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 simply means talking to someone to share ideas, information, or feelings. This type of communication is quick and clear, making it easier to ensure the other person understands what you mean. Even though we have messaging apps like WhatsApp and email, people still prefer face-to-face conversations or phone calls because they are more effective.
Having strong verbal communication skills is important, especially for leaders and managers. They need to explain things clearly to their team or customers. For example, famous speakers like Nelson Mandela and Martin Luther King were great at verbal communication.
2) Non-verbal Communication
Non-verbal communication refers to the way we express ourselves without words, using body language, facial expressions, and gestures. For example, how you stand, whether you make eye contact, and how you shake hands can all send a message. This type of communication is important because it can influence how people feel about you.
Good non-verbal skills are important for building trust and respect in the workplace. A manager who remains calm and positive, even in difficult situations, can inspire confidence in their team.
3) Written Communication
Written communication involves any type of message that is written down, such as emails, text messages, or letters. It's important to be careful with written communication because once something is written, it can't be taken back. This type of communication is often used for official purposes, like sending instructions, making announcements, or documenting decisions.
However, written communication can sometimes lead to misunderstandings if the message isn't clear. That's why it's important to be precise and thoughtful when writing.
4) Formal and Informal Communication
Communication can be formal or informal. Formal communication is official and follows certain rules, like writing a business email or a report. Informal communication is more casual and can happen through chatting, texting, or 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 uses images, diagrams, videos, or other visual aids to share information. For example, medical representatives use pamphlets to explain new medicines to doctors, and teachers often draw diagrams on the board to help students understand concepts.
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 happens when information flows from lower levels in an organization to higher levels. For example, when an employee gives feedback, reports problems, or shares ideas with their manager, they are using upward communication. This type of communication is important because it allows leaders to understand what's happening at all levels of the organization and make informed decisions.
2) Downward Communication
Downward communication is the opposite of upward. communication. It occurs when information flows from higher levels to lower levels in an organization. For instance, when a manager gives instructions, shares goals, or provides feedback to their team, they are using downward communication. This type of communication helps ensure that everyone understands their roles and responsibilities and knows what is expected of them.
3) Lateral or Horizontal Communication
Lateral or horizontal communication happens between people at the same level in an organization. For example, when two colleagues from different departments work together on a project and share information, they are using lateral communication. This type of communication is important for teamwork and coordination, as it allows people to share ideas and solve problems together.
Barriers to Communication
Communication is essential for sharing ideas and information, but sometimes, there are barriers that make it difficult. These barriers can cause misunderstandings and prevent people from effectively communicating with each other. Here are some common barriers to communication:
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 occur when people don't speak the same language or use words that others don't understand. For example, using complex words or technical jargon can confuse someone who isn't familiar with the terms. To overcome this barrier, it's important to use clear, simple language that everyone can understand.
Socio-Psychological Barrier
Socio-psychological barriers are problems in communication that happen because of people's thoughts, feelings, and social situations. These barriers can make it hard for people to understand each other.
Here are some simple examples:
Self-Centred Attitudes
Perceptions
Emotions
Filtering
Resistance to change
Poor Communication Skills
Prejudices
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