Communication and

Its Process.

CHAPTER - TWO

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 Contents:

Define Communication
E x p l a i n T h e E l e m e n t s O f T h e C o m m u n i c a t i o n
Process
T o D e m o n s t r a t e T h e W a y / P r o c e s s O f
Communication
 To Identify The Barriers Of Communication
T o D i s c u s s L e v e l s O f P e r s o n a l A n d G r o u p
Communication

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 2.1. Define Communication

Communication is the process of passing

information from a source to a receiver.
 Communication is the effective sharing or
transmission of facts, opinions or emotions by 2 or
more people. The 3 basic elements of communication
are :-

 The Sender
 The Message
 The Receiver.

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 Cont’d

 The elements of communication includes:

 Participants (senders & receivers),
 A message to be sent,
 Media to carry the communication signals &
Environment in which the message is sent &
received.
These elements & interact in the five steps whether you are
speaking, writing, reading & listening.
The sender has an idea…..idea becomes a message…message
is transmitted....receiver gets the message….. receiver reacts &
sends feedback to the sender
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 2.2. Elements of communication

A. Encoding- is putting thought or information

into words, signs or symbols.
 This allows the message to be conveyed to the
receiver.

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 Elements of communication

B. Message – is the information being transmitted

from the sender to the receiver.

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 Elements of communication

C. Channel– Is the medium used to transmit the

message.

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 Cont’d
A channel: is the vehicle through which a message is carried
from the communicator to the receiver. The channels of the
communication are many; spoken verbal, non verbal, mass media
like TV, radio, newspapers, books, etc.
The success & failure of the communication depends on the
selection of the right channel.
Forms of communication are verbal & non verbal.
Verbal communication: it is the written or oral use of words to
communicate.
The oral takes place through various channels (like face to face
or over telephone) & can take place at different levels (individually,
in-group).
Written communication occurs through a variety of means, such
as business letter, memorandums, reports, resumes, fax & policy
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manuals.
 Cont’d

Advantage of Oral/spoken communication: it is a fast, more

personal, provides immediate feedback. Also its disadvantages
are: time consuming, can be more difficult to terminate, &
additional effort be expended to document.
Advantages of Written communication: it provides a record of the
message, can be disseminated widely with the minimum effort, &
allows the sender to think through the intended message carefully.
Also disadvantages are: expenses of preparation, impersonal
nature of it enhances misunderstanding by receiver, & the delay of
feedback regarding the effectiveness of the message.
Non verbal communication: information conveyed by actions
& behaviors rather than speaking or writing

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 Elements of communication

D. Decoding– Is when the receiver interprets the

message and gives it meaning from his/ her
perspective.

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 Elements of communication

E. Feedback– Is the response given to the sender

from the receiver.
 Allows the sender to determine if the message was
received and how accurately it was received.

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 Elements of communication

F. Noise – Anything that disrupts the

communication process. for example:- language.

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2.3. The communication process
 Communication consists of two phases:
1. Transmission phase: information is shared by
2 or more people.
2. Feedback phase: a common understanding is
assured.
 Starts with the Sender who wants to share
information.
 Sender must decide on a message to share

 Sender also puts the message into symbols or

language, a process called encoding.

Noise: anything harming the communication process.

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 2.3. The communication process

Transmission Phase
Message Encoding Medium Decoding

NOISE Receiver
Sender NOISE (now sender)

Decoding Medium Encoding Message

Feedback Phase
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2.4. The Barriers Of Communication

 Noise;
 Lack of planning;
 Wrong or unclarfied assumptions;
 Semantic problems;
 Cultural barriers;
 Socio - psychological barriers;
 Emotions;
 Information Overload;
 Loss by transmission ( Noise);
 Poor listening & retention;
 Goal conflicts;
 Offensive style;
 Time & distance; and so on.

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Overcoming Barriers Of Communication
 Sender  Receiver
• Planning ideas  Paying attention
 Overcoming  Active listening
a. Different perceptions  Open mind
b. Language difference  Overcoming prejudicial
c. Inconsistent verbal & judgment & emotional
non verbal comm. constraints.
d. Emotionality Organization
 Choosing right media
 Overcoming noise barrier
 Simplify org. structure
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 Types of Communication Barriers

1) Semantic Barriers;
2) Emotional Or Psychological Barriers;
3) Organizational Barriers;
4) Barriers in Superiors
1. Semantic Barriers: Examples:-
 Symbols with different meaning
 Badly expressed message
 Faulty translation
 Unclarified assumption
 Specialist’s language
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 Types of Communication Barriers

2. Emotional Or Psychological Barriers:

 Premature evolution
 Inattention
 Loss of transmission & poor retention
 Too much reliance on the written word
 Distrust of communication
 Failure to communicate
3. Organization Barriers:
 Organizational policy
 Organization rules & regulation
 Status relation
 Complexity in organization
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 Types of Communication Barriers

4. 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

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 Factors Responsible For Growing Importance Of
Communication.

1. Global business environment

2. Large scale operations
3. Technological advancement
4. Role of information
5. Change in management style
6. Need for better human relations & higher motivation
levels
7. Increasing social role.

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 2.5. Levels Of Communication

1. Intrapersonal Communication
is communication that occurs
in your own mind. It is the
basis of your feelings, biases,
unfairness, and beliefs.
Examples are when you
make any kind of decision
– what to eat or wear.
When you think about
something – what you
want to do on the weekend
or when you think about
another person.
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 Levels Of Communication …cont’d

2. Interpersonal communication is
the communication between two
people but can involve more in
informal conversations.
 Examples are when you are
talking to your friends. A teacher
and student discussing an
assignment. A patient and a
doctor discussing a treatment. A
manager and a potential
employee during an interview.

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 Levels Of Communication …cont’d

3. Small Group communication is

communication within formal
or informal groups or teams.
It is group interaction that
results in decision making,
problem solving and
discussion within an
organization.
 Examples would be a group
planning a surprise birthday
party for someone. A team
working together on a
project.
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 Levels Of Communication …cont’d
4. One-to-group communication
involves a speaker who
seeks to inform, persuade or
motivate an audience.
 Examples are a teacher
and a class of students. A
preacher and a
congregation. A speaker
and an assembly of people
in the auditorium.

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 Levels of Communication …cont’d

5. Mass communication is the

electronic or print transmission
of messages to the general public.
Outlets called mass media
include things like radio,
television, film, and printed
materials designed to reach large
audiences.
 A television commercial. A
magazine article. Hearing a song on
the radio. Books, Newspapers,
Billboards. The key is that you are
reaching a large amount of people
without it being face to face.
Feedback is generally delayed with
mass communication.
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