Professional Documents
Culture Documents
PART: I
LEVEL: II
SEMESTER: I
DEFINITION OF COMMUNICATION
It is not just the process of transmitting, neither is it merely the message itself. Communication is
not just a set of techniques.
The word Communication comes from the Latin word of communis, which means
to share is the activity of conveying information through the exchange of thoughts, messages, or
information, as by speech, visuals, signals, writing, or behavior.
Communication requires a sender, a message, and a recipient, although the receiver need not be
present or aware of the sender's intent to communicate at the time of communication; thus
communication can occur across vast distances in time and space. Communication requires that
the communicating parties share an area of communicative commonality. The communication
process is complete once the receiver has understood the message of the sender.
According to Fred Luthans: Communication means The flow of material information,
perceptions and understanding between various parts and members for smooth running of an
organization.
According to Mary Munter Communication is the process of sharing by which message
produces response.
According to Murphy, communication is the process of transmitting and receiving verbal and
non-verbal messages.
Communication is a process of sharing message from on party to another party i.e. from sender
to receiver.
The message indicates that communication is not only what is on a piece of paper but it is a lot
more, it includes all ideas in the senders mind, how it is transmitted, how it is received and how
it is perceived, meaning how it is understood, it also means that communication is not just verbal
it is also non-verbal. The last part produces response means it is not just sending the information
but getting a response from it and that too an effective one.
Communication is any act by which one person gives to or receives from another person the
message about that persons needs, desires, perceptions, knowledge, emotional or affective
states. Communication may be intentional or unintentional meaning that it may involve
conventional or unconventional signals, may take linguistic or non-linguistic forms, and may
occur through spoken or other modes. In simple words; communication is the exchanging of
ideas, opinions, facts, feeling, taught, emotions and information through written or spoken
words, symbols or actions between two parties i.e. sender and receiver.
Note: In normal circumstance communication is a dialogue but it can be monologue where
someone might share ideas, opinions, facts, feeling, taught, emotions and information through
written or spoken words, symbols or actions between him and her (intrapersonal
communication).
Communication is considered to be effective if the messages shared mean the same thing to both
the sender and the receiver.
Therefore; Communication is a process of exchanging ideas, opinions, facts, feeling, taught,
emotions and information through speech, signals, writing, or behavior.
In communication process, a sender (encoder) encodes a message and then using a
medium/channel in sending it to the receiver (decoder) who decodes the message and after
processing information or responses to be sent back as appropriate feedback/reply using a
medium/channel.
COMPONENTS OR ELEMENTS OF COMMUNICATION
The following are eight core components of communication process:
1. Sender/Encoder
2. Encoding /scripting
3. Message
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4. Medium/ channel
5. Noise
6. Receiver/Decoder
7. Decoding
8. Feedback
1. Sender/Encoder
Encoder is the person who generates scripts and sends message. In oral communication the
encoder is speaker, and in written communication writer is the encoder. The first task of the
sender is to decide what you want to communicate and what would be the content of your
message. The second is to think about main points of your message and what other information
to include in? The third is to screen and decide the appropriate channel s/he should use in
sending message.
An encoder uses combination of symbols, words, graphs and pictures understandable by the
receiver, to best convey her/his message in order to achieve her/his desired response.
2. Encoding
The process of scripting or transforming ideas, opinions, facts, feeling, emotions, taught
and information into codes and figures to form message to be sent to the receiver.
3. Message
Message is a set of the information, ideas, opinions, facts, feeling, emotions, taught and
information that is going to be exchanged between sender and receiver.
4. Medium
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Medium/ channel are the route or way through which encoder will use to communicate or to
transmit her/his message to the receiver. How the message gets the receiver through channels?
Your medium to send a message may be print, electronic, or sound. Medium may be a person as
postman. The choice of medium totally depends on the nature of you message and contextual
factors discussed above. Choice of medium is also influenced by the relationship between the
sender and receiver. E.g.: News letter; application letter; C.V; telephone; postal; and etc.
NOTE: The oral medium, to convey your message, is effective when your message is urgent,
personal or when immediate feedback is desired. While, when your message is ling, technical
and needs to be documented, then written medium should be preferred that is formal in nature.
5. Receiver/Decoder
The receiver is the person to whom the message is being sent to. Receiver receives message and
prepares the feedback to the sender and decoding the message. Receiver may be a listener or a
reader depending on the choice of medium by sender to transmit the message. Receiver is also
influenced by the context, internal and external stimuli in her or his decisions.
6. Decoding
Decoding is a process of receives, analyses, criticizes, and interprets the received message by the
receiver to come up with comprehensive meanings.
7. Feedback
Feedback is the response or reaction of the receiver to a received message. Feedback may be
written or oral message, an action or simply, silence may also be a feedback to a message in case
one of either communicators or both are using non-verbal symbols.
Communication is said to be effective only when the sender receives some feedback. Therefore,
Feedback, actually, completes the loop of communication.
8. Noise
Noise is a set of all hinders/ obstacles or barriers that limit message or feedback to reach the
expected receivers. E.g.: Hall, long distance, emotions, etc.
THE MAIN STAGES OF COMMUNICATION PROCESS
The graphical presentation of communication process is as follows:
TYPES OF COMMUNICATION
People communicate with each other in a number of ways that depend upon the message and its
context in which it is being sent. Choice of communication channel and your style of
communicating also affect communication. So, there is variety of types of communication.
Types of communication based on the communication channels used are:
i. Verbal Communication
ii. Nonverbal Communication
I.
Verbal Communication
Verbal communication is communication where message are transferred by using voice, words
and sound.
Verbal communication refers to the form of communication in which message is transmitted
verbally; communication is done by word of mouth and a piece of writing. Objective of every
communication is to have people understand what we are trying to convey. In verbal
communication remember the acronym KISS (keep it short and simple).
When we talk to others, we assume that others understand what we are saying because we know
what we are saying. But this is not the case, usually people bring their own attitude, perception,
emotions and thoughts about the topic and hence creates barrier in delivering the right meaning.
So in order to deliver the right message, you must put yourself on the other side of the table and
think from your receivers point of view. Would s/he understand the message? How it would
sound on the other side of the table?
2. Written Communication
Written communication is a situation where message is shared among two or more parties by
using writings.
In written communication, written signs or symbols are used to communicate. A written message
may be printed or hand written. In written communication message can be transmitted via email,
letter, report, telephone, memo etc. Message, in written communication, is influenced by the
vocabulary & grammar used, writing style, precision and clarity of the language used.
Written Communication is most common form of communication being used in business. So, it
is considered core among business skills.
Memos, reports, bulletins, job descriptions, employee manuals, and electronic mail are the types
of written communication used for internal communication. For communicating with external
environment in writing, electronic mail, Internet Web sites, letters, proposals, telegrams, faxes,
postcards, contracts, advertisements, brochures, and news releases are used.
Advantages of written communication include:
Messages can be edited and revised many time before it is actually sent.
Written communication provides record for every message sent and can be saved for later
study.
A written message enables receiver to fully understand it and send appropriate feedback.
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Etc.
Appearance
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Body Language
Sounds
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LEVELS OF COMMUNICATION
Intrapersonal
Communication
Interpersonal
Communication
Small
Group
groups up to 25 people
Communication
Large
Group
groups of 25 or more
Communication
Organizational
Communication
Public
or
Mass
Communication
International
Communication
face
to
Examples
Casual
face
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conversations,
interviews,
communication
Group communication
Speaker-audience
Telephonic communication
Written communication
student-student negotiations.
Meetings,
conferences,
discussions
Seminars,
debates
Personal, business, interactions.
Letters, e-mails, reports, proposals.
workshops,
group
speeches,
3.
4.
5.
6.
7.
Conciseness
Completeness
Consideration
Concreteness
Courtesy
1. Correctness
At the time of encoding, if the encoder has comprehensive knowledge about the decoder of
message, it makes the communication an ease. The encoder should know the status, knowledge
and educational background of the decoder. Correctness means:
point sentences, including relevant material makes the message concise. Achieving conciseness
does not mean to lose completeness of message.
Conciseness saves time.
4. Completeness
By completeness means the message must bear all the necessary information to bring the
response you desire. The sender should answer all the questions and with facts and figures. and
when desirable, go for extra details.
Completeness brings the desired response.
5. Consideration
Consideration demands to put oneself in the place of receiver while composing a message. It
refers to the use of your attitude, emphases positive pleasant facts, visualizing readers problems,
desires, emotions and his response.
Consideration means understanding of human nature.
6. Concreteness
Being definite, vivid and specific facts and events rather than vague, obscure and general lead to
concreteness of the message; facts and figures being presented in the message should be specif.
Concreteness reinforces confidence.
7. Courtesy
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In business, almost everything starts and ends in courtesy. Courtesy means not only thinking
about receiver but also valuing his feelings. Much can be achieved by using polite words and
gestures, being appreciative, thoughtful, tactful, and showing respect to the receiver. Courtesy
builds goodwill.
Courtesy strengthen relations.
SUMMARY OF COMMUNICATION MAXIMS
Completeness (context)
Conciseness (style)
Consideration
(context/delivery)
Concreteness
(style/sources)
Clarity
(organization/
sources)
Courtesy (delivery)
Correctness (style)
desirable
to be sincerely tactful, thoughtful, and appreciative
II.
In downward communication flow information or message flows or moves from the top of the
organizational management hierarchy to the bottom of the organisation hierarchy by telling
people in the organization what is important (mission) and what valued (policies) is?
Downward communication flow generally provides information which allows a subordinate to
do something. E.g.: Instructions on how to do a task.
Mostly downward communication flow comes after upward communication flows have been
successfully established because it is feedback. This type of communication is needed in an
organization to:
Transmit vital information
Give instructions
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Note: Both Downward & Upward Communications are collectively called Vertical
Communication flow
III.
Horizontal communication flow is a situation where message is shared by people of the same or
similar levels of management hierarchy within a business organisation.
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It normally involves coordinating information, and allows people with the same or similar rank
in an organization to cooperate or collaborate. Communication among employees at the same
level is crucial for the accomplishment of work.
Horizontal Communication flow is essential for:
Solving problems
Accomplishing tasks
Improving teamwork
Building goodwill
Boosting efficiency
IV.
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This is a situation where message are shared by people from different organs, sections, or
departments i.e. manager of one group is sharing message with a member of another group.
Example is communication between UR-CE, Rukara Campus Director with management of
cleaning company.
Note: Vertical, horizontal and diagonal communication flows both are done within business
organisation.
V.
SAMPLE QUESTIONS
1. What is communication?
2. By using examples, give and explain eight elements of communication.
3. Distinguish the following:
i.
ii.
iii.
iv.
v.
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