COMMUNICATION,

TYPES,
PROCESS,
BY
BARRIERS,
DR SYED MANZOOR
HUSSAIN
SHAH AIOU ISLAMABAD

 Communication is the transfer of information

and understanding from one person to another

It is the process of exchanging information and

feelings between two or more people

Communication is the vehicle that allows to

fulfill each management function

Communication allow manager to obtain data

for decision making, to identify problems and to

know that actions are needed

Purpose of
Communication
Scott and Mitchell has identified

4 objectives
that communication serves within organization .
increase acceptance of organizational rules by
subordinates
gain greater commitment to organizational
objectives
provide necessary data for decision making
clarify task responsibilities, identify authority
positions and provide accountability for
performance

Elements of
Communication
Communicator
Communicate

Types of Communication
For conveying our thoughts, ideas, intensions,

opinions, desires to person/group of persons

We use variety of means such as spoken
words, printed words, graphs, pictorial
presentations, facial expression, bodily
movement, gestures.
Purposeful use of these means is essential as
they act on the basis of communication.
Organization with effective communication is
effective

Non Verbal
Communication
Expression without words, through gestures
behavior.
Unplanned and even unconscious
Carry more than 90% emotional meaning of
the message
These cues have a great impact on
communication
Gestures, Postures, Facial Expressions, Eye
Movements, Vocal cues

Verbal Communication
Expression through use of language
Language which is composed of words and

grammar
In sequential way/order
The communication can be in oral
Expression of ideas through the spoken words,
Face to Face conversation,
Telephone calls Private Meetings
Group Meetings
Teleconferencing's

Written Communication
Expression of ideas through words that are

meant to be read
This allows people to absorb information at
their own speed and level
Such as memos, letters, reports, electronic
mails

Media Communication
Print Media
Electronic Media
& others
Transmission of information using advanced

technologies such as;

computer,
electronic mail,
teleconferencing,
videocassettes,
video conferencing
and private television network

Formal Communication
Information by organizational official structure
Phone Calls,
Staff meetings
Department Meetings
Seminars
Newsletter
Official notes
Job instructions
Surveys
Report
Bulletin

Informal
Communication
It supplement formal communication
It is used as grapevine communication
It can be effective
Accurate
Helpful or
Harmful in Managing People

Vertical Communication
Flow of information up and down in the

organizational hierarchy
It enables to share information from bottom to
top
At lower level it provide information about
plans, schedule polices and schedules
At upper level it provide

Horizontal
Communication
Flow of information across departmental
boundaries
Section to section
Institution to institution

One way communication

It does not allow feedback
Speech
Advertisement
Policy Manual
The sender does not get feedback what the

listener feel about it

Two communication
The sender explicitly seeks feedback
Sender gain valuable information that

enhance his decision making

Comparatively better one

Downward
Communication
From superior to subordinate
Job instruction,
Policy matters,
Information about rules and regulations
Procedures and practice
Information to understand the procedure

Upward Channel
Communication from subordinate to superior
Provide feedback to the manager
Necessary for coordination of various

activities
Provide information about execution

Efficient and effective

communication

Communication within minimum time

Communication within minimum cost
Communication with most accurate mean
(sender)
Communication with most accurate mean
(receiver)
Comprehension of the message by both the
groups

Communication Process
Provides exchange of information between

sender and receiver

This involves sequential steps
Ideating
Encoding
Transmitting
Receiving
Decoding
Acting

Step 1
Concern with sender
Planning/Ideating
To develop an idea
Or thought that sender wishes to transmit

Step 2
Encoding (Idea becomes a message)
The process of putting the message into the
form the receiver will understand
Encoding in suitable words
Words
Charts or
Symbol for transmission

Step 3
Transmission
The message is transmitted to the receiver
Information from sender to receiver
Choice of channel depends on organization
Transmission allow the other person to receive
the message

Step 4
Receiving
Message becomes the receivers
responsibility
If no receive there is no communication

Step 5
Decoding
Receiver interpretation of message
Involves mental process of receiving
It involves meaning, action and
Affect the receiver takes

Step 6
Acting/Response
The receiver action is involved
The receiver ensure receipt of message and

try to understand it

Step 7
Feedback
Reaction to the message in the form of

communication back to the sender

Follow same step by step process
messaging

for

Important points for

communicator/Sender
Emphasis

on

planning

and

organizing

information
Most appropriate channel should be used
Efficiency and effectiveness of communication
Message should be decoded carefully

Problems of
communication
Feedback system
Lack of openness
Filtering
Fear
Language
Time constraints
Poor listening skills
Inefficient communication
Incorrect choice of medium
Message complexity
Lack of trust

How to improve
communication

Use of human relations tool

Proper planning
Creation of positive climate
Use of grapevine
Avoiding over communication
Meetings, directives and designs
Use of pictures
Utilization of feedback

Language barriers
Wrongly expressed message
Faulty translation
Use of technical language

Organizational barriers
Organizational policies
Organizational rules
Organizational relationships
Complexity in organizational structure
Organizational facilities

Personal Barriers
Barriers related to superiors
Attitude of superiors
Fear of position
Insistence of improper channel
Lack of confidence in subordinates
Shortage of time
Lack of attention

Barriers related to
subordinates
Lack of proper incentives
Unwillingness to communicate