Communication

Communication is a process of exchanging

information, ideas, thoughts,
. feelings and
emotions through speech, signals, writing, or
behavior. In communication process, a
sender(encoder) encodes a message and then
using a medium/channel sends it to the receiver
(decoder) who decodes the message and after
processing information, sends back appropriate
feedback/reply using a medium/channel
 Key components of the communication process

• Here are seven essential components that make up the communication

process:
• Sender: The person who conceptualised the idea and wants it
delivered to the recipient.
• Encoding: The way the information is described or translated into a
message.
• Message: The idea, fact or opinion that the sender wants to
communicate.
• Communication channel: The method of delivering the message.
• Receiver: The target audience of the message.
• Decoding: The interpretation of the message.
• Feedback: The response or action a receiver takes after decoding a
message
• Communication Involves Three Components
• Verbal Messages - the words we choose
• Para verbal Messages - how we say the words
• Nonverbal Messages - our body language
• These Three Components Are Used To
• Send Clear, Concise Messages
• Receive and Correctly Understand Messages Sent to
Us
• Communication skills are those skills which are
needed to speak and write properly. ... One should
have the ability to listen carefully and write and
speak clearly in any situation. Therefore good
reading, writing, speaking and listening skills are
essential for effective communication.
 7 C’s of effective communication

• The ability to communicate effectively with others is

considered a good quality of successful people. So in
order to compose an effective oral speech or written
message, one just need to understand psychology of
the clients, organization, and the community . The 7 C’s
of effective communication combined with principles
would help to attain our goal, follow certain principles.
Communication skills are important skills that plays that
play an important role in professional life from
understanding our client to make a perfect problem
solving approach.
 1.Clarity

• • Clarity is the soul of a message. It means the accurate transfer of

ideas from the sender’s side to the receiver. Every message should
be conveyed in a clear manner. Clarity comes through clear
thinking. A good message shows the idea directly and clearly.
• • A writer should not start the message unless he knows how
(use of language) and what (central idea) he wants to say. A
message written in the simple and ordinary language is always
natural and appreciable.
• • To achieve clarity, keep in mind the following points: – Use
common and simple language. – Construct effective sentences
and short paragraphs. – Use concrete words instead of abstract
words. – Avoid unnecessary information.
 2. Correctness

• • Language experts say that writing is art but difficult.

There is no shortcut to being a good writer. It is learned
through consistent practice and constant struggle. The
message being communicated must be correct.
Correctness refers to correct grammar, punctuation, and
spelling. Though mistakes are never intentional yet they
spoil the image.
• • To achieve correctness, follow these guidelines: –
Check the accuracy of facts and figures. – Check mistakes
in punctuation, grammar, and capitalization. – Check
misspelled words. – Use the right level of language.
 3.Conciseness

• • The beauty of diction lies in its conciseness.

Conciseness means brief and complete. Be as brief as
possible. But it must not be so brief as to be
discourteous.
• • Conciseness is a pre-requisite to effective messages. A
concise message saves time and expense for both
sender and receiver.
• • To achieve conciseness, observe the following
suggestions: – Remove the wordy expressions. – Include
only relevant material. – Avoid unnecessary repetition.
 4.Courtesy

• • Courtesy is the most important quality of the messenger.

“Everyone gains where courtesy reigns” is an old but wise
saying. Courtesy means politeness. It is an attitude that shows
respect for others. It helps in building goodwill.
• • It is not enough to use polite expressions like” thank you”,
”kindly”, “we appreciate”, “please” etc but the whole letter
must have a courteous tone.
• • To achieve courtesy, keep in mind the following points: – Be
sincere. – Use expressions that show respect. – Be thoughtful
and appreciative of the receiver’s point of view. – Avoid humor.
– Avoid discriminatory language i.e., race, color, gender, creed
etc.
 5.Concreteness

• • Communicating concretely means being specific,

meaningful and clear. Vague and general messages
result in no response. It helps the receiver to
understand the exact idea. Concrete use of
available facts and figures adds to the authenticity
of the message.
• • To achieve concreteness, consider the following
ways: – Use clear and image building words. – Use
specific facts and figures. – Use active voice than
passive voice.
 6.Consideration
• positive and optimistic
• • Consideration is to put you in the place of the receiver.
It means preparing every message with the message
receiver in mind. This mode of consideration is called “you
attitude”. • When you are truly considerate, you try to
show sincere regard for his interests and benefits. To be
considerate, the following points should be kept in mind:
– See your material from your reader’s point of view. –
Focus on “you” instead of” we” e.g., – Be sure about the
benefits of the receiver. – Consider the needs and
problems of the receiver. – Use positive and optimistic
 7.Completeness

• • A message should be complete to bring the desired result.

A complete message contains all the facts required by the
receiver. The receiver’s reaction to an incomplete message is
often unfavorable. An incomplete message shows
negligence and carelessness of the writer.
• • For completeness follow these guidelines: – Remember
the five W’s (what, when, where, why, who) and how. –
Provide all the necessary information. – Answer all the
questions asked. – Include additional information, if desired.
• • It can be said that awareness of these 7 C’s of effective
communication makes you a good communicator.
 ESSENTIAL FOR EFFECTIVE COMMUNICATION

• Being able to communicate effectively is an

essential skill. Whether it’s in our business life
or our personal relationships, effective
communication is the key to our success.
• Here are my top ten essential skills for
effective communication. Master these skills
now, and they’ll serve you well for a long time
to come!
 1. Listening

• One of the most important aspects of effective communication is being a

good listener.
•
• People do not like communicating with others who are only interested in
telling you what they want to tell you, and don’t listen to what you have to
say. Effective communication requires active listening, so practice active
listening until it becomes second nature to you.
•
• So what is active listening? Active listening involves hearing and
understanding what a person is saying to you. Unless you understand
clearly what a person is telling you, you can’t respond appropriately. Gain
clarification by asking questions or rephrase what you’re being told, so that
you’re sure you fully understand the message that’s being conveyed to you.
For example, you could say “So, what you’re saying is…”
 2. Non-Verbal Communication

• The words we choose make up just 10% of the message being conveyed,
which makes non-verbal communication all the more important. Body
language is an important communication tool. Your body language should
help convey your words. Other factors you should consider are things like
the tone of your voice, your hand gestures, and ensuring eye contact.
•
• A person is going to be encouraged to speak openly with you if you are
relaxed and have a friendly tone. Adopt an open stance position, with
relaxed legs and open arms. It is important that you make eye contact
with the person you are communicating with, but be careful that you do
not stare at them, as this is just uncomfortable. It is just as important that
you recognise the non-verbal signals being displayed by the other person.
These signals will give you an insight into how that person is feeling.
 3. Be Clear and Be Concise

• Convey your message using as few words as

possible. Whether in person, via telephone, or
email, convey your message clearly, concise and
direct. If you are excessive with your words, the
listener will either lose focus or just be unsure as
to what it is that you want. Before speaking give
some thought as to the message you want to
convey. This will prevent you rambling and causing
confusion.
 4. Be Personable

• When communicating face to face with

someone, use a friendly tone with a simple
smile, and ask a personal question. These things
encourage the other person to engage in honest,
open communication. When using written
communication (e.g. email), you can achieve this
by adding a simple personal message, for
example, “How was your weekend?”.
 5. Be Confident

• Confidence underpins all effective

communication. Other people will believe you
will do as you say if you sound confident.
Making eye contact, using a firm but friendly
tone (never aggressive), are all ways you can
exude confidence. Remember to always be
listening to the other person and looking out
for those nonverbal clues.
 6. Empathy

• Empathy is the skill of being able to understand and

share the feelings of another person.
•
• Even if don’t agree with the person you’re
communicating with, it’s very important that you
understand and respect their view. Simply saying to
that person “I understand what you’re saying”, will let
them know that you have been listening to them, and
that you respect their point of view.
 7. Always Have an Open Mind

• Being an effective communicator requires that

every conversation is approached with a flexible,
open mind. This isn’t always easy to achieve, but is
very important to communicating effectively.
Always engage in active listening, and be sure to
demonstrate empathy by acknowledging you
understand what the other person’s point of view
is. Adopting this approach will always ensure
honest, productive communication.
 8. Convey Respect

• Other people will be more likely to engage in

communication with you if you respect them and
their ideas. Simply addressing another person
using their name, will make them feel
appreciated. If communicating via telephone,
always keep focused on the conversation and
avoid being distracted in any way. When
communicating through email, take time to
construct and edit your message, taking care to
address the recipient by name.
 9. Give and Receive Feedback

• Giving and receiving appropriate feedback is an essential

communication skill, particularly for those of us whose roles
include managing other people. Providing constructive
feedback, as well as giving someone praise, can greatly
increase motivation and build morale.
•
• It is just as important that you accept and encourage feedback
from others. Always listen to feedback and act positively on it.
If you’re unsure about any aspect of the feedback, simply ask
a question to gain clarification from the other person.
 10. Consider The Best Medium !

•
• The final item on my list is knowing what the best
form of communication is to use. Being mindful of
using the best form of communication will result in
your response being a positive one. Consider things
such as, who it is you’re trying to communicate
with, how important the topic is, and how busy that
person might be. For example, asking your boss for
a raise is never going to be taken seriously if you do
it by text – so consider what’s appropriate!
 Communication Channels

• Communication is central to all meaningful collaboration and

teamwork. Communication keeps a whole organization moving. There
are different ways we can communicate such as written
communication, verbal communication, non-verbal communication
and visual communication.
• It is important that whatever type of communication we choose, the
information needs to be conveyed effectively. Various modes or
medium to transmit and receive the information is referred as
“communication channels”.
• 1. Verbal
• 2. Nonverbal
• 3. Written
• 4. Visual
• There are number of different types of communication
channels exist as listed below:
• 1. Face-to-face conversations
• 2. Videoconferencing
• 3. Audio conferencing
• 4. Emails
• 5. Written letters and memos
• 6. Chats and messaging
• 7. Blogs
• 8. Formal written documents
• 9. Spreadsheets etc.
 The above communication channels further can be categorized as:
1. Formal channels

• It is an official way of communicating. A formal

communication channel transmits information such as
the goals, policies and procedures of an organization.
Messages in this type of communication channel
follow a chain of command. This means information
flows from a manager to his subordinates and they in
turn pass on the information to the next level of staff.
Some examples include company newsletters, business
plans, instructions, annual reports, agreements,
company-wide communications, board presentations
etc.
 2. Informal channels

• It is also an official way of communicating, with somewhat

relaxed norms. There may not be a need for a chain of
command or hierarchy in this kind of communication. There
will be immense official communication where such hierarchy
or command is not needed, but they happen within the
official framework. Some examples will include conversations
on the work floor addressing queries of team members, lunch
time conversations, many of the emails where formal
command is not needed such as someone is seeking some
quick information etc.
• Under the official environment, both formal and informal
channels are used as needed.
 3. Unofficial channels

• There exists an unofficial mode of communication

as well. The employees communicate outside work
environment on topics not related to work.
General social, sports, political and personal
communication are unofficial channels. But a
manager needs to be aware about the existence of
such a channel and information flowing in them.
Many times rumors and gossips also provide very
important information which otherwise will not be
available.
 LEVELS OF COMMUNICATION

• In general terms, however, the classical theory

of communication involves four distinct
levels: intrapersonal, interpersonal, group, and
cultural.
 Intrapersonal Communication

• Intrapersonal communication is a process that we use to communicate with ourselves. It

involves our thoughts, feelings, and attitudes.
• We can use intrapersonal communication to better understand ourselves and make decisions
about our lives. Intrapersonal communication is a form of communication that takes place
within a single individual.
• There are some tips that can help you with intrapersonal communication:
• 🔶Pay attention to your thoughts and feelings. Be aware of what you are thinking and feeling
in any given moment. This will help you to better understand yourself.
• 🔶Be honest with yourself. Don’t try to hide your thoughts or feelings from yourself. Accepting
them is an important part of understanding yourself.

• 🔶Be patient with yourself. Understand that it takes time to get to know yourself and make
decisions about your life. Allow yourself the time you need to explore who you are and what
you want.
• It is often used in order to better understand oneself, and can take the form of journaling,
meditation, or simply self-reflection. Intrapersonal communication can be a helpful tool in
managing stress and anxiety, as it can help to clarify one's thoughts and feelings.

• Additionally, it can be used to set personal goals and track progress over time.
 Interpersonal Communication

• Interpersonal communication is the process of sharing information, feelings, and ideas

between two or more people. It can be difficult to communicate effectively, but there are
some things you can do to improve your interpersonal communication skills.
• Here are some tips for better interpersonal communication:
• 🔶Pay attention to your body language. Your nonverbal cues, such as your facial expressions
and body posture, can affect how your message is received.
• 🔶Be clear and concise when communicating. It can be difficult to be clear when you're feeling
emotional, but it's important to try to express yourself as clearly as possible.
• 🔶Listen actively. Pay attention to what the other person is saying and try to understand their
perspective.
• 🔶Be respectful. Treat the other person with respect and avoid getting defensive or attacking
them.
• 🔶Try to resolve conflict peacefully. If you're having difficulty communicating with someone,
try to find a peaceful resolution.
• Interpersonal communication is defined as the process of sending and receiving information
between two or more people.
• It is a process that involves both verbal and nonverbal communication. In order to be
effective, interpersonal communication must be clear and concise.
• Additionally, it should be tailored to the needs of the audience.
 Intercultural Communication
• Intercultural communication is how people from different cultures communicate with each
other.
• It can be difficult to communicate with someone from a different culture because there may
be differences in language, values, and beliefs.
• Intercultural communication can help people to better understand each other and to find
common ground.
• There are a few key things to keep in mind when engaging in intercultural communication:
• 🔶Be aware of your own cultural biases and assumptions. We all have them, and they can
distort our understanding of others.
• 🔶Make an effort to learn about the other person's culture. What are their values and beliefs?
How do they communicate? What is considered rude or offensive in their culture?
• 🔶Try to avoid making judgments. Just because something is different from what you're used
to doesn't mean it's wrong.
• 🔶Be patient. Communicating with someone from a different culture can be challenging, but
it's also an opportunity to learn and grow.
• Intercultural communication is the process of sharing information between people from
different cultures. It includes the exchange of ideas, values, and beliefs.
• The goal of intercultural communication is to promote understanding and respect for other
cultures.
 Group Communication
• Group communication is a process of sending and receiving messages between two or more people who
are working together to achieve a common goal.
• It is a form of communication that allows people to share information and ideas, and to coordinate their
efforts.
• Group communication is a process where people interact with each other to exchange information and
ideas.
• It can be formal or informal, and it can take place in person or online. Group communication is an
important part of our everyday lives, and it can be used to achieve personal and professional goals.
• Group communication can be a challenge, but there are some things you can do to make it easier.
• 🔶First, make sure everyone in the group is on the same page. This means having a clear purpose and goal
for the group, and making sure everyone understands and agrees with it.
• 🔶Next, establish ground rules for how the group will communicate. This includes things like agreeing on a
format for discussion, setting up communication channels, and establishing guidelines for interacting with
each other.
•
• 🔶Finally, be patient and flexible. Group communication is often slower than individual communication, so
allow time for everyone to contribute. And be willing to adjust the way you communicate as the group
dynamic changes.
• Group communication takes place between two or more people and involves the exchange of information,
ideas and opinions.
 Barriers to Communication

• Semantic Barriers
• Emotional Or Psychological Barriers
• Organizational Barriers
• Barriers in Superiors
 Semantic Barriers

• Symbols with different meaning

• Badly expressed message
• Faulty translation
• Unclarified assumption
• Specialist’s language
 Emotional Or Psychological Barriers

• Premature evolution
• Inattention
• Loss of transmission & poor retention
• Undue reliance on the written word
• Distrust of communication
• Failure to communicate
 Organization Barriers

• Organizational policy
• Organization rules & regulation
• Status relation
• Complexity in organization
 Personal Barriers

• Barriers in Superior
• Attitude of Superior
• Fear of challenge of authority
• Lack of time
• Lack of awareness
• Barriers in Subordinates
• Unwillingness to communicate
• Lack of proper incentive