1 what is Communication ? Explain process of communication in detail?

Communications is fundamental to the existence and survival of humans as well as to an organization. It

is a process of creating and sharing ideas, information, views, facts, feelings, etc. among the people to
reach a common understanding. Communication is the key to the Directing function of management.

A manager may be highly qualified and skilled but if he does not possess good communication skills, all
his ability becomes irrelevant. A manager must communicate his directions effectively to the
subordinates to get the work done from them properly.

Communications Process
 Communications is a continuous process which mainly involves three elements viz. sender,
message, and receiver. The elements involved in the communication process are explained
below in detail:

1. Sender

 The sender or the communicator generates the message and conveys it to the receiver. He is the
source and the one who starts the communication

2. Message
 It is the idea, information, view, fact, feeling, etc. that is generated by the sender and is then
intended to be communicated further

3. Encoding
o The message generated by the sender is encoded symbolically such as in the form of words,
pictures, gestures, etc. before it is being conveyed.

4. Media
 It is the manner in which the encoded message is transmitted. The message may be transmitted
orally or in writing. The medium of communication includes telephone, internet, post, fax, e-
mail, etc. The choice of medium is decided by the sender.

5. Decoding

 It is the process of converting the symbols encoded by the sender. After decoding the message
is received by the receiver.

6. Receiver
 He is the person who is last in the chain and for whom the message was sent by the sender.
Once the receiver receives the message and understands it in proper perspective and acts
according to the message, only then the purpose of communication is successful.

7. Feedback
 Once the receiver confirms to the sender that he has received the message and understood it,
the process of communication is complete.
8. Noise
 It refers to any obstruction that is caused by the sender, message or receiver during the process
of communication. For example, bad telephone connection, faulty encoding, faulty decoding,
inattentive receiver, poor understanding of message due to prejudice or inappropriate gestures,
2 What is the role Encoding and Decoding in thel Communication process?

The process of communication can be understood using a model known as the ‘Encoding/Decoding’
model. The Encoding/Decoding model has several parts: source/sender, encoding, message channel,
receiver, decoding and feedback.

All of these parts will be explained below as well as how they relate to the process of promotions
(marketing communications).

 The Source/ The Sender

 The process of communication begins with the ‘source’ also known as the ‘Sender’ . The source
refers to the individual or group who intend to communicate an idea to their audience.

In regards to promotion/marketing communications, the source of the communication will be the

organization that intends to promote their new product.

 Encoding
When the source of the communication puts together their intended message, this is referred to as
‘Encoding’. ‘Encoding’ can be defined as transforming an abstract idea into a communicable message.
This is done using words, symbols, pictures, symbols and sounds.

 Message Channel
The encoded message must now be delivered to its audience via a message channel. A message channel
is a term that refers to the medium that carries the message from the sender to the receiver.

In marketing/promotions the message channel may be: television, radio, newspaper, or a sales person.

 The Receiver
Anyone who is audience to the message is referred to as the receiver. For example, all viewers of a
television advertisement can be referred to as the ‘receivers’ of the message.

 Decoding
When the receiver views or hears the message they do what is termed ‘decoding’. Decoding can be
defined at the receiver interpreting the message and coming to an understanding about what the source
is communicating.

 Feedback/Response
Feedback refers to any response the receiver offers to the message, this could be communication or
behavior.
In marketing/promotions feedback refers to the way the consumer responds to the promotional
campaign. For example, purchasing a product after viewing an advertisement is an example of feedback
to a promotional campaign.

Measuring feedback is extremely important in a marketing/promotions campaign because it allows for a

measure of the success of the marketing campaign. For example, negative feedback such as no increase
in sales would show that changes need to be made in the promotional strategy.

 Noise
Noise is the term given to anything that disrupts the communication. That is, anything that prevents the
audience from receiving the message the way they source intended to. It doesn’t necessarily involve and
audible distraction.

3. Discuss the Interpersonal

Therefore, interpersonal skills are crucial for business success. Let’s now take a look into why
interpersonal communication is crucial for your career development and productivity in the workplace.

1. Problem solving
Interpersonal communication skills are necessary because they allow people to discuss problems and
weigh the pros and cons of alternatives before coming up with the final solution.

For example, brainstorming exercises are situations in which interpersonal communication comes into
play as it is very important that everyone feels respected and free to share their voice, ideas and views.

2. Alignment with business goals

Poor communication between employers and employees can harm the business in many ways. When
managers and leaders are unable to clearly communicate tasks, workers can quickly become frustrated
and disconnected with the business goals.

Moreover, many employees say that their managers don’t give them clear directions and goals for their
work.

3. Trust
According to the American Psychological Association, a quarter of employees in the US do not trust their
employers, and only about 50% of them believe that their bosses are open with them.

Lack of trust and transparency are some of the most common causes of poor workplace communication.

Interpersonal communication skills are crucial for improving trust and workplace communication, and all
employees, especially business leaders, should therefore improve communication with their employees.
4. Change management
Good interpersonal communication is very important during change management efforts within
organizations.

Effective employee communication helps employees better understand the change, align with it and
collaboratively work towards implementing the change successfully.

5. Company culture
Interpersonal relationships, especially when executed well, are important for an organizational culture
to thrive.

When employees possess good interpersonal communication skills, organizational culture becomes
more synergic and positive. With bad interpersonal relationships, on the other hand, negativity,
confusion, and conflicts become inevitable.

This ultimately ruins the work environment, reduces employee productivity, and adversely affects the
company's bottom line.

6. Employee recognition
Good interpersonal communication drives more employee recognition. When employees have good
interpersonal relationships with each other and their managers, they are more likely to recognize each
others’ good work and give constructive feedback.

7. Workplace miscommunication
Managers who maintain professionalism, open workplace communication and a positive attitude are
more likely to be seen as approachable by their employees.

When employees feel like they can speak openly with decision-makers, workplace miscommunication,
gossip and rumors are much less likely to happen.

8. Personal relationships
Interpersonal skills are extremely important for creating and maintaining meaningful personal
relationships in the workplace.

People with good interpersonal communication skills can, therefore, build healthy relationships with
their colleagues and work much better as a team.

9. Effective management and leadership

The ability to foster interpersonal relationships, establish trust and communicate clearly are all crucial
skills for an effective leader.

10. Employee success

Good interpersonal communication skills are also necessary for managers to help their employees do
their jobs successfully. Leaders need to be able to pass on the right skills to the employees that will
enable them to perform their tasks and achieve business goals.
4. Briefly explain Formal and Informal Communication?
Find out what are the key differences between formal and informal communication and how to
effectively use it in the modern workplace

Formal and informal communication do overlap but they are rather distinct types of communication. It
can be quite easy to recognize the differences between them but also quite interesting to learn about
them in greater depth.

What is formal communication?

Formal communication refers to the flow of official information through proper, predefined channels
and routes. The flow of information is controlled and needs deliberate effort to be properly
communicated. Formal communication follows a hierarchical structure and chain of command. The
structure is typically top down, from leaders in various departments and senior staff in the organization,
which funnel down to lower level employees. Employees are bound to follow formal communication
channels while performing their duties.

Formal communication is considered effective as it is a timely and systematic flow of communication.

What is informal communication?

In comparison, informal communication refers to communication which is multi-dimensional. Informal
communication moves freely within the organization and is not bound by pre-defined channels and
communication routes. Informal communication is particularly quick. Informal communication is far
more relational than formal communication and is by nature, a very natural form of communication as
people interact with each other freely and can talk about a diverse range of topics, often extending
outside of their work duties. Due to the inherent nature of informal communication, it moves a lot faster
and does not have a paper trail.

Informal communication in the workplace is often called the ‘grapevine’ and generally begins with
employees through social relations. In many cases informal communications can turn to formal
communication if they are added in to the formal communication information flow of a company.

Informal communication is considered effective as employees can discuss work-related issues which
saves the organization time and money. It also helps to build more productive and healthy relationships
in the workforce.

Key differences between formal and informal communication

Here’s a brief list of some of the key differences between formal and informal communication:
  Reliability: Formal communication is the more reliable form, as there is a paper trail. Compared
to informal communication which has comparatively less reliability, and is very unlikely to have a
paper trail.
 Speed: Formal communication is slower, sometimes feeling unbearably slow due to
bureaucracy. On the other hand, informal communication is very quick, often being
instantaneous.
 Time-Consuming: Formal communication requires a number of different processes before the
whole communication flow is complete, whereas informal communication requires very little
process time.
 Information Flow: Information through formal communication is only through predefined
channels, whereas information through informal communication moves freely.
 Secrecy: Secrecy is maintained with formal communication, whereas informal communication
makes it hard to maintain full secrecy due to its reliance on individuals.

Types of formal communication

Below we provide a comprehensive list pertaining to the types of formal communication:

 Memos. Conference. Letters

 Intranet. Formal One-on-One. Speeches

 Meetings. Handouts. Notice Board

 Types of informal communication

Below we provide a comprehensive list pertaining to the types of informal communication:

Gossip

 Single Strand – a form of informal communication wherein each person communicates with the
next in a single sequence.
 Cluster - a very common form of informal communication, in cluster networks a person will
receive information and choose to pass it on to their cluster network or keep the information to
themselves. Each individual will pass on the information to the next cluster network
 Probability Chain – each individual randomly tells another individual the same piece of
information.

What does formal communication look like?

Formal communication can sound rather complex and convoluted, but generally formal communication
is governed by a chain of command and follows organizational convention. Within the organizational
set-up, formal communication can make up any of these forms:
1. Downward Communication
Downward communication represents the most stereotypical form of formal communication.
Information flows from management level down to lower levels. It is the most common form of formal
communication. Downward communication includes orders and instructions represented in oral or
written format. Reports, emails, letters and manual communication are commonly used downward
communication tools.

2. Upward Communication
Upward communication contains information which passes from subordinate levels up to management
and senior levels. Common forms of upward communication include (from employees to managers and
above) reports, suggestions, requests, instructions and complaints.

3. Horizontal Communication
Horizontal communication refers to communication between individuals who are at the same or similar
levels within an organization but have different areas of responsibility. Horizontal communication is
slightly more fluid and dependent on cross-individual communication. Typical examples exist as
communication between managers of different departments (HR, Marketing, Sales, etc.).

4. Diagonal Communication
This occurs when employees of different departments at different levels communicate with each other
irrespective of the chain of command. Communication between a floor manager and a Sales team is a
prime example of diagonal communication.

Both formal and informal communication have their time and place in the workplace, and both are
effective when used correctly. Communication also has a role to play in building a culture of work ethic.
For a great combination of both formal and informal communication, check out our blog explaining Slack
for Team Communication and Collaboration.

5. Discuss the Difference between Verbal and Nonverbal Communication

Verbal vs. Nonverbal Communication

Communication is a necessary act of socializing as it involves interacting with others and those around
you. It involves conveying information and ideas. There are presently two types of communication in the
general sense, verbal communication and nonverbal communication.

Verbal communication is the most ancient form of communication. It includes the use of sounds, words,
voice tone, pitch and volume. It takes place mostly in face to face conversations but can also involve
writing. Non verbal communication, on the other hand, involves the use of gestures, body language, use
of senses such as touch and vision. It is a more latent form of communication but can be used more
effectively than verbal communication.

Verbal communication transpires in two ways;

 A. Oral – This involves face-to-face conversation which can take place through a phone call,
lectures and seminars etc
  B.. Written – This includes writing letters, emails, messages etc. Other than these there are
two variations of communications that need to be considered as well:
 Formal Conversation: This type of communication is used for mostly official purposes, hence is
also known as official communication. In formal communication usually a pre defined medium,
tone or format is followed in order to convey information.
 Informal Communication: In this form of communication the sender of the message does not
need to follow any pre defined format. Informal communication is most popularly known as
Grapevine. It also does not require the use of any definite channel is of a more personal tone.

Nonverbal Communication
 Nonverbal Communication is a more complex form as it requires both parties to have a clear or
similar understanding of the subject in question. This is important as the communication
between parties is without the use of any words. Sign language and other methods are used in
place of this type of communication. Based on the understanding of the receiver, upon receiving
the message, feedback is then conveyed.

There are six primary types of nonverbal communication:

 Chronemics: Focuses on judging the use of time in the communication between parties. It gives
the impression of the personality of the sender or receiver in case of adeptness in speech,
punctuality patterns etc
 Vocalics: Also called paralanguage, the tonal difference in voice and pitch while the sender
communicates with the receiver. The difference and variation sends out a different message.
 Haptics: Involves the use of touch in communication feelings and emotions to a receiver.
 Kinesics: It is the use of body language of a person for communicating thoughts, for example the
use of gestures, postures and facial expressions etc.
 Proxemics: The distance between people gives an impression regarding the relationship they
share. Closeness could signify intimacy and attachment while distances could imply discomfort
or even animosity.
 Artifacts: The objects used for ornamentation of an individual’s appearance can send a clear
message regarding their personality, status or preferences. For example, modern clothing, use
of jewelry, lifestyles and habits etc.

Key Differences
 Verbal communication involves the use of words,
 whereas as nonverbal communication involves the use of signs.
 There are less chances of any miscommunication occurring during the use of verbal
communication.
 In nonverbal communication there are more chances as there is no definite mode of language.
 Verbal communication takes place in a faster pace and facilitates instant feedback.
 in nonverbal communication depend on the understanding of the parties and hence is slower.