feelings, understanding, and actions.
Communication can sometimes have an effect, and contact can lead to change. The
information is what made the difference. One goes through the body language, expressions,
and modulation of tone and way of expression.

To communicate effectively, the person doing the communicating knows who they are
talking to, why they are talking to them, and what effect their words will have on their
knowledge, attitude, and skills.
1. Communication is how a creature tells the difference between stimuli.
Communication is when two or more people share thoughts and feelings with each other
using shared signs, symbols, or actions.
3. Communication is an ongoing process that is always changing. It is made up of five main
parts. The five parts are the message, the sender, the means of transmission, the receiver, and
feedback.
4. Communication means trying to get someone else to understand your thoughts, ideas,
wants, or feelings in the same way that you felt them.

People often think of communication as taking place through spoken messages. For socio-
psychological analysis to work, it's important to look at all of the different signs that people
can use, such as body language, sounds, drumbeats, telegraphic clicks, flags, smoke signals,
colour, size, distance, sign, or any signal. Communication includes more than just words. It
also includes tone of voice, body language, and vocal inflection. Some of these are better at
getting their point across than others. Research shows that in a talk or other spoken exchange:

• Words are only 7% effective

• Voice tone works 38% of the time
• 55% of the time, nonverbal cues work.

Types of communication

PROF.VARUN ARYA
GGM SCIENCE COLLEGE JAMMU
UNIT-I
FUNDAMENTALS OF COMMUNICATION

The four main categories of communication are

Verbal – It is a method that uses speech in the form of speaking to convey a message or
information. It is the most popular and effective mode of communication, usually practised
during video conferences, phone calls, presentations, one-on-one conversations, and
meetings. It supports both nonverbal and written communication.
Nonverbal – It is basically a practice of gestures, facial expressions, and body language to
send information. It can be implemented intentionally and unintentionally when
communicating. For instance, a person can smile unintentionally when they hear an
interesting piece of information or a pleasant idea.
Written – It is all about typing, printing symbols, numbers, letters, and writing to send a
piece of information. Sometimes used to record information for evidence or reference
purpose. In general, the written style of communication is used in books, blogs, pamphlets,
memos, and letters to share and spread information. In the workplace, e-mail is a common
example of written communication.
Visual – It uses art, photographs, sketches, graphs, charts, and drawings, to pass on the
information. It is used especially during presentations to present to give a visual effect and
support written or verbal communication.

Scope of Communication

Every communicative act is founded on something that conveys meaning, which is known as
the message. The message can be verbal (spoken or written) or nonverbal. Messages can also
arise from the context of the communication, such as the location and time. For example, if
you decide to make a critical comment to someone, the place and timing will have a
significant impact on how it is received.

Every message is transmitted and received via one of our five senses—sight, hearing, touch,
taste, or smell. Communication channels refer to the sensory modalities used to send and
receive messages. In the workplace, messages can be sent by body movement, letters,
memos, newsletters, bulletin board notices, signage, emails, and so on. Messages are received
through conversations, interviews, presentations, telephones, radios, and other auditory
media. Sight and sound are the two most commonly used communication channels in our
society. When the recipient receives the message (whether seeing, hearing, feeling, touching,
or smelling), he or she will typically provide feedback (return message), either instinctively
or intentionally. Thus, the communication process is ongoing.

The worst assumption a message sender can make is that the message will be received in its
intended format. There are so many things that might go wrong during the communication
process that we should constantly expect the worst and take precautions to avoid it. Barriers
to effective communication are constantly present. For example, linguistic barriers can
include imprecise terminology, slang, jargon, and tone. Another hurdle is the sender's failure
to recognise that his or her body language may contradict the spoken word. The channel
utilised to send the message may be incorrect. If you do not want to convey a large amount of
statistical information over the phone, you must write the message on paper. Poor listening
skills might sometimes serve as a hindrance.

PROF.VARUN ARYA
GGM SCIENCE COLLEGE JAMMU
UNIT-I
FUNDAMENTALS OF COMMUNICATION

The Nature of Communication

There are certain characteristics of an effective communication, let us discuss them one by
one.

Effective communication involves establishing a mutual understanding:

Communication goes beyond simply relaying information or messages from one person to
another or a group of people. There needs to be a mutual understanding between the sender
and receiver of the message. The true essence of effective communication lies in the
receiver's ability to fully grasp and comprehend the message in its entirety, including its
structure, meaning, form, outline, appearance, and all other defining characteristics.

Communication is a process:

A process is an event that demonstrates an ongoing change over time or a continuous action
or treatment. The process of communication is constantly evolving in this situation.
Therefore, communication is a constant and ongoing aspect of human interaction. Humans
have a natural inclination to connect with one another. This can be described as a dynamic,
ongoing, ever-changing, and continuous process. The components within the process are
interconnected, with each one influencing the others. Communication cannot be frozen at any
one point; it must be seen as a by-product of individuals interacting. The exchange of
messages between two individuals forms a continuous process, where each response becomes
the message for the other.

There are various ways to communicate:

Communication is a complex process that takes place through various means, across different
levels, and for a multitude of reasons, involving a wide range of individuals and methods. It
is important to note that there is no one-size-fits-all approach to effective communication.

Communication fosters interdependence:

Interdependence is the term used to describe the reciprocal and mutually dependent
relationship between entities. The process of communication involves the exchange of stimuli
and responses between organisms, making it a reciprocal and dynamic process. Roles in
communication are constantly being exchanged. Roles shift and individuals assume each
other's functions. Communication involves a mutually dependent relationship between the
participants. However, the levels of interdependence can vary depending on the situation.

The communication process is composed of several distinct parts:

Communication is a process that involves expression, interpretation, and response. There are
multiple variables involved in every aspect of the communication process.

Communication takes place among contributors or participants.

Effective communication occurs both internally within participants and externally between
them. It can be said that active participation is necessary to facilitate effective
communication. Effective communication relies on an individual's skills and willingness to

PROF.VARUN ARYA
GGM SCIENCE COLLEGE JAMMU
UNIT-I
FUNDAMENTALS OF COMMUNICATION

actively participate in the process. The essence of communication lies in the transformation
of raw sensory data into easily understandable or usable units of information.

Communication occurs on various levels, with at least four different points of focus from
which it can be visualised. The different levels of communication include intrapersonal,
interpersonal, organisational, and inter-organizational communication.

Communication can occur without the use of verbal language. It is not always necessary to
rely on words or spoken symbols to facilitate the communication process. Communication is
made possible not just through words, but also through symbols. Communication is made
possible not just through words, but also through symbols. Various symbols, such as gestures,
movement, facial expressions, and more, are utilised for communication.

Communication has a wide range of methods for conveying content or messages to others.
Any of them can be used to convey the same message. As an illustration, when greeting
someone, we have options like saying Namaskar or Good morning.

Communication is crucial for all individuals. It is a fundamental aspect of human existence.

Throughout the day, it is essential to convey messages to others. Effective communication is
crucial in every aspect of life. It has the ability to transform individuals into social,
responsible, active, progressive, motivated, interested, dynamic and vibrant beings.

Communication fidelity can vary depending on the situation. Achieving ideal communication
is a rare occurrence, if it happens at all. The effectiveness of communication varies depending
on the situation.

Timing is crucial. No matter how clearly and effectively you communicate your message, if it
is delivered at the wrong time, it may not have any impact. Outdated information can be more
detrimental than having no information at all. It is crucial to make sure that the channels you
utilise are reliable and timely.

The objective of communication

Aristotle defines the purpose of all communication as the exploration of every feasible
method of persuasion. He unequivocally suggested that persuasion or conviction constitute
the primary objective of communication. During the seventeenth century, a school of thought
referred to as the Faculty of Psychology established a definitive differentiation between the
intellect and the soul. The concept of the mind-soul duality was perceived as the foundation
for two distinct communication purposes. There was an intellectual purpose and an emotional
purpose. One objective of communication, according to this theory, was to provide
information or stimulate the intellect. The second objective was to persuade through an
appeal to the emotions and the spirit. Regarding the third objective, which was entertainment,
one could argue that the communicator's intentions and the supplementary materials
employed could be categorised accordingly.

Festinger (1957) defined the consummatory and instrumental functions of communication.

The sole purpose of communication, according to Berlo (1960), is to exert influence: to effect
with the internet. He asserts that the generation of a response is the purpose or objective of
every communication behaviour. When we develop the ability to articulate our intentions

PROF.VARUN ARYA
GGM SCIENCE COLLEGE JAMMU
UNIT-I
FUNDAMENTALS OF COMMUNICATION

using precise and actionable replies. Developing the ability to articulate our objectives in
relation to particular reactions from the recipients of our message is the initial stride towards
achieving communication that is both efficient and effective. Agricultural extension agents
frequently lose sight of the fact that they are attempting to influence producers in favour of
disseminating information or reporting on research. Berlo's (1960) thesis is predicated on the
argument that the definition of communication's purpose ought to be behavior-centered, or
grounded in human behaviour and congruent with the manners in which individuals actually
engage in communication. Nevertheless, certain authors have differentiated between the
objective of communication and that of mass communication.

Additional ideas outlined by Schramm (1964) regarding communication include a delayed

incentive and an internet reward. He proposed that individuals be promptly rewarded for
transmitting or receiving a message of some kind. Both of these serve as consummators. Such
as composing music for personal gratification. In contrast, the objective of certain forms of
communication may be instrumental; for instance, the audience's positive reaction may serve
as an impetus for the audience to engage in additional actions.

Klapper (1966), Lasswell (1948), and Wright (1966) have delineated the objectives and roles
of mass communication, which include but are not limited to surveillance, interpretation and
prescription, and the dissemination of culture and entertainment.

Therefore, as stated in the preceding explanations, the objective of communication is to exert

an intentional impact by fostering comprehension, understanding, and the perception of the
message's utility.

Importance of Communication

1. Communication is necessary for all human interactions because our everyday lives are full of it.

2. Talking to each other is what keeps our society together.

Third, people communicate by talking, reading, listening, and writing for 78% of their leisure time.
This fact shows how important conversation is in our lives.

4. Ten to eleven hours a day are spent talking to each other, which shows how important language is
for connection. Language helps people get to know each other and build relationships.

5. Sharing farming technology is the most important thing in rural India, and conversation is key to
making this happen.

6. Communication is a key part of getting rid of ignorance and poverty and making social and
economic growth.

7. Communication can spread detailed information about the new growth programmes, such as
what they are, how they work, who they are for, and where they are held.

8. Communication makes it possible to help people solve their problems by giving them useful
information about how to do so.

9. Talking to people is a big part of changing their minds, bodies, social lives, finances, and cultures.

PROF.VARUN ARYA
GGM SCIENCE COLLEGE JAMMU
UNIT-I
FUNDAMENTALS OF COMMUNICATION

10. Talking to other farmers is a big part of helping them learn new things and get better at what
they already know.

11. It is not possible to do any development job without talking to each other.

12. It has long been thought of as a key part of a country's overall growth. Farmers need it.

13. In order to send the newest technology to farmers,

14. For fun, conversation is very important and

15. To put it simply, conversation is what makes people, groups, and countries possible.

Elements of the Process of Communication

There must be at least two people involved in communication: the sender and the receiver.
Communication starts when one person wants to share a thought, fact, piece of information, or
opinion with another person. The writer comes up with the idea and writes it down in a way that it
can be understood. He chooses how to talk to people and gets the message across. When someone
receives an idea, they have to understand it and then act on the information or direction they got
from the source.

The following steps make up the conversation process:

1. Sender: The person who sends a word, thought, or idea to someone else is called the sender. He is
the source of communication and is at the beginning of the communication chain.

E.g., A teacher is a sender in the classroom.

2.Message: The thing that is being communicated is called a message. It has things that the sender
wants to say to the receiver, like thoughts, feelings, opinions, orders, and so on.

3. Encoding is the process of turning words into information symbols that the receiver can
understand. It includes things like words, pictures, motions, signs, and so on. Encoding takes what
the writer is thinking and turns it into a language that can be understood.

4.Media: The way an encoded message gets from the sender to the receiver, also called the path,
route, or medium, is called the media. It's what the message is sent through. It can be in writing, in
person, over the phone, in a letter, on the internet, or in some other way.

PROF.VARUN ARYA
GGM SCIENCE COLLEGE JAMMU
UNIT-I
FUNDAMENTALS OF COMMUNICATION

5.Decoding: The process of turning an encoded message into a language that the listener can
understand is called decoding. This is where the sender's encoded symbols are changed.

6. Recipient: The person who gets the word from the sender is called the recipient.

For example, students are those who receive in the school.

7. Feedback: Because contact is a two-way street, feedback is a must. When the person who
received the message tells the person who sent it how they felt about it, this is called feedback.
Feedback lets you know that the person who got the message got it and understood it.

Types of Communication

1. Formal Communication

Formal communications are the one that flows through the official channels designed in the
organizational chart. It may take place between a superior and a subordinate, a subordinate and a
superior or among the same cadre employees or managers. These communications can be oral or in
writing and are generally recorded and filed in the office.

Formal communication may be further classified as Vertical communication and Horizontal

communication.

Vertical Communication

Vertical Communications as the name suggests flows vertically upwards or downwards through
formal channels. Upward communication refers to the flow of communication from a subordinate to
a superior whereas downward communication flows from a superior to a subordinate.

Application for grant of leave, submission of a progress report, request for loans etc. are some of the
examples of upward communication. Sending notice to employees to attend a meeting, delegating
work to the subordinates, informing them about the company policies, etc. are some examples of
downward communication.

Horizontal Communication

PROF.VARUN ARYA
GGM SCIENCE COLLEGE JAMMU
UNIT-I
FUNDAMENTALS OF COMMUNICATION

Horizontal or lateral communication takes place between one division and another. For example, a
production manager may contact the finance manager to discuss the delivery of raw material or its
purchase.

Types of communication networks in formal communication:

Single chain: In this type of network communications flows from every superior to his subordinate
through a single chain.

Wheel: In this network, all subordinates under one superior communicate through him only. They
are not allowed to talk among themselves.

Circular: In this type of network, the communication moves in a circle. Each person is able to
communicate with his adjoining two persons only.

Free flow: In this network, each person can communicate with any other person freely. There is no
restriction.

Inverted V: In this type of network, a subordinate is allowed to communicate with his immediate
superior as well as his superior’s superior also. However, in the latter case, only ordained
communication takes place.

2. Informal Communication

Any communication that takes place without following the formal channels of communication is said
to be informal communication. Informal communication is often referred to as the ‘grapevine’ as it
spreads throughout the organization and in all directions without any regard to the levels of
authority. Grapevine communication is a type of informal communication where people at the
workplace communicate with the intention of social interaction and knowing each other better. In
an organization, there are various modes of communication followed among the employees. For
example, speaking at the workplace about the weather or sending birthday cards to one of the
employees is a form of grapevine communication. It helps in building interpersonal relationships
between colleagues and improves the alignment toward achieving a common goal.

Informal communication spreads rapidly, often gets distorted and it is very difficult to detect the
source of such communication. It also leads to rumours which are not true. People’s behaviour is
often affected by rumours and informal discussions which sometimes may hamper the work
environment.

However, sometimes these channels may be helpful as they carry information rapidly and, therefore,
may be useful to the manager at times. Informal channels are also used by the managers to transmit
information in order to know the reactions of his/her subordinates.

PROF.VARUN ARYA
GGM SCIENCE COLLEGE JAMMU
UNIT-I
FUNDAMENTALS OF COMMUNICATION

Types of Grapevine network:

Single strand: In this network, each person communicates with the other in a sequence.

Gossip network: In this type of network, each person communicates with all other persons on a non-
selective basis.

Probability network: In this network, the individual communicates randomly with other individuals.

Cluster Network: In this network, the individual communicates with only those people whom he
trusts. Out of these four types of networks, the Cluster network is the most popular in organizations.

3.Unofficial Communication

There is also an unofficial way of communication. Unofficial communication refers to employee

communication outside of the workplace on matters unrelated to work. Friendly meetings, dinner
outings, and social gatherings among employees are examples of unofficial communication channels.
The management must be aware of the existence of such a channel and the information flowing
through it.

4.Intrapersonal communication

It can be defined as communication with one’s self, and that may include self-talk, acts of
imagination and visualization, and even recall and memory . You read on your phone that your
friends are going to have dinner at your favourite restaurant. What comes to mind? Sights, sounds,
and scents? Something special that happened the last time you were there? Do you contemplate
joining them? Do you start to work out a plan of getting from your present location to the
restaurant? Do you send your friends a text asking if they want company? Until the moment when
you hit the “send” button, you are communicating with yourself.

Barriers to the effective communication

‘Any obstacle or problem in the process of Communication which hinders/obstructs the process of
Communication is called Barrier.’

Barriers are part of process of Communication. Whenever we are communicating we encode and

decode. We use various channels for passing messages. At any level or at any moment or stage

there can be problems in communication process. Sometimes the sender may not use proper

language that the receiver will understand. Receiver may not be able to Decode properly. There

can be lot of noise in the surrounding which can disturb us. It rarely happens that barriers do not

arise in the communication process. Many times barriers arise in the minds of the sender and

receiver. The intended messages are not sent to the receivers .

PROF.VARUN ARYA
GGM SCIENCE COLLEGE JAMMU
UNIT-I
FUNDAMENTALS OF COMMUNICATION

Types of Barriers: We face many barriers while communicating. These barriers can create

obstacles in the communication process. These barriers are classified into the following types.

1.Physical or Environmental Barriers: The Barriers in the surrounding or in the environment

are the physical barriers.

2.Language/Semantic or Linguistic Barriers: Barriers arising due to the different language or

differences in language can create problems in communication. Semantic Barriers means the

problems arising because of the different meanings of the words.

3.Psychological Barriers: Barriers or problems arising due to the stress or psychological

problems are psychological barriers. It is difficult to accept and overcome these barriers.

4.Socio-Cultural Barriers: Due to differences in social status or cultural barriers many times

we face differences in communication. These are socio-cultural barriers.

Answer the following questions

LONG ANSWER TYPE

Q1.What is Communication? Discuss its scope in brief.

Q2. Discuss the various stages/elements of effective communication.

Q3. Discuss the types of communication in detail.

Q4.What are the barriers to the effective communication.

SHORT ANSWER TYPE

Q1. Write any two objectives of Communication.

Q2. What is vertical communication?

Q3. Discuss the role played by Feedback in the Communication.

Q4.What is Grapevine Communication?

Q5. What do you mean by Intrapersonal Communication?

Q6. Differentiate between Formal and Informal Communication.

Q7. Distinguish between verbal and non-verbal communication.

PROF.VARUN ARYA
GGM SCIENCE COLLEGE JAMMU
UNIT-I
FUNDAMENTALS OF COMMUNICATION

Q8.What are socio-cultural barriers?

Q9.What are semantic barriers?

Q10.What are psychological barriers?

PROF.VARUN ARYA
GGM SCIENCE COLLEGE JAMMU