COMMUNICATION

Chapter 4

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4.

COMMUNICATION
(i) (ii) (iii) (iv) (v) Define Communication ? Types or Forms of Communication Communication Process Model Different Commandments of Good Communication Barriers the Influence Communication Process.

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Define Communication ?

Communication as the transfer of information from the sender to the receiver, with the information being understood by the receiver. The term "communication" is derived from the Latin word "communis" which means "common". This stands for the sharing of ideas in common. It is the process of passing information and understanding from one person to another. In the words of Newman and Summer, "Communication is an exchange of fact, ideas, opinions or emotions by two or more persons". According to Hudson, " Communication in its simplest form is conveying of information from one person to another".

In the words of Brown, communication is "a process of transmitting ideas or thoughts from one person to another, for the purpose of creating understanding in the thinking of the person receiving the communication".

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Types or Forms of Communication ?

Communication as the transfer of information from the sender to the receiver, with the information being understood by the receiver.

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Communication Process Model

PROCESS OF COMMUNICATION

Communication has been defined as a process, which is dynamic and ever changing in nature.

Process consists of five steps:

Idea is generated Idea becomes message Message is transmitted Receiver gets message Receiver responds the message (Feed back)

IDEATION:
The process of communication begins with ideation, which refers to the formation of idea or selected message is to be communicated. The scope of ideation is determined by senders knowledge, experience and abilities.

SENDER:
Sender is one who starts the process of communication. Sender may select the content and its kind. It may be logical or emotional. Message may be on formal subject or general subject.

ENCODING:
In this stage messages are composed of symbols having translation of an already conceived idea by sender through appropriate medium. Converting idea to message can be termed as encoding, which needs to have selected medium for it.

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TRANSMISSION:
Transmission refers to the flow of message over a chosen channel. It is one of the most basic aspects of communication because it also involves in selecting proper time, place and way.

RECEIVING MESSAGE:
Receiver receives message from sender through a selected medium. The receiver has to assign meaning to a message in order to understand the message.

DECODING:
Decoding is reverse of encoding. It is a process of converting a message into thoughts by translating the received stimulus. Process of decoding involves to interpretation and analysis of a message, which is done by receiver.

FEED BACK:
Response is the last stage in communication process. It is an action or reaction of receiver to the message received. Response is thus known as key to communication effectiveness.

CONCLUSION: The flow of communication will be more effective if all the above have smooth flow, without any hindrance or noise.

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Different Commandments of Good Communication

These principles are advocated by Francis J. Bergin provide guidelines for choice of content and style of presentation adapted to the purpose of the receiver of the message.

They are also called the seven Cs of communication.

1. Completeness 2. Conciseness 3. Clarity 4. Correctness 5. Consideration 6. Courtesy

7. Concreteness

Completeness
1. 2. Every communication must be complete and adequate. Incomplete messages keep the receiver guessing, create misunderstanding and delay actions.

Conciseness
1. 2. A concise message saves time and expense for both sender and receiver. When combined with a you-view, concise messages are inherently more interesting to recipients as they avoid unnecessary information.

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Clarity
1. Clarity means getting your message across so the receiver will understand what you are trying to convey. 2. You want that person to interpret your words with the same meaning you have in mind.

Correctness
1. The term correctness as applied to business messages means right level of language and accuracy of facts, figures and words. 2. If the information is not correctly conveyed, the sender will lose credibility.

Consideration
1. Consideration means that you prepare every message with the recipient in mind and try to put yourself in his or her place. 2. Try to visualize your readers (or listeners)with their desires, problems, circumstances, emotions, and probable reactions to your request.

Courtesy
1. 2. Courteous messages help to strengthen present business friendships, as well as make new friends. Courtesy stems from sincere you-attitude.

Concreteness
1.

Communicating concretely means being specific, definite, and vivid rather than vague and general

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Barriers the Influence Communication Process

BARRIERS IN COMMUNICATION
Their might be a number of such barriers impeding the flow of communication in the organization. This may be classified as

(i) (ii) (iii)

External Organizational Personal factors.

EXTERNAL BARRIERS
1. Semantic barriers :

Semantic barriers are obstruction caused in the process of receiving or understanding of the message during the process of encoding and decoding ideas and words. Badly expressed message. Faulty translations Un-clarified Assumption. Specialists language.

2.

Emotional or psychological barriers

Emotional or psychological factors are the prime barriers in inter-personal communication. The meaning ascribed to a message depends upon the emotional or psychological status of both the parties involved. Premature evaluation. Inattention Loss by transmission and poor retention. Undue reliance on the return word. Distrust of communicator. Failure to communicate.
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ORGANIZATIONAL BARRIERS :
An organization being a deliberate creations for the attainment of certain specified objectives, day-to-day happening within it require being regulated in such a manner that they contribute to attain these objectives in the most efficient manner. Organizational policy Organizational rules and regulations. Status relationships. Complexity in organization structure Organizational facilities.

PERSONAL BARRIERS :
While the organizational factors discussed above are, no doubt important influences operating on communication, a host of factors internal to the two parties-sender and receiver-to this process also exert important influences on its operation, s communication is basically an inter personal processes.

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