Communication Notes
Communication Notes
Communication Notes
Communications Process
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. Media (Medium)
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
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.
Importance of Communication
Types of Communication
1. Formal Communication
Formal communications are the one which flows through
the official channels designed in the organizational chart.
It may take place between a superior and a subordinate, a
subordinate and a superior or among the same cadre
employees or managers. These communications can be
oral or in writing
Vertical Communication
VerticalCommunications as the name suggests
vertically upwards or downwards through formal
flows
channels. Upward communication refers to
the flow of
communication from a subordinate to a superior whereas
downward communication flows from a superior to a
subordinate.
Horizontal Communication
Horizontal or lateral communication takes place between
one division and another. For example, a production
manager may contact the finance manager to discuss the
delivery of raw material or its purchase.
2. Informal Communication
Any communication that takes place without following
the formal channels of communication is said to be
informal communication. The Informal communication is
often referred to as the ‘grapevine’ as it spreads
throughout the organization and in all directions without
any regard to the levels of authority.
1. Semantic Barriers
These are concerned with the problems and obstructions
in the process of encoding and decoding of a message
into words or impressions. Normally, such barriers result
due to use of wrong words, faulty translations, different
interpretations, etc.
For example, a manager has to communicate with
workers who have no knowledge of the English language
and on the other side; he is not well conversant with the
Hindi language. Here, language is a barrier to
communication as the manager may not be able to
communicate properly with the workers.
2.Psychological Barriers
Emotional or psychological factors also act as barriers to
communication. The state of mind of both sender and
receiver of communication reflects in effective
communication. A worried person cannot communicate
properly and an angry recipient cannot understand the
message properly.
3.Organizational Barriers
The factors related to organizational structure, rules and
regulations authority relationships, etc. may sometimes
act as barriers to effective communication. In an
organization with a highly centralized pattern, people
may not be encouraged to have free communication.
Also, rigid rules
and regulations and cumbersome procedures may also
become a hurdle to communication.
4.Personal Barriers
The personal factors of both sender and receiver may act
as a barrier to effective communication. If a superior
thinks that a particular communication may adversely
affect his authority, he may suppress such
communication.