Nine key elements of communication process:

1. Sender: The person or entity initiating the communication by creating and sending
a message.

2. Message: The information, idea, or content that the sender wishes to convey to
the receiver. This can be in the form of words, gestures, visuals, or other means of
expression.

3. Receiver: The individual or group of individuals who are the intended audience of
the message and who receive and interpret it.

4. Encoding: The process of translating thoughts and ideas into a format (language,
symbols, signs, etc.) that can be understood by the receiver.

5. Decoding: The process by which the receiver interprets and makes sense of the
message. Effective communication depends on the receiver's ability to understand
the message as intended by the sender.

6. Channel: The means through which the message is transmitted, such as spoken
language, written text, body language, electronic media, or face-to-face conversation.

7. Feedback: The response or reaction of the receiver to the sender's message.

Feedback can be verbal or non-verbal and helps in assessing the effectiveness of
the communication.

8. Context: The surrounding circumstances, environment, and background

information that can influence the interpretation of the message. Context includes
cultural, social, and situational factors.

9. Barrier: Any interference, distortion, or disruption in the communication process

that can affect the clarity and accuracy of the message. Noise can be external (e.g.,
background noise) or internal (e.g., personal biases).

Five key functions of communication

1. Control/Regulate: Communication can be used to control or regulate behavior

within a group or organization. This involves setting rules, guidelines, and
expectations and then communicating them to ensure that individuals adhere to
them. In a family, for example, parents might use communication to set and enforce
rules for their children.

2. Social Interaction: Communication is essential for social interaction and building

relationships. It enables individuals to connect with one another, engage in
conversations, and participate in social activities. Social interaction is a fundamental
function of communication that helps establish and maintain bonds with others.

3. Motivation: Communication is a powerful tool for motivating and inspiring others.

Leaders and managers often use communication to encourage their team members,
set goals, and provide feedback. Motivational speeches and messages can boost
morale and drive individuals to achieve their best.
4. Emotional Expression: Communication allows individuals to express their
emotions, feelings, and thoughts. It provides a means to share joy, sadness, anger,
or any other emotional experience with others. Expressing emotions through
communication can help foster empathy and understanding.

5. Information Dissemination: As you mentioned, communication is crucial for

disseminating information. This function involves sharing knowledge, news, updates,
and data with others. Whether in a personal or professional context, the effective
spread of information is essential for informed decision-making and problem-solving.

IMPORTANT BARRIERS TO EFFECTIVE COMMUNICATION

1. Linguistic Barriers: Differences in language and vocabulary can impede

communication. People who speak different languages or use specialized jargon may
struggle to understand one another.

2. Psychological Barriers: These barriers are related to an individual's mental state

and may include issues like stress, anxiety, or preconceived notions that affect their
ability to listen or understand the message.

3. Emotional Barriers: Emotions like anger, fear, or sadness can interfere with
effective communication. Emotional barriers can make it challenging for individuals to
convey or receive information impartially.

4. Physical Barriers: Physical obstacles, such as noise, poor lighting, or long

distances, can hinder the transmission and reception of messages. These barriers
can make it difficult to hear, see, or convey information.

5. Cultural Barriers: Differences in culture, values, and customs can lead to

misunderstandings and misinterpretations. These barriers often arise in multicultural
or cross-cultural communication.

6. Organizational Barriers: Issues within an organization, such as a lack of clear

communication channels, hierarchy, or bureaucratic structures, can hinder effective
communication.

7. Attitude Barriers: Negative attitudes or biases towards a person, group, or topic

can obstruct communication. These attitudes may cause people to be less receptive
to the message.

8. Perception Barriers: How individuals perceive and interpret information can vary
widely. Different backgrounds, experiences, and beliefs can lead to varying
interpretations of the same message.

9. Physiological Barriers: Physical conditions like hearing impairments or speech

impediments can create obstacles to effective communication. These barriers affect
the ability to send or receive messages.

10. Technological Barriers: Over-reliance on or difficulties with technology, such as

malfunctioning equipment, can disrupt communication, particularly in the modern
digital age.
11. Socio-religious Barriers: Differences in religious beliefs and social norms may
lead to communication challenges, especially in contexts where such differences are
strongly held.

STRATEGIES ON HOW TO AVOID COMMUNICATION BREAKDOWN

1. Keep Focused: To maintain effective communication, it's essential to stay

focused on the conversation or message at hand. Avoid distractions and
multitasking, as they can lead to misunderstandings and missed information.

2. Speak Intelligibly: Clear and intelligible speech is critical for effective

communication. Enunciate your words, speak at an appropriate pace, and adjust
your tone and volume to ensure your message is easy to understand.

3. Be Specific: Provide clear and specific information when communicating. Vague

or ambiguous messages can lead to confusion. Use concrete examples, details, and
facts to convey your point.

4. Do Not Jump to Conclusions: Avoid making assumptions or jumping to

conclusions based on incomplete information. Seek clarification and context when
needed to ensure you have a full understanding of the message.

5. Listen with Ears and Eyes: Effective communication involves active listening.
Pay close attention to what the other person is saying, and use non-verbal cues,
such as body language and facial expressions, to better understand their message.
This also includes maintaining eye contact to demonstrate your attentiveness.

6. Minimize Your Distractions: Just as you should minimize distractions for the
other person, you should also ensure you are not the source of distraction. Put away
your phone, close unnecessary tabs on your computer, and create a quiet
environment for conversations.

7 C’s OF EFECTIVE COMMUNICATION

1. Completeness: Ensure that your communication conveys all the necessary

information. It should answer the who, what, when, where, why, and how questions
to provide a comprehensive understanding of the message.

2. Conciseness: Strive to be brief and to the point in your communication. Avoid

unnecessary details or wordiness. Concise communication is more easily understood
and less likely to lead to confusion.

3. Consideration: Keep your audience in mind when communicating. Be empathetic

and consider their needs, concerns, and perspectives. Tailor your message to be
more relatable and relevant to the recipient.

4. Concreteness: Use specific facts, figures, and examples to make your message
more tangible and convincing. Vague or ambiguous statements can lead to
misunderstandings.
5. Courtesy: Show respect and politeness in your communication. Use a courteous
and respectful tone. This is especially important in professional and interpersonal
interactions.

6. Correctness: Ensure that your message is free from grammatical errors, spelling
mistakes, and inaccuracies. Clear and correct communication enhances your
credibility and avoids confusion.

7. Clearness: Strive for clarity in your communication. Use language and formatting
that are easy to understand. Avoid jargon or complex vocabulary that might be
unfamiliar to your audience.

DIFFERENT TYPE OF SPEECH STYLES

1. Frozen Style: The frozen style is the most formal and rigid form of communication.
It is typically used in highly ceremonial or scripted situations. (Example: Legal
documents, national anthems, religious rituals, and academic writing like
dissertation.)

2. Formal Style: Definition: Formal style is characterized by structured language and

a high degree of professionalism. It is often used in business, academic, and official
settings. (Example: Business letters, academic presentations, job interviews,
and official speeches.)

3. Consultative Style: The consultative style is a more interactive form of

communication, characterized by a two-way exchange of ideas. It is used in
professional conversations and expert consultations. (Example: Meetings,
consultations with clients, collaborative problem-solving in the workplace, and
expert advice.)

4. Casual Style: Casual style is less formal and more relaxed. It is commonly used in
everyday social interactions and informal settings. (Example: Conversations with
friends, text messages, social media posts, and casual emails to
acquaintances.)

5. Intimate Style: The intimate style is the most personal and private form of
communication. It is used in close, emotional relationships.(Example:
Conversations between romantic partners, close family members, or best
friends. Love letters and personal diaries also fall into this category.)