Communication

A Definition
Communication is a process by
which information is exchanged
between individuals through a
common system of symbols,
signs or data.
Contd….
• Communication is conveying of
information from one person to another.

• The success of business depends upon

the effectiveness of communication.
Contd…

• Communication is a two-way process.

• It is a process by which information is
exchanged between individuals through a
common system of symbols, signs or data.
• To communicate effectively individuals
involved in a communication exchange
must be responsible speakers and
listeners.
 Process of Communication

Sender Encoding Message

Feedback Receiver Decoding Medium

 Types of Communication
• On the basis of Relationship( Formal
Communication and Informal Communication)
• On the Basis of Expression ( Written
Communication, Verbal Communication,
Gestural Communication)
• On the Basis of Organizational Structure
(Internal Communication, and External
Communication)
Verbal and Non-verbal
• Verbal – One person speaks and
another listens.

• Non-verbal – one person observing

another person who is using:
– Facial expressions
– Gestures
– Other forms of body language
– Sounds that are not words
Steps in Communicating
• Clearly define the message

• Carefully identify your target audience

• Select the methods, approaches, and

formats that work best for the group

• Find out how it did

Use the ‘5W’s and H’ Rule
• Whom
• What
• When
• Where
• Why
• How
Make Your Point Fast

Give the facts and details

from the most important
to the least important.
E-Mail Tips and Hints

• Keep message to one topic

• Include the subject on the subject line

• Do not capitalize all your message

• Grammar, spelling, correct work usage

General Communication Tips
• Listen – it is to understand what the speaker
is saying

• Maintain eye contact – It lets them know they

are communicating with you

• Ask

• Be honest and straightforward – set a good

example
General Communication Tips (con’t)

• Watch for non-verbal communication

• Find appropriate times and places for communication

– sometimes private conversations are needed

• Encourage others to communicate – ask, “What

questions do you have?”

• Respond to requests – it shows you are responsible

Barriers to Effective Communication
• Language Barrier
• Physical Barrier
• Emotional Barrier
• Semantic Barrier
• Status Barrier
• Wrong Choice of Barrier
• Specialization Barrier
• Other Barrier
Contd..
• Language Barrier
---language used in communication may be
an obstacle.

• Physical Barrier
---- the physical distance between the sender
and the receiver may be an obstacle.
 Contd..
• Emotional Barrier
--- these barriers often arise due to lack of
mutual trust and confidence. Due to
differences, people perceive same thing in
different manner.

• Semantic Barrier
---- it arises from the limitations of the symbolic
system itself. The same symbol may have
different meanings to different people.
 Contd….
• Status Barrier
---the differences in status of the sender and
receiver may be an obstacle.

• Wrong Choice of Barrier

--- each communication must be transmitted
through an appropriate system. An
unsuitable medium is one of the biggest
barriers.
Contd….
• Specialization Barrier
--- Due to specialization each department is
more concerned about its own interest and
work and does not understand the urgency of
other department.

• Other Barrier
--- other barriers can be shortage of time,
pressure of work etc.
 Measures to overcome it..
• Handling language differences carefully
• Control emotions
• Feedback
• Listening carefully
• Clarity of message
• Mutual trust
• Use of informal channel of Communication