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Assighnment CS (Main) (1)

The document outlines the essential components of communication, including the sender, message, medium, context, receiver, and feedback, emphasizing the complexity of the communication process. It also discusses non-verbal communication and key concepts such as encoding, noise, and perception that can affect message clarity. Additionally, it differentiates between internal and external communication within organizations, highlighting their distinct purposes and methods.

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2 views7 pages

Assighnment CS (Main) (1)

The document outlines the essential components of communication, including the sender, message, medium, context, receiver, and feedback, emphasizing the complexity of the communication process. It also discusses non-verbal communication and key concepts such as encoding, noise, and perception that can affect message clarity. Additionally, it differentiates between internal and external communication within organizations, highlighting their distinct purposes and methods.

Uploaded by

masiddiqui0y9
Copyright
© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
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Download as DOCX, PDF, TXT or read online on Scribd
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Components of Communication

Communication is a complex process involving several essential components that


work together to convey messages effectively.

The process of communication involves the


following steps:
1. Sender

The originator of the message who initiates the communication process. A


sender makes use of symbols to convey the message and produce the
required response. For instance - a training manager conducting training for
new batch of employees.

2. Message

A message is the conversion of the conceived idea into symbols, It is the


content that is being communicated, whether in spoken, written, or symbolic
form.

3. Medium

The method or means through which the message is transmitted, such as


speech, email, or body language. For instance - Written medium is chosen
when a message has to be conveyed to a small group of people, while an
oral medium is chosen when spontaneous feedback is required from the
recipient as misunderstandings are cleared then and there.

4. Context

The circumstances or setting in which communication takes place, influencing


how messages are interpreted. Communication is affected by the context in
which it takes place. This context may be physical, social, chronological or
cultural.

5. Receiver
The individual or group who receives and interprets the message. The
receiver is the person for whom the message is intended. It is the single most
important element in the communication process.

6. Feedback

The response or reaction of the receiver which helps the sender determine
whether the message was understood as intended.

Non-Verbal Communication
Nonverbal communication means conveying information without using
words.1 This might involve using certain facial expressions or hand gestures to
make a specific point,

. It includes a range of behaviors and cues that accompany verbal


communication or stand alone to convey meaning. Major types include:

1. Body Language: Posture and movement can also provide a great deal of
information
2. Facial Expressions: Facial expressions are one of the most immediate and
powerful non-verbal cues.

3. Eye Contact: Indicates attention, interest, and involvement or can show


disrespect or discomfort.

4. Paralanguage: Paralanguage refers to the non-verbal elements of speech


such as tone, pitch, volume, rhythm, and speaking speed.

5. Proxemics: The use of physical space to communicate, which varies across


cultures.

6. Appearance: A person's physical appearance, including clothing, grooming,


and accessories, can communicate a great deal about their personality, social
status, professionalism, and mood. First impressions are often formed based
on appearance, especially in professional and formal contexts

“Non-verbal communication is often more powerful than verbal


communication in influencing perceptions and building relationships.”

Concepts and Problems in Communication


Understanding the key concepts of communication helps in identifying
barriers that affect its effectiveness. Key concepts include:

1. Encoding and Decoding: The process of converting thoughts into


communicable messages and interpreting them

.2. Noise: Any interference that disrupts the clarity or understanding of a


message, such as physical noise, language barriers, or emotional distractions.

3. Perception: Individual differences in interpreting messages based on


experiences, attitudes, and beliefs.

4. Channel Richness: The degree to which a communication channel allows


for immediate feedback and multiple cues.
5. Abstracting: Abstracting is a process of summarizing or shortening.
Focusing on some details and omitting others, on the basis of their
importance, is called abstract.

6. Denotations and Connotations: Denotation is the dictionary definition of


a word. Hence all people agree on dictionary meanings. On the contrary, some
words have connotative meanings, arousing qualitative judgments and
personal reactions. In short, connotation denotes not only denotations but
also some subjective meaning.

Common problems in communication include:


- Misunderstandings due to unclear messages.
- Cultural and language differences causing misinterpretation.

-Emotional barriers such as stress or anger.


-Technological issues in digital communication platforms

Assumptions made without verifying facts.

Distractions or lack of attention during conversations.

Poor listening skills leading to incomplete understanding

“Overcoming these challenges requires awareness, active listening, and


feedback mechanisms”
Internal and External Communication
Internal and external communication serve different purposes within an
organization or society.. External and internal communication represent the
different ways that professionals share information within and outside of
their companies.

Internal Communication:
 Takes place within an organization between employees, departments,
and management.
 Aims to coordinate work, share information, and build team cohesion.
Includes emails, memos, meetings, intranet systems, and informal
chats.
 Regular updates and transparent communication make employees feel
valued and informed.
 Two-way communication channels (surveys, Q&A sessions) encourage
participation and inclusivity.
 Recognition of achievements through internal platforms fosters
motivation and loyalty.
 Clear, consistent messaging from leadership helps employees
understand company goals and priorities.
 Departmental updates and cross-functional meetings prevent silos and
misalignment.
 Well-documented policies and procedures reduce confusion and
ensure compliance.
External Communication:
 Occurs between the organization and outside parties such as
customers, suppliers, media, and the public.
 Focuses on building the organization's image, providing information,
and maintaining relationships.
 Includes advertising, press releases, customer service interactions, and
public relations efforts.
 Aims to build brand image, promote products or services,
and maintain public relations.
 Uses ads, social media, and promotions to drive sales.
 Consistent, authentic messaging across media (press releases, social
media) shapes positive perceptions.
 Social media interactions (responses to queries, user-generated
content) humanize the brand.
 Clear product updates and recall notices demonstrate accountability
and customer care.

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