Communication is the transfer of information and understanding from one

person to another. It is the way of reaching others by transmitting ideas, facts,

thoughts, feelings, and values.

When communication is effective, it provides a bridge of meaning between

two people so they can share what they feel and know.
It always involve at least two people- a sender and a receiver.
Communication is what the receiver understands, not what the sender says.

Importance of Communication

Organizations cannot exist without communication.

Every act of communication influences the organization in some way.
Communication helps accomplish all the basic management functions.

It tends to facilitate b THE COMMUNICATION PROCESS

1. Develop an idea The first step is to develop an idea that the sender would
transmit. This is the key step, because unless there is a worthwhile message,
all the other steps are somewhat useless.
2. Encode The second step is to encode or convert the idea into suitable
words, charts, or other symbols for transmission. At this point, the sender
determines the method of transmission so that the words and symbols may
be organized in suitable fashion for the type of transmission.
The key to successful encoding lies in the process of framing an issue
for presentation. FRAMING uses rich, colorful, carefully selected
language to shape the perceptions of recipients.
3. Transmit When the message finally is developed, step 3 is to transmit it by
the method chosen. The sender also chooses a channel and communicates
with careful timing. He then tries to keep the communication channel free of
barriers or interference.
4. Receive In this step, the initiative transfers to the receiver, who tunes in to
receive the message. If the receiver does not function, the message is lost.
5. Decode The fifth step is to decode the message so it can be understood.
Understanding can occur only in a receivers mind and he alone chooses
whether to understand or not.
6. Accept Once the receiver has obtained and decoded a message, that
person has the opportunity to accept or reject it. Acceptance however, is a
matter of choice and degree, such that the receiver has considerable control
over whether or not to embrace all the message or just parts of it.
7. Use - Step 7 in the communication process is for the receiver to use the
information. The receiver may discard it, perform the task as directed, store
the information for the future, or do something else.

Providing Feedback When the receiver acknowledges the message and

responds to the sender, feedback has occurred. Feedback completes the
communication loop.

POTENTIAL PROBLEMS
1. Defensive reasoning when threatened with the potential embarrassment of
losing an argument, people tend to abandon logic and rationality. It is
designed to avoid risk and the appearance of incompetence.
2. Cognitive Dissonance - This is the internal conflict and anxiety that occurs
when people receive information incompatible with their value systems, prior
decisions, or other information they may have.
3. Face-saving an attempt to preserve or even enhance our valued selfconcept (face) when attacked.
COMMUNICATION BARRIERS
NOISE may entirely prevent a communication, filter out part of it, or give it
incorrect meaning.
1. Personal Barriers are communication interferences that arose from
human emotions, values, and poor listening habits. They may also stem from
the differences in education, race, sex, socioeconomic status and other
factors.
Psychological Distance - a feeling of being emotionally separated.
2. Physical Barriers are communication interferences that occur in the
environment in which it takes place.
Proxemics The study of spatial separation. It involves the exploration of
different practices and feelings about interpersonal space within and across
cultures.
Intimate communications between close friends occur at a very short
range ( 6- 18 incher)
Conversations with acquaintances are often held at 3- or 4- foot
personal distance.
Work-related discussions between colleagues may occur at a social
distance of 4 to 12 feet
Impersonal and formal conversations in public occurring 12 feet or
more.
3. Semantic Barriers Arise from limitations in the symbols with which we
communicate.
Semantics is the science of meaning and is contrasted to phonetics, the
science of sounds.
Jargon specialized language of a group. It may include acronyms, slang, or
distinctive terms that are created by a professional or interest group.
Inference Are made whenever we interpret a symbol on the basis of our
assumptions instead of the facts.
COMMUNICATION SYMBOLS
1. Words are the main communication symbol used at work. It must be in
context so that they would be communicated sensibly.
2. Pictures is used to clarify word communication. Examples are pictures,
blueprints, progress charts, diagrams, maps, visual aid and similar devices.
3. Action (Nonverbal Communication) Peoples actions are means of
communication to the extent that such actions are open to interpretation by
others

Body language by which people communicate meaning to others with

their bodies in interpersonal interaction. It is an important supplement to
verbal communication.
Grapevine is an informal communication system. The term applies to all formal
communication, including company information that is communicated informally
between employees and people in the community.