What is Communication?
Communication styles change from person to person. During the process of communication, a person may invoke several channels or modes or methods to convey a message. But, the process of communication doesn't only depend on the source producing or relaying information. It also equally depends on the communication method and the manner in which the receiver understands the message. Let us first understand the method by which we communicate.
Communication begins at a given point. The first step is the generation of information. The second step is to put this information or data into a medium for transmission towards the intended audience.
Three Simple Definitions
Communication means sharing of information
Communication is the giving and receiving of messages
Communication is the transfer of information from one or more people to one or more other people.
Definition of Communication
Communication can broadly be defined as exchange of ideas, messages and information between two or more persons, through a medium, in a manner that the sender and the receiver understand the message, I.E., develop common understanding of the message. The word communication is derived from the Latin word 'communicare', which means to share, impart, participate, exchange, transmit or to make common. It emphasises on sharing common information, ideas and messages. It is not merely issuing orders and instructions.
"Communication is the transfer of information from a sender to a receiver, with the information being understood by the receiver". - Koontz and Weihrich
"Communication is the art of developing and attaining understanding between people. It is the process of exchanging information and feelings between two or more people and it is essential to effective management." - Terry and Franklin
"Communication is the sum of all things one person does when he wants to create understanding in the mind of another. It is a bridge of meaning. It involves a systematic and continuous process of telling, listening and understanding." - Allen Louis
"Communication is the process by which people attempt to share meaning via the transmission of symbolic messages." - Stoner and Wankel
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
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: 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. 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, etc.
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. Decoding: It is the process of converting the symbols encoded by the sender. After decoding the message is received by the receiver.
8. Feedback: Once the receiver confirms to the sender that he has received the message and understood it, the process of communication is complete.
Types of Communication
There are several types of Communication:
1) Verbal Communication
Verbal communication is also called oral communication. It means talking to other people to share your ideas, information, thoughts, or feelings. It is a quick and easy way to communicate because people can ask questions and understand the message immediately. Even today, many people prefer talking face-to-face or on the phone instead of using WhatsApp or email because it helps avoid misunderstandings.
Good verbal communication skills are very important, especially for leaders, teachers, managers, and business people. They need to speak clearly so that others can understand them easily. Great leaders like Nelson Mandela and Martin Luther King Jr. were famous for their powerful speaking skills.
2) Non-verbal Communication
Non-verbal communication is the way we communicate without speaking or writing words. We use our facial expressions, body movements, hand gestures, eye contact, and posture to share our feelings and ideas. For example, a smile shows happiness, a nod shows agreement, and crossed arms may show anger or discomfort. These signals help people understand our emotions and attitudes.
Non-verbal communication is very important in daily life and at work. It helps us create a good impression and build better relationships. For example, a teacher who smiles and makes eye contact with students looks friendly and confident. Similarly, a manager who stays calm and uses positive body language can encourage and motivate the team. Good non-verbal communication makes communication more effective and meaningful.
3) Written Communication
Written communication means sharing information through written words. It includes letters, emails, text messages, notices, reports, and WhatsApp messages. Written communication is mainly used for official and important work, such as giving instructions, making announcements, keeping records, or sharing information. Once something is written and sent, it is difficult to change or take back.
It is important to write clearly and correctly so that everyone can understand the message. If the writing is confusing or incomplete, people may misunderstand its meaning. Therefore, written communication should always be simple, clear, and accurate.
4) Formal and Informal Communication
Communication can be formal or informal.
Formal communication is official communication. It follows rules and is usually used in schools, colleges, offices, and businesses. Examples include writing an email, a report, a notice, or an official letter.
Informal communication is friendly and casual. It happens in everyday life with family, friends, classmates, or colleagues. Examples include talking face-to-face, chatting, sending text messages, or using social media.
Advantages of Formal Communication:
- It's reliable for making important decisions and keeping records.
- Helps set clear guidelines and procedures.
Advantages of Informal Communication:
- It's easier to share ideas and express concerns.
- Encourages open dialogue without fear of judgment.
5) Visual Communication
Visual communication means sharing information through pictures, diagrams, videos, charts, or symbols instead of only using words.
Example: A medical representative uses a pamphlet with pictures to explain a new medicine to doctors. A teacher draws diagrams on the board to help students understand a lesson more easily.
There are many elements in visual communication that can be used by marketers or companies.
Colors (such as brand colors).
Design (logo and brand design)
Advertising
Animations
Illustrations
Typography
Presentations
Video resumes
Visual communication is effective because it helps people see and understand complex information more easily.
Written To summarize, the type of communication most common are :
Formal Communication, Verbal Communication and Non-verbal Communication communication, Visual Communication, Informal Communication, Written Communication. Above were all the different types of Communications used by a group of people or between the team.
There are three other types of Communication:
1. Upward Communication
2. Downward Communication
3. Lateral or Horizontal Communication
1) Upward Communication
Upward communication means information moves from employees to managers or higher-level officers in an organization.
Example: When an employee gives feedback, reports a problem, or shares a new idea with their manager, it is called upward communication.
This communication helps managers understand what is happening in the organization and make better decisions.
2) Downward Communication
Downward communication is when information moves from higher levels to lower levels in an organization. For example, when a manager gives instructions, explains goals, or gives feedback to employees, it is called downward communication. It helps employees understand their duties, responsibilities, and what they are expected to do.
3) Lateral or Horizontal Communication
Lateral or horizontal communication happens between people who are at the same level in an organization. For example, when two employees from different departments work together, share information, and discuss ideas, it is called lateral communication. It helps in teamwork, coordination, and solving problems together.
Barriers to Communication
Communication helps people share their ideas, thoughts, and information with each other. However, sometimes certain problems make communication difficult. These problems are called barriers to communication. They can create misunderstandings and make it hard for people to understand each other properly.
Some common barriers to communication are:
Physical Barriers
Physical barriers include things like distance, noise, or poor equipment that can interfere with communication. For instance, if someone is trying to talk in a noisy room or during a bad phone connection, it can be hard to hear or understand the message. To avoid this, choose a quiet place or use good-quality communication tools.
It includes Defects in the Medium, Noise in the Environment, and overloaded information
Language Barrier
Language barriers happen when people have difficulty understanding each other because they use different languages or difficult words. For example, using complicated words, technical terms, or unfamiliar language can confuse the listener.
To overcome this barrier, use simple, clear, and easy-to-understand words so that everyone can understand the message properly.
Socio-Psychological Barrier
Socio-psychological barriers are problems in communication that happen because of a person's feelings, thoughts, attitudes, or social differences. These barriers can create misunderstandings and make it difficult for people to communicate effectively.
For example, fear, stress, lack of confidence, or different opinions can affect the way people understand and share messages.
Here are some simple examples:
Self-Centred Attitudes
Perceptions
Emotions
Filtering
Resistance to change
Poor Communication Skills
Prejudices
