Unit- 1 - Theory of Communication &

Types and modes of Communication

Introduction-

The term ‘COMMUNICATION’ derives from the Latin word ‘COMMUNICARE’, which means ‘to
share’. So, ‘COMMUNICATION’ is the process of passing information, idea and Knowledge
between a sender and a receiver through an accepted code of symbols.

Communication is fundamental to the existence and survival of humans as well as to an

organization. It is a process of creating and sharing ideas, information, views, facts, feelings
from one place, person or group to another.

A "communication theory" is an attempted explanation of how and why humans

communicate meaningfully with each other. Such theories can originate from a variety of
different fields, including psychology, biology, and philosophy, though the actual study of the
nature of communication is a field in and of itself. At its core, a communication theory is
generally devoted to providing an explanation of how, exactly, one individual is able to
communicate meaning to another and the degree to which the speaker and the listener can
understand each other. Other theories are more focused on the historical and ritual
significance of communication as an essential element of culture. Such theories may focus on
the broad cultural effects of communication instead of the specific process of transmitting
meaning.

Communication is a fundamental part of human interaction and is essential for the

functioning of any society. Communication is the process of transmitting information, ideas,
and emotions from one person to another. communication can help you build stronger
relationships and achieve your goals.

Communication is the process of two or more people or groups exchanging information,

ideas, thoughts, and feelings. It is a basic human activity that enables individuals to
communicate with one another and exchange ideas, feelings, and experiences. There is a
sender, a message, and a receiver in the communication process.
The sender is the individual or organisation that starts the conversation by encrypting a
message and transmitting it to the receiver. The information or concept being communicated
is known as the message, which can be done either verbally or by nonverbal clues.
The individual or group that gets the message, decodes it and interprets its meaning is the
receiver. In order to confirm that the communication has been received and understood, the
recipient may also give feedback to the sender. Feedback can come in the form of questions,
remarks, or other cues and can be verbal or nonverbal.

Importance of Communication

The ability to communicate is essential for human interaction and is important in many facets
of life. It enables people to communicate their thoughts, ideas, and feelings to others and also
makes it easier for them to interpret and comprehend the messages of others. Building and
maintaining connections, both personal and professional, depends on effective
communication. It enables people to connect with one another and develop a relationship
based on trust and understanding. The accomplishment of organisational goals and objectives
in a professional setting depends on effective communication. It promotes teamwork, dispute
resolution, and coordination of efforts. Decision-making also heavily depends on effective
communication. It makes it possible for people to gather and evaluate data, express their
viewpoints, and come to agreements. Effective communication is crucial in a corporate
setting for marketing, sales, and customer service. It promotes client happiness and brand
loyalty.

Communication steps/ process /Cycle:

Communications is a continuous process that mainly involves three elements viz. sender,
message, and receiver. The elements involved in the communication process are explained
below in detail:
Communication process is cyclic in nature.
In first step, the sender forms the content of the message to be sent.
▪ The sender encodes the message and sends it through a channel.
▪ This channel is nothing but the language use – words, actions, signs, objects or combination
of these.
▪ The receiver receives the message, decodes it, and acts on it.
▪ If the message received is the same as the message sent, there will be a response; if not,
there has been a breakdown of communication. This may happen because of noise.
▪ The transmission of the receiver’s response to the sender is called feedback. If we are
sending a message to somebody, our communication cycle is complete only when we get a
response from the recipient of your message. Otherwise, we need to resend the message.
Our communication is fully effective only when we get the desire response from the receiver.

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. Channel
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. Decoding
It is the process of converting the symbols encoded by the sender. After decoding the
message is received by the receiver.

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. Feedback
Once the receiver confirms to the sender that he has received the message and understood
it, the process of communication is complete.

8. Noise/ Barrier
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.
Effective Communication

The practice of clearly and meaningfully conveying information and ideas between two or
more people or groups is known as effective communication. It includes a number of crucial
components, such as:

Active listening: This refers to giving verbal or nonverbal indicators that show you are
interested and paying attention, as well as actively listening to the speaker and
comprehending their message.

Clarity and conciseness: Using simple language and being direct and to the point are essential
components of effective communication. This makes it easier to communicate clearly and
ensures that the message is understood as intended.

understanding: Understanding the viewpoint of the person you are interacting with, and
being conscious of their needs and feelings are other components of effective
communication. This fosters trust and fosters an environment that is encouraging to effective
communication.

Feedback and response: Giving comments on the message heard and reacting in a way that
is appropriate and respectful are further components of effective communication. This makes
it easier to make sure the message is understood and that any misconceptions are promptly
resolved.
 1.2 Types of Communication

Types of Communication-
Broadly Communication can be divided into 3 categories-
1. verbal,
2. non-verbal, and
3. visual.
The following sections will give details of each of these types and their sub-types.

1. Verbal Communication
This refers to Communication using spoken words of the language. The word "verbal
Communication" refers to a sort of Communication in which a message is delivered
orally, and it encompasses both oral and written Communication. The goal of any
Communication is for people to understand what we're trying to express.

2. Nonverbal Communication
Non-Vocal Communication is the technique of transmitting meaning without the use of
written or spoken words. Non-verbal communication refers to any communication between
two or more people that involves the use of facial expressions, hand motions, body language,
postures, and gestures. These non-vocal cues can provide insights, supplementary
information, and significance in addition to spoken communication.
Non-vocal elements such as unspoken symbols, signs, and signals to express meaning are
examples of verbal communication. Non-vocal elements such as body language, gestures,
facial emotions, and eye contact are examples of nonverbal communication.

Non-verbal communication refers to all communication that occurs without the use of words,
spoken or written. Non-verbal communication is concerned with body movement (kinesics),
space (proxemics), and vocal (paralinguistic) features. It includes all unwritten and unspoken
messages, both intentional and unintentional.

Elements of Non-verbal communication:

Non-verbal communication is concerned with body movement (kinesics), space (proxemics)
and vocal (paralinguistic). They are discussed in the following sections.
Kinesics [Body Language]
Body language or the science of kinesics is very revealing. Watching the way people use their
body movement and gestures to express themselves can bring you a lot closer to the truth
than simply listening to what they say. When a speaker presents himself, we see him before
we start hearing him. Immediately, we begin developing impressions of his ability and
attitudes based on the non-verbal signals he sends. This is why body language is so important
in oral communication.

Kinesics is the name given to the study of the body’s physical movements. Kinesics includes:
1. Personal Appearance
Personal appearance plays an important role; people see before they hear. As you adapt our
language to an audience, we should also dress appropriately. Appearance includes clothes,
hair, jewelry, cosmetics, and so on. Today, the purpose of clothing has altered from fulfilling
a basic need to expressing oneself. Clothes also highlight the body’s movements, and the
choice of clothes reveals a lot about the wearer’s personality and attitude.
2. Posture
Posture generally refers to the way we hold ourselves when we stand, sit or walk. One’s
posture changes accordingly to the situation. If nervous, one would normally be seen pacing,
bobbing the shoulders, playing with notes, ringing coins, moving constantly, or staying glued
to the ground.

3. Gesture
Gesture is the movement made by hands, head, or face. Skillful and appropriate gesture can
add to the impact of verbal communication. A well-timed gesture not only drives a point home
but also enhances the value of what is being said. Similarly, an awkward gesture (like playing
with a key chain or button) can mar the effectiveness of the message.

4. Facial Expression
Facial expressions also play an important role in presentation. The face is the most expressive
part of our body. A smile stands for friendliness, a frown for discontent, raised eyebrows for
disbelief, tightened jaw muscles for antagonism, etc. The six basic facial expressions are:
happiness, surprise, disgust, fear, anger, sadness.
5. Eye Contact
Eyes are considered to be the windows of the soul. We look at the eyes of a speaker to help
find out the truthfulness of his speech, his intelligence, attitudes, and feelings. Eye contact is
a direct and powerful form of non-verbal communication. Looking directly at listeners builds
rapport. Looking directly at listeners, builds friendly understandings. Eye contact is a rich
source of feedback. For example, prolonging the eye contact for 3 to 5 seconds (without giving
impression of staring) tells the audience that the presenter is sincere in what he says and he
wants us to pay attention.

Proxemics
Proxemics is the study of physical space in interpersonal relations. In a professional setting,
space is used to signal power and status. Your gestures should be in accordance with the
space available. Edward T Hall in his‚ ‘The Hidden Dimension‛ divides space into four distinct
zones.
1. Intimate
This zone starts with personal touch and extends just to 18 inches. Members of the family,
spouses, relatives, and parents fall under this zone. This zone doesn’t need active
conversation only whisper is enough. A handshake, a pat on the back, or a hug, all comes into
this zone.
2. Personal
This zone stretches from 18 inches to 4 feet. Close friends, colleagues, peers etc fall in this
zone. Instead of whispering sounds, there can be normal conversation in this zone. Sitting or
standing so close brings one closer to the listener and gives the impression of friendliness and
warmth.
3. Social
Social events take place in this radius of 4 feet to 12 feet. In this zone, relationships are more
official. These situations involve less emotion and more planning. The number of people
decides whether it should be sitting- sitting or sitting-standing position. To be authoritative
with a large audience, a sitting-standing position can be used.
4. Public
This zone starts from 12 feet and may extend to 30 feet or to the range of eyesight and
hearing. Events that take place in this zone are formal. The audience is free to do whatever it
feels like. The speaker has to raise his voice or use a microphone to communicate. The
speakers like the Prime Minister of a country have to maintain this distance for security
reasons.
3. Visual communication-
Visual communication is the use of visual elements to convey ideas and information which
include signs, drawing, graphic design, illustration, advertising, animation, and electronic
resources.

Visual communication can be achieved in a variety of different ways. Examples of visual

communication include:

 Videos and photos

 Graphs, charts, infographics, and other types of data visualization
 Typography
 Maps (such as mind maps and content maps)
 Illustrations and graphic design
 Slide decks and presentations
 GIFs
 Screen capture and recordings
Presenting information visually allows you to convey your message with more impact than
text can achieve. A visual communication strategy should be an essential part of your business
activities.

Conclusion

In summary, clear communication is essential in all kinds of interactions, whether they be

personal or professional. It entails paying attention and speaking clearly, demonstrating
empathy and understanding, and responding and giving feedback. By putting these
components into practise, people and groups can strengthen their connections, communicate
more effectively, and accomplish their objectives more quickly. Success in any field depends
on effective communication, which is also essential for both personal and organisational
growth. As a result, it’s crucial to work on your communication skills and to remember the
numerous components of good communication in all of your interaction.