Basics of Communication

WHAT IS COMMUNICATION?
 Humans convey information through a variety of methods: speaking,
telephones, email, blogs, TV, art, hand gestures, facial expressions, body
language and even social contexts. Communication can occur instantaneously
in closed, intimate settings or over great periods of time in large public
forums, like the Internet. However, all forms of communication require the
same basic elements: a speaker or sender of information, a message, and an
audience or recipient. The sender and recipient must also share a common
language or means of understanding each other for communication to be
successful. As such, a study of communication often examines the
development and structure of language, including the mathematical
languages used in computer programming.
 The act of communicating draws on several interpersonal and intrapersonal
skills. These include speaking, listening, observing, questioning, processing,
analyzing and evaluating. Recipients of a message must be able to identify
the sender’s intent, take into account the message’s context, resolve any
misunderstandings, accurately decode the information and decide how to act
on it. Such skills are essential to learning, forming healthy relationships,
creating a sense of community and achieving success in the workplace.
 As a field of study, communication spans a broad, rich array of subjects,
including sociology, psychology, philosophy, political science,
linguistics, history, literature, criticism and rhetoric. Although much of
the field’s subject matter is theoretical in nature, communication
studies have proven applicable to business, film, theater, composition,
advertising, education, foreign policy and computer science.
 In today’s globalized, media-driven world, communication studies have
become more relevant and exciting than ever. Web developers seek
new, inventive ways to draw Internet users to their websites. Public
policy writers debate society’s most pressing issues. Through
linguistics, computer scientists are developing programming languages
that may someday allow humans to interact directly with computers.
Students who earn degrees in communication often hold highly
influential positions as journalists, editors, university professors, public
relations officers, marketing consultants, speech writers, filmmakers,
motivational speakers and political campaign managers. To
communicate is to shape the world.
Definition:
The root of the word “communication” in
Latin is communicare, which means to share,
or to make common (Weekley, 1967).
Communication is defined as the process of
understanding and sharing meaning (Pearson
& Nelson, 2000).
Nature of Communication
Communication is a two-way process. Feedback is an
essential part of communication.
Its is an ongoing process.
Communication is a dynamic process. It incorporates
the changing shape of the two participants, the
changes in the moods and thinking of the sender and
receiver of the message influence the effectiveness of
communication.
It is a goal oriented process. It can be effective if the
sender and reciever both are aware of the goal of
communication and there is congruence of their
goals.
Process of Communication
The communication process refers to a series
of actions or steps taken in order to
successfully communicate. It involves several
components such as the sender of the
communication, the actual message being
sent, the encoding of the message, the
receiver and the decoding of the message.
There are six elements of communication:
 Sender: The individual who generates or sends the message is called
source of the communicator. No communication takes place without the
source (sender of information) and the receiver (consumer of
information). The source or sender can be a person, group, or even a
machine. The source imagines, creates, and sends the message. In a
public speaking situation, the source is the person giving the speech. He
or she conveys the message by sharing new information with the
audience. The speaker also conveys a message through his or her tone of
voice, body language, and choice of clothing. The speaker begins by first
determining the message—what to say and how to say it. The second
step involves encoding the message by choosing just the right order or
the perfect words to convey the intended meaning. The third step is to
present or send the information to the receiver or audience. Finally, by
watching for the audience’s reaction, the source perceives how well they
received the message and responds with clarification or supporting
information
Message
 Message: The encoded message is required to be transmitted
appropriately, in written or verbal form.
 “The message is the stimulus or meaning produced by the
source for the receiver or audience.” (McLean, 2005) When you
plan to give a speech or write a report, your message may seem
to be only the words you choose that will convey your meaning.
But that is just the beginning. The words are brought together
with grammar and organization. You may choose to save your
most important point for last. The message also consists of the
way you say it—in a speech, with your tone of voice, your body
language, and your appearance—and in a report, with your
writing style, punctuation, and the headings and formatting you
choose. In addition, part of the message may be the environment
or context you present it in and the noise that might make your
message hard to hear or see.
Encoding
Encoding is the process by which the sender’s
ideas are converted into the message through
the use of suitable language. The process of
transforming thoughts and ideas into symbols is
called encoding. The symbols can be verbal or
non-verbal. Normally language provides the
symbols that are used in the transmission of
thoughts to another person. However, non-verbal
means such as, gestures, like wink, smile, grunt,
frown wave of hand, etc. provide another form
through which thoughts can be transmitted.
Channel/Media
Channel/Media: The media is the means of
conveying the message. It links the sender
and the receiver. The medium could be a
letter, telephone, face to face conversation or
electronic gadgets.
Decoding: Decoding is the process by which
the receiver interprets the message sent. A
successful communication occurs when the
receiver decodes the message and attaches a
meaning to it which very nearly approximates
the idea, thoughts or information the sender
wished to transmit
Receiver: The receiver is one who is intended to
receive the message sent by sender.
Feedback: Feedback constitutes the information
which the sender receives about the receiver’s
reaction to the message that has been generated.
Response and feedback complete the two-way
process of communication. It is through the
feedback that the source (sender) comes to know if
his/her message was correctly received and
understood. In case it is found that the message
has been received incorrectly, it is possible to make
corrections subsequently, if the response is timely
 Noise
 Noise causes obstacles for the message to reach the receiver and cause
physical communication barrier. There are many kinds of noise in
communication process such as physical noise, written noise, technological
noise, etc.

 Physical noise are the disturbances that occur due to outside or background
disturbance and environment. This type of noise occurs in mostly all kinds of
communication like face to face, written, etc.

 Written noise like bad handwriting or typing is also taken as physical barrier.

 Technological noise are the noise that occur in the medium or channel like no
sound while talking on phone or message sending failure in chats.

 All of the mentioned types of noises are included as physical communication

barriers.
 Communication noise refers to influences on effective
communication that influence the interpretation of conversations.

 Psychological noise results from preconceived notions we bring

to conversations, such as stereotypes, reputations, biases,
 and assumptions. When we come into a conversation with ideas
about what the other person is going to say and why, we
 can easily become blinded to their original message. Most of the
time psychological noise is impossible to free ourselves
 from, and we must simply strive to recognize that it exists and
take those distractions into account when we converse with
 others.
Environmental Noise

Environmental noise is a summary of noise pollution form of

outside, causing by transportion, industry and recreational
activitys.

Physical noise

Physical noise is any external or environmental stimulus that

distracts us from receiving the intended message sent by a
communicator Examples of physical noise include: others
talking in the background, background music, a startling noise
and acknowledging someone outside of the conversation.
 Semantic noise

 This is noise caused by the sender. i.e., the encoder. This type
of noise occurs when grammar or technical language is used
 that the receiver (the decoder) cannot understand, or cannot
understand it clearly. It occurs when the sender of the
message
 uses a word or a phrase that we don't know the meaning of,
or which we use in a different way from the speakers. This is
 usually due to the result that the encoder had failed to
practice audience analysis at first. The type of audience is the
one
 that determine the jargon one will use.
Process of Communication:
Models of Communication
Communication is a complex process, and it
is difficult to determine where or with whom
a communication encounter starts and ends.
Models of communication simplify the
process by providing a visual representation
of the various aspects of a communication
encounter.
Transmission Model of Communication

 The transmission model of communication describes communication as a linear,

one-way process in which a sender intentionally transmits a message to a
receiver (Ellis & McClintock, 1990). This model focuses on the sender and
message within a communication encounter. Although the receiver is included in
the model, this role is viewed as more of a target or end point rather than part of
an ongoing process. We are left to presume that the receiver either successfully
receives and understands the message or does not. The scholars who designed
this model extended on a linear model proposed by Aristotle centuries before
that included a speaker, message, and hearer. They were also influenced by the
advent and spread of new communication technologies of the time such as
telegraphy and radio, and you can probably see these technical influences within
the model (Shannon & Weaver, 1949). Think of how a radio message is sent from
a person in the radio studio to you listening in your car. The sender is the radio
announcer who encodes a verbal message that is transmitted by a radio tower
through electromagnetic waves (the channel) and eventually reaches your (the
receiver’s) ears via an antenna and speakers in order to be decoded. The radio
announcer doesn’t really know if you receive his or her message or not, but if
the equipment is working and the channel is free of static, then there is a good
chance that the message was successfully received.
Interaction Model of Communication
 The interaction model of communication describes communication as a process in which
participants alternate positions as sender and receiver and generate meaning by sending
messages and receiving feedback within physical and psychological contexts (Schramm, 1997).
Rather than illustrating communication as a linear, one-way process, the interaction model
incorporates feedback, which makes communication a more interactive, two-way process.
Feedback includes messages sent in response to other messages. For example, your instructor
may respond to a point you raise during class discussion or you may point to the sofa when
your roommate asks you where the remote control is. The inclusion of a feedback loop also
leads to a more complex understanding of the roles of participants in a communication
encounter. Rather than having one sender, one message, and one receiver, this model has two
sender-receivers who exchange messages. Each participant alternates roles as sender and
receiver in order to keep a communication encounter going. Although this seems like a
perceptible and deliberate process, we alternate between the roles of sender and receiver very
quickly and often without conscious thought.

 The interaction model is also less message focused and more interaction focused. While the
transmission model focused on how a message was transmitted and whether or not it was
received, the interaction model is more concerned with the communication process itself. In
fact, this model acknowledges that there are so many messages being sent at one time that
many of them may not even be received. Some messages are also unintentionally sent.
Therefore, communication isn’t judged effective or ineffective in this model based on whether
or not a single message was successfully transmitted and received.
Transaction Model
 The transaction model of communication describes communication as a process in
which communicators generate social realities within social, relational, and cultural
contexts. In this model, we don’t just communicate to exchange messages; we
communicate to create relationships, form intercultural alliances, shape our self-
concepts, and engage with others in dialogue to create communities. In short, we don’t
communicate about our realities; communication helps to construct our realities.

 The roles of sender and receiver in the transaction model of communication differ
significantly from the other models. Instead of labeling participants as senders and
receivers, the people in a communication encounter are referred to as communicators.
Unlike the interaction model, which suggests that participants alternate positions as
sender and receiver, the transaction model suggests that we are simultaneously
senders and receivers. For example, on a first date, as you send verbal messages about
your interests and background, your date reacts nonverbally. You don’t wait until you
are done sending your verbal message to start receiving and decoding the nonverbal
messages of your date. Instead, you are simultaneously sending your verbal message
and receiving your date’s nonverbal messages. This is an important addition to the
model because it allows us to understand how we are able to adapt our communication
—for example, a verbal message—in the middle of sending it based on the
communication we are simultaneously receiving from our communication partner.
Seven C’s of Effective Communication

Seven C’s of Effective Communication

Seven C’s of Effective Communication

There are 7 C’s of effective communication

which are applicable to both written as well
as oral communication. These are as follows:
1. Completeness
2. Conciseness
3. Consideration
4. Clarity
5. Concreteness
5. Courtesy
6. Correctness
Completeness
 Completeness - The communication must be complete. It should
convey all facts required by the audience. The sender of the message
must take into consideration the receiver’s mind set and convey the
message accordingly. A complete communication has following
features:
 Complete communication develops and enhances reputation of an
organization.
 Moreover, they are cost saving as no crucial information is missing
and no additional cost is incurred in conveying extra message if the
communication is complete.
 A complete communication always gives additional information
wherever required. It leaves no questions in the mind of receiver.
 Complete communication helps in better decision-making by the
audience/readers/receivers of message as they get all desired and
crucial information.
 It persuades the audience.
Conciseness
Conciseness - Conciseness means wordiness, i.e,
communicating what you want to convey in least possible
words without forgoing the other C’s of communication.
Conciseness is a necessity for effective communication.
Concise communication has following features:
It is both time-saving as well as cost-saving.
It underlines and highlights the main message as it avoids
using excessive and needless words.
Concise communication provides short and essential
message in limited words to the audience.
Concise message is more appealing and comprehensible to
the audience.
Concise message is non-repetitive in nature.
Consideration
 Consideration - Consideration implies “stepping into the shoes of
others”. Effective communication must take the audience into
consideration, i.e, the audience’s view points, background, mind-
set, education level, etc. Make an attempt to envisage your
audience, their requirements, emotions as well as problems.
Ensure that the self-respect of the audience is maintained and
their emotions are not at harm. Modify your words in message to
suit the audience’s needs while making your message complete.
Features of considerate communication are as follows:
 Emphasize on “you” approach.
 Empathize with the audience and exhibit interest in the audience.
This will stimulate a positive reaction from the audience.
 Show optimism towards your audience. Emphasize on “what is
possible” rather than “what is impossible”. Lay stress on positive
words such as jovial, committed, thanks, warm, healthy, help, etc.
Clarity
Clarity - Clarity implies emphasizing on a
specific message or goal at a time, rather
than trying to achieve too much at once.
Clarity in communication has following
features:
It makes understanding easier.
Complete clarity of thoughts and ideas
enhances the meaning of message.
Clear message makes use of exact,
appropriate and concrete words.
Concreteness
Concreteness - Concrete communication
implies being particular and clear rather than
fuzzy and general. Concreteness strengthens
the confidence. Concrete message has
following features:
It is supported with specific facts and figures.
It makes use of words that are clear and that
build the reputation.
Concrete messages are not misinterpreted.
Courtesy
Courtesy - Courtesy in message implies the message
should show the sender’s expression as well as should
respect the receiver. The sender of the message should be
sincerely polite, judicious, reflective and enthusiastic.
Courteous message has following features:
Courtesy implies taking into consideration both
viewpoints as well as feelings of the receiver of the
message.
Courteous message is positive and focused at the
audience.
It makes use of terms showing respect for the receiver of
message.
It is not at all biased.
Correctness
Correctness - Correctness in communication implies
that there are no grammatical errors in communication.
Correct communication has following features:
The message is exact, correct and well-timed.
If the communication is correct, it boosts up the
confidence level.
Correct message has greater impact on the
audience/readers.
It checks for the precision and accurateness of facts
and figures used in the message.
It makes use of appropriate and correct language in the
message.