Waht is Communication an type of communication .................. .............. ...........ppt

What is communication , types of communication

1. Module I Communication Skills-II BCU-241 Communication Dr. Nitin Malhotra, Assistant Professor Department of English Amity School of Languages, AUMP, India

2. Contents: Process and Importance Models of Communication (Linear Model by Shannon Weaver) Role and Purpose Types & Channels Communication Networks Principles & Barriers

3. Models of Communication: Communication models are systematic representations of the process which helps in understanding how communication works can be done. Models show the process in symbols. They form general perspectives on communication by breaking communication from complex to simple and keeping the components in order. A communication model is a pictorial representation of the communication process, ideas, thoughts, or concepts through diagrams, etc. They can be considered to be systematic representations of the process that help us understand how communication can be carried out.

4. Linear Model of communication In a linear model of communication, one person sends a message, and another person receives it. Therefore, it only moves in one direction. Linear models typically don't consider any feedback that the recipient may send back to the sender.

5. In the linear model, communication is considered one way process where the sender is the only one who sends the message and the receiver doesn’t give feedback or response. The message signal is encoded and transmitted through channels in presence of noise. The sender is more prominent in the linear model of communication.

6. Linear model was founded by Shannon and Weaver which was later adapted by David Berlo into his own model known as the SMCR (Source, Message, Channel, Receiver) Model of Communication .

7. Linear Model:

8. Linear model is applied in mass communication like television, radio, etc. This model is not applicable in general human communication as general human communication has to have feedback and responses.

9. Components: Linear model has a defined set of components required for communication to be established where Sender  is the person who sends a message after encoding. Encoding  is the process of converting the message into codes compatible with the channel and understandable for the receiver. Decoding  is the process of changing the encoded message into understandable language by the receiver. Message  is the information sent by the sender to the receiver. Channel  is the medium through which the message is sent. Receiver  is the person who gets the message after decoding. Noise  is the disruptions that are caused in the communication process in the channel or in understandability of the message.

10. Types of Linear Communications: Different types of communication models based on lithe near model of communication are: Aristotle’s Model: Aristotle’s Model is a linear communication model which was made for public speaking. In Aristotle’s model, the speaker sent a message and the audience receives it. The model was made to establish propaganda.

11. Shannon Weaver Model: The Shannon Weaver Model of Communication is a mathematical model used for technical communication or machine communication like telegraph and telephone. In Shannon Weaver’s model, if the channel does not have distorting elements or noise-producing elements, the communication is successful.

12. Berlo’s SMCR Model: Berlo’s Model was made to understand general human communication. In Berlo’s Model, communication depends on many factors: like communication skills, attitude, knowledge, sociocultural systems, the way in which the message has been sent, the content of the message, the senses of the receiver, etc.

13. Criticisms of the Linear Model: The model assumes that communication has a particular beginning and an end, so it is not continuous. There is no concept of feedback which makes it inapplicable to direct human communication and only applicable to mass communication like newspapers, television, etc. There is no way to know if the communication was effective or not. Human communication is mostly circular rather than linear as the audience is also an active participant.

14. Communication may not happen in turns and more than one message can be sent at the same time. The sender must have the ability to encode and the receiver must have the ability to decode. The model has become less relevant to electronic communication and the internet where it’s not clear who is the sender and who is the receiver.

15. Shannon Weaver Model The Shannon–Weaver model is one of the first and most influential models of communication. It was initially published in the 1948 paper A Mathematical Theory of Communication and explains communication in terms of five basic components: a source, a transmitter, a channel, a receiver, and a destination.

16. In 1948, Shannon was an American mathematician, Electronic engineer and Weaver was an American scientist both of them joined together to write an article in “The Bell System Technical Journal” called “A Mathematical Theory of Communication” also called “Shannon-Weaver model of communication”.

17. This model is specially designed to develop effective communication between sender and receiver. Also, they find factors which affect the communication process called “Noise”. At first, the model was developed to improve Technical communication. Later it was widely applied in the field of Communication.

18. The model deals with various concepts like Information source, transmitter, Noise, channel, message, receiver, channel, information destination, encode and decode.

19. The source produces the original message. The transmitter translates the message into a  signal , which is sent using a channel. The receiver translates the signal back into the original message and makes it available to the destination. For a landline phone call, the person calling is the source. They use the telephone as a transmitter, which produces an electric signal that is sent through the wire as a channel. The person receiving the call is the destination and their telephone is the receiver.

20. Shannon and Weaver focus on telephonic conversation as the paradigmatic case of how messages are produced and transmitted through a channel. But their model is intended as a general model that can be applied to any form of communication. For a regular face-to-face conversation, the person talking is the source, the mouth is the transmitter, the air is the channel transmitting the sound waves, the listener is the destination, and the ear is the receiver. Note: Paradigmatic: a fancy word for describing something that is an ideal or standard .

21. In the case of a phone call, the source is the person calling, the transmitter is their telephone, the channel is the wire, the receiver is another telephone and the destination is the person using the second telephone.To apply this model accurately to real-life cases, some of the components may have to be repeated. For the telephone call, for example, the mouth is also a transmitter before the telephone itself as a second transmitter.

22. Barriers to Communication

23. Semantic Barriers The branch of science that deals with the meaning of words and sentences is known as Semantics. The problems and obstructions in the process of encoding and decoding messages into words or impressions are known as  Semantic barriers.  This barrier arises because different words mean different things to different people. A breakdown in communication can occur when two individuals attach different meanings to a word. For example, for organisations , ‘Profits’ may mean growth and efficiency, but for employees, it may mean excess funds generated by paying inadequate wages and benefits. 

24. Some of the common forms of Semantic Barriers are as follows: Badly Expressed Message:  When a message lacks clarity and precision, it is said to be a badly expressed message.  Communication becomes ineffective when the language of the message is vague, imprecise, or there is the use of wrong words or omission of needed words. Symbols with Different Meanings:  The same words may carry different meanings to different people, and can convey different meanings under different situations.  For example,  words like effect and affect, ideal and idle, advice and advice, bear and bare, etc., sounds similar, but they have different meanings.

25. Faulty Translations:  Sometimes, people do not understand the language in which a message is given by the sender. In such cases, it becomes necessary to translate the message into a language, which is understandable by the receiver. The translator should be proficient enough to translate the language, otherwise, this can also be a barrier to communication .

26. Unclarified Assumptions:  The receiver may have different assumptions if the sender does not clarify the assumptions about the message. For example, a boss may say, ‘Complete the work’. Here, the boss has not mentioned the day and date when the work has to be completed. He may mean to complete the work by tomorrow, but subordinates may understand it as a week’s target.

27. Technical Jargon:  Technical Jargon or terminology is used by many experts and specialists to communicate messages. Such jargon is not understood by the common people, which leads to poor communication.   Body Language and Gesture Decoding:  Non-verbal or gestural communication is also an effective means of communication. Facial expressions, gestures, body language, etc., should correspond to the language. The receiver may get confused and can misunderstand the message if a verbal language does not match the body language.

28. Psychological Barriers Barriers which arise on the account of emotional and psychological status of the sender and receiver of the message are known as  Psychological Barriers.  For example, a person who is under stress cannot communicate properly. Some of the common forms of Psychological Barriers are as follows: Premature Evaluation:  The tendency of forming a judgement before listening to the entire message is known as premature evaluation. This distorts understanding and acts as a barrier to effective communication. This can also lead to prejudices against communication.

29. Lack of Attention:  Communication can be less effective, and the message can be misunderstood if proper attention is not given to it. This inattention may arise due to the preoccupied mind of the receiver.  For example,  a superior gave instructions to operate a new software, however, the subordinate was preoccupied with other personal issues. Such lack of attention makes the communication process one-way and ineffective.

30. Distrust:  Lack of mutual trust between the sender and the receiver also acts as a barrier to communication. Parties involved in communication cannot understand the message in an original sense when they do not believe each other.

31. Loss by Transmission and Poor Retention:  There is loss of or transmission of inaccurate information when communication passes through various levels or channels in the organisation . It is more common in the case of oral communication. Poor retention also acts as a barrier when people are unable to retain the information for a long time.

32. Organisational Barriers In an organisation , communication has to pass through various levels and channels, hence it may not reach the same place as it was sent by the sender. Organisation structure, rules and regulations, authority relationships, etc., act as a barrier to effective communication. 

33. Some of the Organisational Barriers are as follows: Organisational Policy:   Effectiveness of communication is affected by organisational policy. The communication process is hampered if the policy is not supportive of the free flow of communication.  For example,  in a centralised organisation , free communication is not encouraged, and communication has to follow through a proper channel only.

34. Rules and Regulations:  The process of communication is affected by rigid and cumbersome rules and regulations. The channels and the subject matter are already prescribed through, which the messages are to be communicated. These prescribed rules, regulations, and channels are rigid and can act as barriers. 

35. Status:  Psychological distance is created between superior and subordinate because of status. Such statuses stand in the way of true and accurate communication. Subordinates are also not allowed to express their feeling freely if the manager is status conscious.

36. Complexity in Organisation Structure:  Organisation structure can also act as a barrier to communication. If there are many managerial levels in an organisational structure, then communication gets delayed and distorted. Organisational Facilities:  If facilities like frequent meetings, conferences, suggestion boxes, complaint boxes, etc., are absent in an organisation , then effective communication is hampered.

37. Personal Barriers The effectiveness of communication is influenced by the personal factors of both sender and the receiver. Some of the Personal Barriers are as follows: Fear of Challenge to Authority:  If a superior fears that a particular communication can hamper his authority, then he may withhold such communication, as he always wants to maintain a higher position and prestige in the organisation .

38. Lack of Confidence of Superior on his Subordinates:  When superiors do not have faith or confidence on the competence of their subordinates, then communication is said to be hampered. When there is a lack of trust and confidence in subordinates, the superior may not take advice or suggestions from the subordinates. 

39. Unwillingness to Communicate:  Unwillingness to communicate can be another reason for ineffective communication. Many times, subordinates do not communicate with their superiors because they believe that if the information is not correct or appropriate, it will adversely affect them.

40. Lack of Proper Incentives:  Subordinates also do not take initiative to communicate, when there is no motivation or incentives for communication. For example, if there is no reward for the suggestion given by the subordinates, then they will not take initiative. 

41. Channels and Network to communication

42. Definition: A communication channel is a platform one person uses to communicate with another in person, in writing, or digitally. In a business context, communication channels can be external for communication with leads, customers, and business partners or internal for communication between colleagues.

43. Formal Formal communication channels help communicate official information about a company, its policies, and news. These channels prefer the written form and are usually a one-way street, meaning they don't require much dialogue. Formal channels help communicate within the organization and with external sources, such as customers, partners, and investors.

44. Examples:  Email newsletters, internal knowledge platforms, press releases, official emails, website, and company blog 

45. Informal Information channels are crucial for communication between companies, customers, and employees. Dialogue is a critical aspect of these channels. Informal communication channels are more likely to persuade and convert customers through conversational than in-your-face marketing.

46. Examples:  Social media, internal company messengers, live chat, videoconferencing, and team-building activities 

47. Unofficial communications channels facilitate behind-the-scenes interactions not directly related to the business but critical to the organization's communication culture. These channels help privately share experiences about a company that could make or break its reputation with customers and employees.

48. Examples:  Word of mouth, live or virtual social gatherings, and informal activities. 

49. Face-to-face communication A face-to-face communication format is any form of interaction between two or more people. In a business environment, colleagues, managers, employees, partners, and investors prefer face-to-face communication. It also highlights a business meeting that is too important to go digital.

50. Examples of face-to-face communication channels: Live office meetings and informal chats Employee interviews  Live one-on-ones with managers Live meetings with partners  Meetings with customers  Meetings with investors  Business lunches with partners or customers

51. Best used for: Daily internal communication Important business meetings  Contract signing  Business deals

52. Digital  Any technology-based communication channel is called a digital communication channel. These channels are mobility-oriented and bridge communication gaps. Most digital tools are available as cloud tools or mobile apps. Digital communication channels require an internet connection or Wi-Fi.

53. Examples of digital communication channels: Instant messaging and chat:  Messenger, WhatsApp,  WhatsApp Business , Skype, Skype for Business, and Viber Text messages:  Business SMS Corporate social media platforms:  Facebook, LinkedIn, and Twitter Corporate communication platforms:  Microsoft Teams and Slack Project management tools:  Monday.com and Jira Web chat:  Live web chat and chatbots

54. Best used for:  Online businesses  E-commerce  SaaS and tech businesses  Essential for:  Remote work Hybrid work Digital nomads

55. Written communication channels  Written communication channels have existed for centuries and are fundamentally timeless. Many of them offer multiple digital channels for written communication but hardly use advanced technologies.

56. Examples of written communication channels: Email Web forms, including feedback forms Social media messages  Faxes Telegrams Proposals Local ads, booklets, and promotions Letters 

57. Best used for:  Formal legal communication  Local businesses without a digital presence, including local non-profits, legal businesses, and local shops  Local advertising

58. Communication Networks: A communication network  refers to how information flows within the organization . Information within an organization generally flows through a system, rather than being a free flow. Communication networks are regular patterns of person-to-person relationships through which information flows in an organization.

59. Networks:

60. Circle network In a circle network, a person can communicate with two other persons one to his/her right and the other to his/her left. Here each member communicates with the people on both sides. This network is observed e.g. when managers are there in a meeting. The manager, in question, can converse with two sit to his right and left. It is generally found in the case of a committee or task force. Here each person gives and receives information from two or more persons in the network.

61. In a circle network, employees communicate only with adjoining members of the organization. This circle network is similar to a chain network except that information flows in a circular form or direction rather than a vertical form or direction. It is analogous to a group working in a physical arrangement such that workers can communicate with their immediate neighbours but not with others in the group. 

62. Chain network

63. Y network Y pattern of communication is more complicated as there are different sub-groups within a group. In the centre is a leader who manages these sub-groups. According to this pattern given by Leavitt, there are 3 subgroups being controlled by a single leader. There are 3 members in each sub-group. Here, as mentioned in circle and chain communication patterns, there is a chain of command within the sub-group. The lowest level of each sub-group communicates with the members senior to them. They communicate it with their seniors. Then, that member communicates it with the leader.

64. The message sent by the leader also communicates from a top-to-bottom approach. The sub-groups cannot communicate with each other. They need to pass the information through the leader to send any message to other sub-groups.

65. Wheel network In the wheel pattern, there is a leader at the centre of all communication. All others are members that stand at the same level in the structure. Here, all members can communicate with the leader and vice versa. But, members cannot interact with each other. Sometimes, members do not even know of the existence of other members of the same group.

66. This pattern is taken as the best pattern of communication for any organization as a leader can have direct contact with all. Communication problems are less and the method is quick. There is no distortion of information by other members of the group while passing the message. Prompt and simultaneous feedback is also encouraged in the communication pattern.

67. Network Bureaucratic organization communications structures are taken as network patterns of communication as it is a non-symmetric network of people with social relations. Their job roles are interlinked. Communication in networks can be prescriptive, like rules given by leaders to other members or descriptive like case reports given by members to leaders. The network is a communication pattern in which anyone can communicate with anyone else as per their needs and requirements. In a network, communication differs due to physical proximity and organizational structures too.

68. Chain pattern of communication has similar problems as the circle pattern as it also follows a certain chain of command. In the circle, a person can send a message that reaches all members of the group whereas, in the chain, it is either top to bottom level staff or bottom-to-top-level staff. It is a one-way flow of communication.

69. In a chain communication pattern, all members cannot communicate with the leader of the group like in a circle. So, the members might not get the exact message sent by the leader but an altered version of it. The leader won’t even be aware what distorted message others lower in the command got. Feedback can also be distorted.

70. Learning Outcome: To develop the knowledge/interest of the student in the English Language . To enhance their speaking skills in an effective manner. Students will be able to get familiar with the importance of communication in daily life.