Communication

Communication
The Communication is a two-way process wherein the message in the form of
ideas, thoughts, feelings, opinions is transmitted between two or more persons
with the intent of creating a shared understanding.
Simply, an act of conveying intended information and understanding from one
person to another is called as communication. The term communication is
derived from the Latin word “Communis” which means to share. Effective
communication is when the message conveyed by the sender is understood by
the receiver in exactly the same way as it was intended.

Communication Process
communication is fundamental to the health and operation of an organisation. A
clear communication process creates a space and platform for people to share
ideas, information, facts and feelings. It improves the reliability and
coordination of information. As a result, key stakeholders can make informed
decisions quickly and efficiently.
The communication is a dynamic process that begins with the conceptualizing
of ideas by the sender who then transmits the message through a channel to the
receiver, who in turn gives the feedback in the form of some message or signal
within the given time frame. Thus, there are Seven major elements of
communication process:
Sender: The sender or the communicator is the person who initiates the
conversation and has conceptualized the idea that he intends to convey it to
others.
Encoding: The sender begins with the encoding process wherein he uses certain
words or non-verbal methods such as symbols, signs, body gestures, etc. to
translate the information into a message. The sender’s knowledge, skills,
perception, background, competencies, etc. has a great impact on the success of
the message.
Message: Once the encoding is finished, the sender gets the message that he
intends to convey. The message can be written, oral, symbolic or non-verbal
such as body gestures, silence, sighs, sounds, etc. or any other signal that
triggers the response of a receiver.
Communication Channel: The Sender chooses the medium through which he
wants to convey his message to the recipient. It must be selected carefully in
order to make the message effective and correctly interpreted by the recipient.
The choice of medium depends on the interpersonal relationships between the
sender and the receiver and also on the urgency of the message being sent. Oral,
virtual, written, sound, gesture, etc. are some of the commonly used
communication mediums.
Receiver: The receiver is the person for whom the message is intended or
targeted. He tries to comprehend it in the best possible manner such that the
communication objective is attained. The degree to which the receiver decodes
the message depends on his knowledge of the subject matter, experience, trust
and relationship with the sender.
Decoding: Here, the receiver interprets the sender’s message and tries to
understand it in the best possible manner. An effective communication occurs
only if the receiver understands the message in exactly the same way as it was
intended by the sender.
Feedback: The Feedback is the final step of the process that ensures the
receiver has received the message and interpreted it correctly as it was intended
by the sender. It increases the effectiveness of the communication as it permits
the sender to know the efficacy of his message. The response of the receiver can
be verbal or non-verbal.

Types of noise during the communication process

Reducing 'noise' or distractions can significantly increase your chances of
successfully communicating your point. It ensures your message does not get
misinterpreted or ignored, and the receiver takes it seriously instead. To
effectively eliminate noise, senders should consider the receiver's personal
beliefs and their physical environment. Here are the four types of noise you
need to eliminate for smooth communication:

1. Psychological noise
This type of noise interferes with communication between the sender and
receiver because of personal barriers. Managing psychological noise is a sign of
respect. It helps build trust and encourages people to speak up Some examples
of psychological noise are:

Preconceived beliefs
Biases and prejudice
Stereotypes
Sarcasm

2. Physical noise
Physical noise describes external distractions in your workplace. Noise from
colleagues speaking loudly or listening to music exemplifies how our
surroundings can hamper us from understanding or decoding a message.

3. Environmental noise
Environmental noise makes it difficult to hear or concentrate on a message, for
example, noise from a construction site or passing traffic. Noise can affect our
emotions and, therefore, the way we perceive a message. That is why it is
important to keep distractions to a minimum.

4. Semantic noise
Semantic noise is interference on the sender's end. This could be because of
technical issues or poor communication skills. To communicate a message
clearly, it is important to avoid jargon, abstract ideas and ambiguous language
when writing. Similarly, speaking clearly in a relaxed and confident tone can
communicate your point more effectively.

Principles of effective communication

Effective communication refers to the process of exchanging information, ideas,
thoughts, and feelings in a way that is clear, concise, and well-received by the
intended audience. Effective communication is a two-way process that involves
both the sender and the receiver of the message. It requires that the message is
accurately conveyed, understood, and interpreted by the receiver as intended by
the sender.
Effective communication requires several skills, including active listening, clear
and concise language, nonverbal communication, empathy, and adapting to
different communication styles and contexts. It also requires that the sender is
aware of their communication style, as well as the communication styles of their
audience, and can adjust their approach accordingly.
Effective communication is essential for building and maintaining relationships,
achieving goals, and resolving conflicts. It is also vital to personal and
professional success, enabling us to connect with others and convey our ideas,
thoughts, and feelings clearly and effectively.
1. The principle of clarity: A message should be clear, free from distortion and
noise. A vague message is not only a barrier to creating effective
communication but also causes a delay in the communication process and this is
one of the most important principles of effective communication.

2. Principles of Brevity: A communication should be brief i.e. just necessary and

sufficient. Repetition and over-explanation are likely to destroy the actual
meaning and importance of the message. Moreover, the reader may feel
disturbed by receiving a long message.

3. The principle of Simplicity: A message should be given using simple and

familiar words. Vague and technical words should be avoided. Simple words are
easy to understand and help the receiver to respond quickly.

4. The principle of Timeliness: Communication is meant to serve a specific

purpose. If communication is made in time, communication becomes effective.
If it is made untimely then it may become useless.

5. The principle of Compass: The communication net should cover the whole
organization. The concerned people must know “What exactly they need and
“When they need it. And effective communication will serve such.

6. The principle of Integrity: Communication should consider the level of

people, principles & objectives of an organization to create a network or chain.
Such a network will provide a better field of internal and external
communication.

7. The principle of strategic use of Informal Organization: The most effective

communication results when managers use the informal organization as
complementary to formal communication, e.g. arranging sports, cultural
functions & dinners for the employees can be an informal organization.
8. The principle of Feedback: To provide a message to the receiver is not
complete communication. The response from a receiver is essential. Therefore
feedback is required for communication to be effective.

9. The principle of Alternativeness: Effective listening is important in

communication otherwise communication will be ineffective and useless.

10. The principle of language control: The sender should be careful in selecting
proper words and forming sentences, words and structured sentences are the
keys to making effective communication. You should see also the principles of
effective writing.

Benefit of effective communication

Effective communication in the workplace is an integral part of an efficient and
successful business. It ensures everyone understands their duties and
responsibilities, helps build quality client and employee relationships and keeps
employees engaged and productive. Business owners should prioritize effective
communication in their organization if they want to ensure employee
satisfaction and promote high performance.
Communication at work includes several different methods of transmitting and
receiving information. The most common forms of communication in the
workplace include:
Written communication, such as memos and emails
Oral communication, such as speaking to another person
Nonverbal communication, such as nodding to show understanding
Listening skills, including active listening
There are several benefits that effective workplace communication provides an
organization. These benefits include:
1.Mitigated conflict
Effective workplace communication can help reduce conflict or tension at work.
Most conflicts arise due to ineffective communication tactics which lead to
individuals misunderstanding what's being communicated. Misunderstandings
can result in employees or other members of an organization feeling not
understood, disrespected, disregarded or simply not performing in an expected
manner.

For example, if one team member is told to make 25 calls a day and another
member of the same team in the same position is told to make 50 calls a day, the
employee with the most calls may feel taken advantage of. However, if the team
leader holds a meeting to clarify how many calls are supposed to be made by
each employee, all employees receive the same information and there is less of
a chance for conflict or tension to arise.
2. Increased employee engagement
Effective communication does more than just ensure information is accurately
received. It also works to connect others and keep open lines of communication
between employees and other members of the organization. This ultimately
works to create better engagement between employees, which can lead to
increased employee satisfaction and healthier company culture.
Ways that communication improves employee engagement include that it:
 Helps management better understand the goals and needs of employees
and what motivates them
 Ensures employees' skills and talents are recognized and utilized when
possible
 Improves the connection between employees for a more enjoyable work
environment
 Creates better relationships between employees and management as well
as between management and C-level employees of the organization
3. Improved productivity
Employees who feel connected to their work and have a clear understanding of
what's expected of them are more likely to be productive and perform
efficiently. When employees don't understand their role or expectations in a
position or have limited resources to perform their duties, they often feel
confused or as if they aren't able to perform their job to the best of their ability.
Ensuring information is readily available and communicated in an effective
manner allows employees to accurately perform their duties and can increase
productivity throughout the organization.
4. Improved client relations
Good communication in the workplace isn't just relevant to employees of the
organization. Effective communication also directly affects client relations.
Organizations that communicate well with their customers or clients are more
likely to build solid relationships and retain clients versus companies that don't
prioritize client communication. Customers look for companies that value their
relationship and keep them up-to-date on changes and are more loyal when they
feel connected to these companies.
5. Healthy workplace culture
Effective communication plays an important part in maintaining a healthy
workplace culture. Many workplaces employ people of all different cultures,
races and beliefs, and conflict will naturally arise when so many differences are
present. A culture of open communication fosters a healthy and accepting
environment where all employees feel equal and understood.
6. Improved direction for employees
Open communication in the workplace ensures employees understand their part
in the company and have a clear direction in terms of what's expected of them.
This empowers employees to take the appropriate steps needed to complete
their duties and contribute to the organization as a whole.
7. Boosted employee job satisfaction
Employees who are part of an organization that practices good communication
in the workplace are more likely to experience increased job satisfaction. A
transparent and trustworthy environment supports employee satisfaction by
creating a harmonious workplace that is enjoyable to work in and keeps
employees engaged in their positions.
8. Increased innovation
Workplaces that encourage employees to communicate their opinions and ideas
tend to foster more innovation than those that don't. Employees who feel
empowered to speak up and think in different ways often contribute meaningful
ideas and strategies that help not only the employees but the organization as a
whole.
9. Strengthened team building
In order to work effectively together, team members must know they can trust
the other members of their team. Communication is a major component of trust
and ensures everyone is of the same understanding in terms of the expectations
and duties of the team. Clear guidelines that are communicated effectively help
team members know how to behave as part of the team and ultimately bring
team members closer to each other for a more synchronized work effort.

10. Improved public impression

Companies that have a good reputation in terms of communicating both
internally and with clients often have a strong and positive public impression.
This helps attract talent to the company and can even increase interest from
investors and banks.
Communication Barriers
A communication barrier is anything that comes in the way of receiving and
understanding messages that one sends to another to convey his ideas, thoughts,
or any other kind of information. These various barriers of communication
block or interfere with the message that someone is trying to send. There are
numerous barriers to effective communication that can come in the way. It
happens because the message sent by the sender might not be understood
exactly as it is meant to be. It can get distorted during the communication
exchange. These different types of communication barriers can come at any
stage in the process of communication. It can come because of the bias or
stereotyping and generalization that exists in the workplace.
A skilled communicator needs to have information about the different types of
barriers to effective communication and try to prevent them. These barriers to
effective communication can be overcome by active listening, reflection, etc.
The communicator must seek feedback from the receiver of the information to
check if the message was understood in its true sense. Listed below are some of
the common barriers to effective communication.
Using Jargon:
If one uses unfamiliar terms or over-complicated technical terms, it could not be
understood well.
Lack of Attention or Interest:
If the message is irrelevant to the receiver or there are distractions around (like
others speaking at the same time) then the message might not be communicated
properly.
Perception Difference:
If two people see things differently then their viewpoints might come in the way
of deciphering the message correctly.
Physical Disabilities:
If the receiver has hearing problems, or the speaker has speech disabilities, then
communication will not be effective. It will distort the message.
Emotional Barriers:
Sensitive topics make it difficult for the speaker or the receiver to engage
properly in the communication exchange. It could also be that some people are
not comfortable expressing themselves; hence their words might not reflect the
true meaning of what they want to convey. Topics that may be taboo or off-
limits for some people are politics, religion, mental or physical disabilities,
racism, sexuality, and any other unpopular options.

The Difference in Culture:

Social interactions have different norms in different cultures. For example, the
idea of space exists in some cultures and social settings but not in the same form
in others. These cultural differences could prevent effective communication.

Physical Barriers to Communication:

A face-to-face communication has a lot of parts to the communication than just
the words. Facial expressions, body language, gestures, etc. are also involved in
the whole communication process. If you can’t see the person, then some
messages might get lost. Text messages, phone calls, etc. are some of the
technological ways of communicating which lack the effect of a personal
meeting.
Language Difference:
The difference in dialects of different regions or unfamiliar accents can make it
difficult to understand the message sent.
Prejudices:
Most people have preconceived notions about many things; hence they hear
only what they want to listen to, not what is being said. These false assumptions
and stereotyping lead to barriers in communication.
How to Overcome Barriers to Effective Communication
Following are the different measures to overcome effective communication:
Ideas should be Clear before Communication
The person sending the message should have clear ideas in his mind about what
he wants to convey. He should know the objective of the message and
accordingly, he should arrange his thoughts in a systematized way.
Sender should Communicate According to the Receiver’s Needs
The sender should frame the structure of the message not according to his own
level or ability but should keep in mind the level, understanding, and
environment of the receiver.
Consult Others before Communication
During Communication planning, suggestions should be invited from all the
concerned persons. Its main benefit is that all those people who are involved in
the communication planning will contribute to the success of the
communication system.
Be Aware of the Tone, Content, and Language of the Message
The sender should consider that the message should be transmitted in a clear,
precise, and easy language. The tone of the message should not hurt the feeling
of the receiver. Hence, try to formulate the content of the message in brief and
ensure to avoid technical words.
Convey Things that is Helpful to Listener
The content of the message should be helpful and valuable to the receiver. The
need and interest of the receiver should be kept in mind before communicating.
Communication becomes more effective in such situations.
Ensure to getting Proper Feedback
The aim of getting feedback is to find whether the receiver has properly
understood the meaning of the message received. While communicating face to
face, the reaction on the face of the receiver can be easily understood.
Message should be Consistent
The message sent to the receiver should not be inconsistent. The information
transferred should be in accordance with the objective, programs, policies, and
techniques of the organization. When a new message is sent in place of the old
message, a sender should always mention it as it will create confusion.
Follow Up Communication
To make the communication effective, the manager should attempt to know the
weakness of the communication system. In this condition, effort should be made
to know whether it is appropriate to focus more on formal communication or
informal communication.
Be a Good Listener
Both sender and receiver must be good listeners in the communication process.
Both should understand each other's points of view with patience, attention, and
a positive attitude. A receiver can receive much relevant information if he is a
good listener.