Communication definition and Process of Communication.pptx

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1. communication

2. Introduction: Communication is a process of information exchange between a source and destination, through a channel or medium. Communication is as old as the human race. Several communications scholars have stated that the word " communication " is derived from the Latin verb " communicare " which means " to make common" or " to share ". It is also believed to have been based on a Latin word, " cummunis ", which means to communicate and share , to impart a piece of information, a message, an idea or concept. It involves encoding and sending messages, receiving and decoding them and synthesizing information and meaning Communication simply refers to the sharing of thoughts, feelings, wishes or information between two or more people using sounds, signs or symbols.

3. The real meaning of communication is getting the receiver and the sender tuned together for a particular message. Communication takes place when one person transfers some understandable data to another person. It also includes the exchange of thoughts, opinions, sentiments, facts and information between two or more persons. Feedback is very important as it assures that your message should be properly conveyed to the receiver. The essential features of an effective communication system are keys for productive communication.

4. The chief principles or characteristics of an effective communication system are as follows: Clearness and integrity of message to be conveyed. Adequate briefing of the recipient. Accurate plan of objectives. Reliability and uniformity of the message. To know the main purpose of the message. Proper response or feedback. Correct timing. Use of proper medium to convey the message properly. Use of informal communication.

5. The following are some important guidelines to make communication effective: Try to simplify your thoughts before communicating your message. You must analyse the intent of each and every message. Consider the overall physical setting whenever you communicate. You must discuss with others, where appropriate, in planning communication. Be careful while communicating of the overtone as well as basic content of your message. Take the opportunity to suggest something of help or value of the receiver. Follow-up your communication. Prepare yourself for transmitting the message in a proper way. Be sure your actions support your communication. Seek not only to be understood but understand.

6. THE ELEMENTS OF COMMUNICATION Communication process involves elements like sender, receiver, encoding, decoding, channel/ media, voice and feedback. These elements are explained below: Sender: He/she is the person who sends his ideas to another person. For example, if a manager wants to inform his subordinates about the introduction of a new product, he is the sender. Message: The idea, feeling, suggestion, guidelines, orders or any content which is intended to be communicated is message. For example, message is the introduction of new product. Encoding: It is the process of converting the idea, thinking or any other component of message into symbols, words, actions, diagram etc. For example, message is connected in words and actions. Media: It is the medium, passage or route through which encoded message is passed by the sender to the receiver. There can be various forms of media-face to face communication, letters, radio, television, e-mail etc. For example manager inform about the introduction of a new product in a meeting through presentation.

7. Decoding : It means translating the encoded message into language understandable by the receiver. Receiver: He/she is the person to whom the message has been sent. For example, subordinates are receivers. Feedback: It is the response by the receiver. It marks the completion of the communication process. Noise: It is the hindrance in the process of communication. It can take place at any step in the entire process. It reduces the accuracy of communication Eg . 1) Disturbance in the telephone lines, 2) An inattentive receiver 3) Improper Decoding of Message etc

8. NEED FOR COMMUNICATION

9. Communication is an easy way of interchanging ideas, opinions, messages, information and feelings. Effective communication is one of the most important lifelong skills. Man is a social being. He is a member of society. As a member of society he has to constantly interact with his fellow beings. He has emotions, feelings, likes and dislikes. He has to give vent to all these. He needs to convey and let others know what he feels. In other words, whatever be the environment in which a person is placed, he has to build links, establish relationships and have connections. The need for communication arises from man’s desire to express himself in a meaningful manner. As stated earlier, communication is the modus operandi of social interaction or social intercourse. As a member of the family, as a member of the social group, as a part of the work team, man communicates.

10. Human beings are emotional. They are also rational beings. They are endowed with the faculty of thinking. Human beings are creative. Human beings are intelligent and have brainpower. In order to give a meaningful expression to their creativity, intelligence, thoughts and ideas, they resort to communication. The need for communication arises from the need to emote, to interact, to express one’s ideas and thoughts and the need to relate and to connect.

11. The factors responsible for growing importance of communication are as follows: 1. Global Business Environment : Now days, organizations operate at the transnational level. This needs dealings with people of different cultures and language. 2. Large-Scale Operations : With the expanding economies, businesses are being done on large scale. Consequently, size and decentralization of the organization increases. Coordinating the whole affair needs effective communication.

12. 3. Technological Advancement: With fast moving technology, the methods and techniques of work change very fast. Making people understand the newer ways of doing things need effective communication. 4. Role of Information : The organizations need for information has increased. The business environment is changing very fast, and to keep pace with this changing environment, organizations have to be abreast with the latest. 5. Change in Management Style : Earlier the style of working was: management decides and orders workers to perform. Over a period of time, there has been a substantial change in this approach. Now the emphasis is on participative management. This requires better and more effective communication.

13. 6. Need for Better Human Relations and Higher Motivation Level: With the growing aspirations of work force and its awareness, keeping the workers motivated and maintaining good relations with them is an important task of the management. This again requires better and more effective communication. 7. Increasing Social Role: Modern business is being recognized as a social institution. It has to deal with different segments of society who are in different capacities, such as its shareholders, customers, suppliers, trade unions, media, government, etc.

14. Process of Communication

15. Communication is the process of passing information and understanding from one person to another. The communication process involves six basic elements: sender (encoder), message, channel, receiver (decoder), noise and feedback. Supervisors can improve communication skills by becoming aware of these elements and how they contribute to successful communication. Communication can break down at any one of these elements. Breaking down the communication cycle into its parts is helpful to understand the responsibilities of both the sender and receiver of communication, as well as to identify communication barriers.

16. Communication is a dynamic and cyclical process. Communication Process has the 5 Steps : They are as follows:

17. Step 1: Idea Formation:   The communication process begins when the sender has an idea to be communicated.  The idea will be influenced by complex factors surrounding the sender.  The sender must begin by clarifying the idea and purpose.  What exactly does the sender want to achieve?  How is the message likely to be perceived?  Knowing this information provides a higher chance of successful communication Step 2: Message Encoding:   The idea must be encoded into words, symbols and gestures that will convey meaning.  Because no two people interpret information in the exact same way, the sender must be careful to choose words, symbols and gestures that are commonly understood to reduce the chances of misunderstanding.  Therefore, a sender must be aware of the receiver’s communication skills, attitudes, skills, experiences, and culture to ensure clear communication.

18. Step 3: Message Transmission:  Choosing the medium to transmit the message is the next step in the communication process.  Messages can be transmitted in a verbal, written, or visual manner.  For clear communication to occur, the medium and message must match Step 4: Decoding: When the message reaches the receiver, the message must be decoded into its intended meaning.  Therefore, the receiver must translate the words, symbols and gestures as the sender intended. Because no two people interpret information in the exact same way, incorrectly decoding a message can lead to misunderstanding.  Successful decoding is more likely when the receiver creates a receptive environment and ignores distractions.  Alert receivers strive to understand both verbal and nonverbal cues, avoid prejudging the message and expect to learn from the communication.

19. Step 5: Feedback: A vital part of the communication process is feedback.  Feedback occurs the sender and receiver check to ensure the message was understood as intended.  Feedback is a shared responsibility between the sender and the receiver and can be verbal or non-verbal.  For example , the sender can elicit feedback by asking, “Do you have any questions?” The sender can also improve the feedback process by only providing as much information as the receiver can handle.  Receivers can encourage clear communication by providing clear, timely, descriptive and non-judgmental feedback.  For example, the receiver can shake his/her head up and down to confirm “yes” I have a question.

20. Noise: It is the hindrance in the process of communication. It can take place at any step in the entire process. It reduces the accuracy of communication Eg . 1) Disturbance in the telephone lines, 2) An inattentive receiver 3) Improper Decoding of Message etc

21. Types of communication Communication is simply the act of transferring information from one place, person or group to another. Communication is of four main types. They are: Non-verbal communication Verbal communication Written communication Visual communication

22. Non-verbal communication Nonverbal communication has been defined as communication without words. It is interesting to note that non-verbal communication is used both intentionally and unintentionally. It includes apparent behaviours such as facial expressions, eyes, touching and tone of voice, as well as less obvious message such as dress, posture and spatial distance between two or more people. Facial expressions We often use facial expressions as a way to communicate that we are listening and engaged with the person speaking. A smile, furrowed eyebrows, or a quizzical expression all convey information to the speaker about how you are responding to their conversation.

23. Gestures: One of the most frequently observed, but least understood cue is a hand movement. Most people use hand movements regularly when talking. It can indicate a particular meaning, feeling or intention. While some gestures (e.g., a clenched fist) have universal meanings, others do not. Gestures with Universal Meaning: This category includes Salute, Bowing and Waving. Postures: Obviously, one can be lying down, seated or standing. These are not the elements of posture that convey messages. Are we slouched or erect? Are our legs crossed or our arms folded? Such postures convey a degree of formality and the degree of relaxation in the communication exchange.

24. Looking or Eye Contact: A major feature of social communication is eye contact. It can convey emotion, signal when to talk or finish, or convey aversion. The frequency of contact may suggest interest or boredom Physical Contact: Shaking hands, touching, holding, embracing, pushing or patting on the back all convey messages. They reflect an element of intimacy or a feeling of (or lack of) attraction.

25. Verbal communication: Verbal communication is defined as the transmission of messages, orders, or any suggestions by taking the help of spoken words. Also termed oral communication Verbal communication refers to the message or information transmission by words of mouth. Our use of language defines us as a species and profoundly influences all our other behaviors. Verbal communication establishes culture and civilization. Verbal communication refers to the use of sounds and language to relay a message. It serves as a vehicle for expressing desires, ideas and concepts and is vital to the processes of learning and teaching.

26. In combination with nonverbal forms of communication, verbal communication acts as the primary tool for expression between two or more people. Signs and symbols are the major signals that make up verbal communication. Words act as symbols and signs are secondary products of the underlying message and include things like tone of voice, blushing and facial expressions. We are also using pitch and tone, as well as the level of formality we use to convey important subtext to the person we are speaking with. Pitch When speaking, our emotions can often come into play. If we are angry, upset, or frustrated, our pitch might raise, conveying to the listener that we are experiencing a strong emotion. This is not necessarily a bad thing, but being able to control it allows you to make sure that you are effectively communicating.

27. Tone We all encounter situations that are frustrating or upsetting. Allowing that to change our tone from calm and professional to curt, short or rude is always a mistake. Tone conveys a lot of information to the listener about how the speaker views them. To build positive interpersonal relationships in an office environment, we should all endeavour to speak in a professional and respectful tone. Content Content is the most important part of verbal communication. What we say and the words we choose to use are crucial. While most office communications tend to be more formal.

28. Written communication Written communication is defined as the transmission of message instructions or orders in writing. Anything that put on paperboard or banner in any form to be read by other people is written communication. Written communication is a creative activity that requires a lot of imagination and effort to arrive at the finished product. While oral communication is spontaneous, written communication is based on conscious effort. Effective communication by writing is a massively important skill, especially as more people are working remotely and keep in touch throughout the workday through Skype or other digital mediums. Unclear messages, the information gone missing, or an incorrect understanding of tone or content are all problems that happen with written communication every day.

29. Structure , clarity and content are play very important in writing communication. Structure When writing, it is important to think about how you are presenting the information. Using paragraphs and line breaks are necessary. Clarity It is a hard balance to strike between over or under explaining concepts. Of course, this depends on the person, but over-explaining a little bit is much better than leaving the reader clueless. Content Written content tends to be a bit more formal than verbal. Leave out the slang, use proper punctuation and spelling, and remember that anything written – especially in the digital age – will remain, even if you delete it.

30. Verbal Communication Vs Written Communication: There exists one major difference between verbal and written communication. Verbal or oral communication takes the help of voice or spoken words to exchange ideas. On the other hand in written communication, we choose words to interact with one another. Another key difference is in verbal communication the transmission of messages is fast and it is quite slow in written communication. But using written communication also has one drawback the sender will never know whether either reader has read the message or not. The process of conveying information through verbal communication is spontaneous and we are unable to remove what we uttered once. On the other hand in written communication, we have the option to check and edit our message before sending it.

31. Here are a few of the differences between verbal and written communication. Key Differences: 1. The mode of verbal communication is face-to-face talk, interview, lecture, speech, telephonic call, meeting, or video conference. On the other hand, the mode of written communication is a report, letter, circular, manual, office memo, bulletin, email, fax and internet. 2. Written communication is a formal method of communication while verbal communication is taken as an informal way to communicate in our daily lives. 3: Verbal communication saves money and time as it is direct. Written communication feedback might take some time.

32. 4. Using verbal communication it is very hard to talk to people who are living in far-off places through phone calls. While using written communication you can talk to your loved ones living in distant places by sending email, letter, or fax. 5. In verbal communication, the only record that exists is either audio or video. While in written communication, the written document can be used as a future reference for any organization. 6. In written communication documents can be treated as legal evidence while in verbal communication it is not possible unless you record data with tape or video. 7. In verbal communication, you can motivate your employees with personal contact. While in written communication motivation with written words is not effective 8. The probability of misunderstanding is very high in verbal communication while in written communication it's quite less.

33. Conclusion: Communication whether it’s verbal or written is one of the most important things to survive in this social world. Effective communication brings people together and also close to each other. To improve the quality of human relationships, both verbal and written communication needs to play their role. People use written communication in business or while dealing with official matters as it is considered a more trustworthy way to communicate. So, we use verbal communication in personal dealings as it's less time taking.

34. Visual communication: Visual communication is the use of graphics to represent information for the purpose of communication. Visual communication is the use of visual elements to convey ideas and information which include (but are not limited to) signs, typography, drawing, graphic design, illustration, industrial design, advertising, animation and electronic resources. Visual communication is helpful in ensuring faster communication, engaging audiences, presenting data or information, helpful in retaining information and the development of creativity and imagination in people. Visual communication is mainly used to add more meaning to the information communicated.

35. Individuals use visual communications to help them depict emotions in the audience, thus making the communication more relatable. Also, visual communication makes the audience understand the idea presented and can be used on a wide range of people. In modern life, we’re surrounded by visuals—phone calls have been swapped for FaceTime and Zoom, social media is long past the days of text-only posts, and marketing has become increasingly reliant on images, videos, and illustrations to capture audiences’ attention. Visual communication includes videos, memos, slide presentations, paper handouts and print media. They are used to pass information from one person to another.

36. Videos: This form of visual communication is popular and assists in relaying information about a new idea. For instance, if a company launches a new product, a video can tell the company's stakeholders about it. Slide Presentations: Slide presentations add a graphical element to text in meetings and help make people focused on the subject matter. Graphs and charts are mainly used in slide presentations to make the information more understandable.

37. Memos : This form of visual communication assists in back-and-forth communication between groups. Paper Handouts: Handouts are used to present more comprehensive information if slide presentations are not sufficient. Handouts are given at the required time since giving them out early can create a distraction. Print: This form of visual communication has items like flyers, brochures, and posters. They serve on different occasions, and they are purposely not for education but to inform.

38. Memos : This form of visual communication assists in back-and-forth communication between groups. Paper Handouts: Handouts are used to present more comprehensive information if slide presentations are not sufficient. Handouts are given at the required time since giving them out early can create a distraction. Print: This form of visual communication has items like flyers, brochures, and posters. They serve on different occasions, and they are purposely not for education but to inform.

39. Uses for Visual Communication Different areas use visual communication. They include: Internet/Social Media Visual communication is used on the internet/social media to help in faster communication and easier comprehension of information shared. Politics In politics, visual communication engages the audience and simply informs voters during campaign times. The images used to depict a political party assists the audience in knowing leaders and their associated parties.

40. Science In science, visual communication is vital in depicting the influence of presented data, especially in pie charts and graphs. The audience can easily interpret the information they see and arrive at a conclusion faster. Media field In media, visual communication plays an integral role in assisting news consumers in retaining the information they receive from this media. Using visuals helps news consumers remember most of the information they receive.