COMMUNICATION

Communication is the process of exchanging information, ideas,

thoughts, or emotions between individuals or groups through
verbal, non-verbal, or written methods. It involves a sender, a
message, a medium, and a receiver, with feedback ensuring
effective understanding.
PURPOSE OF COMMUNICATION

 Information Sharing:  Persuasion and Influence:

To convey facts, ideas, or knowledge. To convince others or motivate action.
Example: A manager explaining project Example: An advertisement encouraging
goals to a team. customers to buy a product.
 Decision-Making:  Expression of Emotions:
To gather inputs and provide clarity for To share feelings and build emotional
informed choices. understanding.
Example: A team discussing options for a Example: Consoling a friend during tough
marketing strategy. times.
 Building Relationships:  Education and Training:
To establish and strengthen personal or To teach or develop skills.
professional connections. Example: A workshop training employees
Example: Friends staying in touch on new software.
through regular conversations.
CLASSIFICATION OF COMMUNICATION

Based on mode:
Verbal, Non-Verbal and Visual
Based on Flow:
Formal communication: Upward, Downward, Horizontal,
Vertical, and Diagonal communication.
Informal communication : Grapevine communication.
BASED ON MODE

1. Verbal communication
2. Non verbal communication
3. Visual communication
VERBAL COMMUNICATION
Definition: The exchange of information using spoken
or written words.
Forms:
1.Oral Communication:
 Conversations, speeches, presentations
 Example: A manager discussing tasks in a meeting.
2.Written Communication:
 Letters, emails, reports.
 Example: Sending an email to update a team on
project status.
Advantages: Clear, direct, permanent record (written).
Limitations: Misinterpretation if tone or clarity is
lacking.
NON VERBAL COMMUNICATION

Definition: Conveying messages through body language,

gestures, facial expressions, tone, and appearance.
Examples:
 Smiling to show approval.
 Folded arms indicating defensiveness.
Advantages: Complements verbal communication, conveys
emotions.
Limitations: Can be misinterpreted without context.
1. KINESICS

Kinesics is the study of body language, including gestures, facial expressions,

posture, and movements, to understand communication without words.
Gestures: Movements of hands and arms to convey messages, like waving or
pointing.
Facial Expressions: Emotions shown through the face, such as smiling or
frowning.
Posture: The way someone stands or sits, indicating confidence or
nervousness.
Eye Contact: Using eyes to show interest, attention, or avoidance.
Body Movements: Overall motions like leaning or nodding to emphasize or
respond.
2. CHRONEMICS

Chronemics is the study of how time affects communication and how different
cultures perceive and use time in interactions.
Time Perception: Refers to how people interpret and respond to time, such as
being punctual or taking time in conversations.
Cultural Differences: Different cultures have varying attitudes toward time (e.g.,
punctuality in some cultures, flexibility in others).
Monochronic Time: Focuses on doing one task at a time and values punctuality
and schedules.
Polychronic Time: Emphasizes multitasking and flexibility, with less concern for
strict schedules.
Impact on Communication: Affects interactions, decision-making, and
relationship-building, based on how individuals value time.
3. PROXIMITY

Proximity refers to the use of physical space in communication and how distance
between individuals affects their interactions and perceptions.
Personal Space: Involves the physical distance people maintain in social
interactions, which varies by culture and situation.
Cultural Differences: Different cultures have varying norms regarding personal
space (e.g., close proximity in Latin American cultures vs. more distance in North
American cultures).
Intimate Zone: The closest space where only close relationships (family,
partners) are allowed.
Social Zone: Space used for casual or business interactions (e.g., 1.5 to 4 feet).
Impact on Communication: Too much or too little space can lead to discomfort,
miscommunication, or misunderstandings.
4. PARALANGUAGE

Paralanguage refers to the non-verbal elements of communication that

accompany speech, such as tone, pitch, volume, and speaking pace.
Tone: Reflects the speaker's emotions (e.g., excited, angry, or calm).
Pitch: The highness or lowness of the voice, conveying meaning or emphasis.
Volume: Loudness or softness of the voice, affecting how the message is
perceived.
Speaking Pace: Fast or slow speech can show urgency or calmness.
Pauses and Silence: Can emphasize points or indicate hesitation.
Voice Modulation: Helps make speech engaging and clear.
VISUAL COMMUNICATION

Definition: Use of visuals like charts, diagrams, infographics, or

videos to convey ideas.
Examples:
 A bar showing sales growth.
 A promotional video of product.
Advantages: Simplifies complex data, engaging.
Limitations: Requires design expertise for clarity.
BASED ON FLOW [FORMAL COMMUNICATION]

1. Upward Communication
2. Downward Communication
3. Horizontal Communication
4. Vertical Communication
5. Diagonal Communication
UPWARD COMMUNICATION
1. Definition: Upward communication is the flow of information from subordinates
to superiors in an organization.
2. Purpose
Feedback: Helps management understand employee concerns and workplace
conditions.
Decision Support: Provides insights for better decision-making.
Problem Reporting: Identifies issues at the operational level.
Innovation: Encourages suggestions and ideas from employees.
3. Example:
 Submitting progress reports to a manager.
 Proposing new ideas in team meetings
DOWNWARD COMMUNICATION

1. Definition: Downward communication is the flow of information from superiors to

subordinates in an organization.
2. Purpose:
Providing Instructions: Clarifies tasks and responsibilities.
Sharing Information: Communicates organizational goals, policies, or updates.
Motivation: Inspires and encourages employees to perform better.
Performance Feedback: Helps employees understand their strengths and areas for
improvement.
3. Examples:
 A manager explaining a new project plan to their team.
 Sending a company-wide memo about policy changes.
HORIZONTAL COMMUNICATION

1. Definition: Horizontal communication refers to the exchange of information

between individuals or departments at the same organizational level.
2. Purpose:
Coordination: Ensures smooth collaboration between teams or departments.
Problem-Solving: Facilitates collective efforts to address challenges.
Sharing Information: Enables exchange of relevant data or updates.
Building Relationships: Strengthens teamwork and mutual understanding.
3. Examples:
 Two team leaders discussing a joint project strategy.
 Marketing and sales departments collaborating on a promotional campaign.
VERTICAL
1. Definition:COMMUNICATION
Vertical communication refers to the exchange of information
between different levels of hierarchy in an organization, including upward and
downward communication.
2. Purpose:
Instruction and Feedback: Provides guidance from superiors and feedback from
subordinates.
Decision-Making: Shares necessary data across levels to aid decisions.
Policy Implementation: Ensures organizational rules and policies are communicated
effectively.
Conflict Resolution: Addresses and resolves issues between hierarchical levels.
3. Examples:
 A supervisor instructing employees on new safety protocols (downward
communication).
 Employees submitting a report to their manager (upward communication).
DIAGONAL COMMUNICATION

1. Definition:
Diagonal communication occurs between individuals at different levels and departments within
an organization, bypassing traditional hierarchical lines.
2. Purpose:
Efficient Coordination: Speeds up decision-making by reducing reliance on hierarchical channels.
Problem-Solving: Encourages collaboration across departments for effective solutions.
Improved Relationships: Builds rapport and understanding between different levels and units.
Flexibility: Promotes adaptability in dynamic work environments.
3. Examples:
 A junior engineer directly consulting with the finance manager about budget concerns.
 The marketing head discussing promotional ideas with a customer service representative .
INFORMAL COMMUNICATION

Grapevine communication
Definition: Grapevine communication is informal, unofficial
communication that spreads through an organization without
following the formal hierarchy or channels. It is spontaneous,
rapid, and often based on personal interactions.
Characteristics of Grapevine Communication:
Informal:
It occurs naturally and is not controlled by the organization.
Example: Employees discussing workplace changes over lunch.
Unofficial:
Does not follow formal lines of communication.
Example: News about a potential promotion spreading among colleagues before an
official announcement.
Spontaneous:
Information spreads casually without prior planning.
Example: A casual chat about a company policy during a coffee break.
Rapid Spread:
Information travels quickly, often faster than formal communication.
Example: Rumors about management decisions spreading in hours.
Two-Way Interaction:
Encourages feedback and exchange of opinions.
Example: Employees discussing the implications of a new rule.
Emotionally Charged:
Often influenced by feelings, which can exaggerate or distort information.
 Types of Grapevine Communication:
Single-Strand Chain:
Information passes from one person to another in a linear fashion.
Gossip Chain:
One person spreads information to many others, often creating speculation.
Probability Chain:
Information is shared randomly among individuals.
Cluster Chain:
A few key individuals share information with selected others, who then spread it further.
 Advantages:
Fills gaps in formal communication.
Builds camaraderie and relationships among employees.
Can alert management to issues or employee concerns.
 Disadvantages:
Often leads to rumors or misinformation.
Can create misunderstandings or conflicts.
Difficult for management to monitor or control.
 Example Scenario:
Official News: Management plans a reorganization but has not announced it.
Grapevine Communication: Employees hear rumors about layoffs and start
PROCESS OF COMMUNICATION
Process of Communication:
1. Sender: The person who initiates the message.
2. Encoding: The process of putting thoughts or ideas into a message (spoken,
written, or non-verbal).
3. Message: The actual content or information being conveyed.
4. Medium/Channel: The method or medium used to send the message (e.g.,
speech, email, phone).
5. Receiver: The person who receives the message.
6. Decoding: The process of interpreting or understanding the message.
7. Feedback: The response or reaction from the receiver, indicating whether the
message was understood.
8. Noise: Any external factor that distorts or interferes with the communication