LECTURE # 11

Chapter # 08: Foundation of Communication

Communication: Meaning
 Communication means ‘sharing, exchanging or involving common information, news, ideas,
thoughts, opinions, feelings etc. between two or more persons / parties in which they can
mutually understand.
 Communication is the activity of conveying information through the exchange of thoughts,
messages (information) as by speech, visuals, signals, writing or behavior.
 It is the meaningful exchange of information between two or more living creatures.
 In simple words, ‘Communication is the process of transmitting information from one
person/party to another/other.
 Communication is two way process in which receiver and sender not only exchange information
but also create and share meaning
 Communication is a process of exchanging information, ideas, thoughts, feelings, emotions
through speech, signals, writing and behavior.

Nature / Features of Communication

1) Persons / Parties Involved
2) Message
3) Formal / Informal
4) Verbal, Para verbal and Non-verbal
5) Upward, Downward or Horizontal
6) Exchange Process of Messages
7) Regular Activity
8) Different Media
9) Levels of Communication
10) Feedback.

1. Persons / Parties Involved

> At least two persons / parties are needed a) Sender b) Receiver
2. Message : Facts, ideas, opinions, information or emotions; No message no communication

Page | 1
 3. Formal and Informal
 Formal communication : meeting, seminar, news bulletin etc
 Informal communication: conversation with friends and peers, gossiping, grapevines etc

4. Verbal, Para verbal and Non-verbal

 Verbal : written or spoken language or words
 Para verbal : Verbal messages through tone of voice
 Non-verbal : facial expression, signals, gestural expression etc.

5. Upward, Downward or Horizontal

Top level of management; Middle level of Management; Lower level of Management

6. Exchange Process of Messages

7. Regular Activity : Continuously to create mutual understanding, trust, credibility and

implementation of decisions quickly

8. Different Media : *Print; *Electronic / Online; *Audio; *Audio-Visual

9) Levels of Communication
 Intrapersonal Communication: Communication occurring within an individual is called
intrapersonal communication where an individual acts both as the sender and receiver of the
message
 Interpersonal Communication: Interpersonal communication is the process of sending and
receiving a message from one person to another. Usually, it is regarded as communication that
takes place between two persons - one sending the message and another receiving it
* One-to Group Communication: One-to Group Communication happens when a speaker who
seeks to inform, persuade or motivate an audience
* Small Group Communication: Small group communication happens when more than two
persons are involved in communicating a message face to face
* Mass Communication: Mass Communication is the electronic or print transmission of
messages to the general public. It include medias/things like radio, television, film, newspaper
and printed materials designed to reach large audience
10. Feedback
Communication Feedback is classified into two groups i.e. done through two model-
Linear Model: Here, information is transmitted from sender to receiver via a channel without
the receiving any feedback.
Interactive Model: Here, there is feedback; it allows the sender to know that the message was
received.

Page | 2
Process & Phases of Communication

 Communication is the process of sending and receiving information among people.

 The process of communication is what allows us to interact with other people; without it, we
would be unable to share knowledge or experiences with anything outside of ourselves.
 “Transmission of a message from a sender to a receiver in an understandable manner”

Elements / Actors / Factors of Communication Process

Major Participants : Sender & Receiver

Major Communication Tools : Message & Channel
Major Communication Functions : Encoding, Decoding, Response & Feedback
Major Factors of Influences : Noise & Barriers

Elements / Actors / Factors of Communication Process

1) Sender 2) Thoughts 3) Encoding 4) Message
5) Media / Channel 6) Decoding 7) Receiver 8) Response
9) Feedback 10) Noise 11) Barriers

Page | 3
1) Sender
> Sender is the party sending the message to another party
> Source is the sender of the message

2) Thoughts
> Sender encodes the thoughts or information exists in the mind of the sender. This can be a
concept, idea, information or feelings. In any kind of communication, the sender at first develop an
idea which he / she wants to transmit.

3) Encoding
> Encoding is the process of putting thought into symbolic form
> Encoding means changing an idea into words, pictures or both
> Encoding is the process of formulating the points, thoughts and meaning; senders want
receivers to grasp. In this step, sender converts the idea into a message by using suitable words,
charts, symbol, pictures etc.

4) Message
> Message is the set of symbols that the sender transmits
> Once the idea has been encoded into a form acceptable for transmission, it is considered a
message. Message is a idea or experience that a source wants to share in the communication
process
 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.

5) Media / Channel
> Media is the communication channel through which the message moves from sender to receiver
> Message channel is the carrier of the message
* Personal channel = Face to face
* Non-personal channel / Mass media = Broadcast, Print media, TV, Radio, Newspaper,
Journal etc
* Social channel = Friends, Neighbors, Co-workers etc.

Page | 4
6) Decoding
> Decoding is the process by which the receiver assigns meaning to the symbols encoded by the
sender.
> Decoding is the process by which the message sent by the source is interpreted by the audience
> It is the process of ‘explanation of the message’ which produce the meaning of the message.
> This factor is very important for the success of communication because understanding of the
message completely depend on it.

7) Receiver
> Receiver is the party receiving the message sent by another party
> A receiver is the person who receives the message sent by the sender

8) Response
Response is the reaction of the receiver after being exposed to the message
9) Feedback
> Feedback is the part of the receiver’s response communicated back to the sender
> Feedback is started by receiver and states that the message is understood or that it must be re-
sent.
> Feedback basically tells you whether your communication process is working effectively or not.
> Without feedback, the sender cannot confirm that the receiver has interpreted the message
correctly.
> Feedback is a key component in the communication process because it allows the sender to
evaluate the effectiveness of the message . . . [and] take corrective action to clarify a
misunderstood message.”

10) Noise
> Noise is the unplanned static or distortion during the communication process, which results in
the receiver’s getting a different message than one the sender sent
> Noise is the interference at any stage along the channel of communication

11) Barriers
> A barrier is something such as a rule, law or policy that makes it difficult or impossible for
something to happen or be achieved.
> Communication barriers are the problems that arise at every stage of communication process
and have the potential to create misunderstanding and confusion. Barriers may happen at four
different levels.

Page | 5
Steps of Effective Communication Process

Identifying the Target Audience

↓
Determining the Communication Objectives
↓
Designing the Message
↓
Choosing Media
↓
Feedback
Meaning of Business Communication

 “The exchange of ideas, news and views in connection with the business among the related
parties is called business communication” – W H Meaning.
 “Communication occurred between two or more businessmen for organizing and administering
business efficiently is called business communication” – Prof. J Haste.
 “Business communication is the ingredient that makes organization possible. It is the vehicle
through which the basic management functions are carried out”- Lesikar & Pettit.
 Business communication is the process of transmitting data, information, ideas, thoughts or
opinions from one person to another person for attaining organizational objectives.

Purpose of Business Communication

1. To Receive or pass the Information

2. To give advice to subordinates
3. To issue orders
4. To share information and organizational policies
5. To change behavior
6. To create favorable relationship
7. To ensure understanding
8. Counseling the problem Employees
9. Raising morale and motivation
10. Giving warning
11. Educating & motivating employees and existing / prospective consumers

Page | 6
Difference between Business and General Communication

Business communication differs from general communication in case of objectives, styles, format and
scope of application. The significant points are mentioned below-

Subject Business Communication General Communication

Business communication deals with General communication deals with all the
Deals with
only business related information information except business
Approach It is formal and direct in approach It is less formal and indirect in approach

Different formats are used based on

Format It uses specific format
circumstances

There is no scope of using personal Personal feelings, attitudes, opinions cover

Personal touch
feelings in messages most the part.

It involves practical information which It may involve fictitious information and

Scope
is impartial and objectives. scope is partial or subjective.

It follows organizational policies and

Presentation It does not follow any formalities
customs

This communication is made to take Here, communication is done to inform

Objective
specific action receiver about certain issue.

It is an official and organizational

Type It is personal communication
communication

Feedback is very important for the Feedback is not very much important for
Feedback
success of business communication general communication

Page | 7