basics of communication

1. Introduction
to
Communication

2. Definition & Meaning
• “The transfer or conveying of meaning“-
Oxford Dictionary
• “Sharing of experience on the basis of
commonness" - Wilbur Schramm.
• A process of sharing facts, ideas, opinions,
thoughts and information through speech,
writing, gestures or symbols between two or
more persons.

3. Function of Communication
• Information
• Instruction
• Entertainment
• Persuasion
• Debate and Discussion
• Integration

6. Characteristics
• Two way process with senders and receivers
• Dynamic
• Continuous
• Involves transfer of idea, knowledge, etc.
• To create mutual understanding
• Can be oral, written, sign or gesture
• quality of a communication process depends upon
participants as well as the channel involved

7. Elements
• Sender - The person who sends the message.
• Encoding - translation of the messages to the form
which can be understood by the receiver
• Message - Subject matter of communication. It may
contain facts, ideas, feelings or thoughts.
• Medium/channel – Media used to convey message.
• Receiver - The person who receives the message.
• Decoding - reverses the code to get the exact
information

8. Elements
• Feedback - Receiver’s response or reaction or reply to
the message
• Noise - Noise is any factor that disturbs, confuses or
otherwise interferes with communication.
• Context - situation of the surrounding where the
communication is taking place - could be the
sociocultural, political, economic or even psychological
and affects the communication process directly.

9. Process
Communication Process

10. Types of Communication
Communication
Based on target
Based on parties
Based on formality
Based on medium

11. Types of Communication
Based on
target
Intrapersonal
Interpersonal
Group
Communication
Mass
Communication

12. Types of Communication
Based on
parties
Internal
Vertical
Downward
Upward
Diagonal
Horizontal
External

13. Types of Communication
Based on formality
Formal
Informal

14. Types of Communication
Based on
medium
Verbal Oral
Speaking
Listening
Written Writing
Reading
Non - verbal
Facial expression
Gestures
Body Language
Proximity
Touch
Appearance
Silence
Pitch/Tone

15. Communication Networks

16. 7Cs of Communication
• Clear
• Concise
• Concrete
• Correct
• Coherent
• Complete
• Courteous

19. Barriers to Communication
• Physical Barrier
• Semantic &Language Barrier
• Socio-psychological Barrier
• Cultural Barrier
• Organisational Barrier
• Inappropriate Medium

20. Physical Barriers

21. Faulty Organizational Structure
• Large working area
• Closed office doors
• Separate areas for people of different status
• It forbids team member from effective
interaction with each other.

22. Noise
• Physical noise (outside disturbance)
• Psychological noise (inattentiveness)
• Written noise (bad handwriting/typing)
• Visual noise (late arrival of employees)

23. Time and Distance
• Improper Time
• Defects in Medium of communication
• Network Facilities
• Mechanical Breakdowns

24. Information Overload
• Piling up of tasks due to improper time
management.
• Excess number of people assigned for same
task
• Work overload/Information duplication.

25. Semantic & Language Barriers
Those who speak do not know
Those who know do not speak

26. Semantics
• The study of the meanings of words and
phrases in language

27. Similar sounding words
These words are known as Homophones
Pronunciation
Spelling
Meaning
Examples:
• pale/pail
• alter/altar
• buy/bye/by
• rain/reign

28. Words having multiple pronunciations
These words are known as Homographs
Spelling
Pronunciation
Meaning
Examples:
• The bandage was wound around the wound.
• We must polish the Polish furniture.
• He could lead if he would get the lead out.

29. Words having multiple meaning
These Words are also known as homonyms
Spelling
Pronunciation
Meaning
Examples:
• Never desert your friends in the desert.
• Close the window before the bee gets too
close

30. Denotations and Connotations
• Denotation: The literal meaning of a word
• Connotation: The emotions and associations
connected to a word
– Favourable Connotation: 'honest', 'noble',
'sincere’
– Unfavourable Connotation: 'cowardly',
'slow', 'incompetent‘
Examples:
• They gave us cheap stuff.
• At this shop, they sell things cheap

31. Language barriers
• Different Languages
• No Clarity in Speech

32. Language barriers
• Using Jargons
• Not being specific

33. Socio-psychological barriers

34. Psychological barrier
• Distorted communication because of human
psychology problems.
• Attitude and opinions
• Emotions
• Filtering and distortion of message
• Status difference
• Inattention
• Closed mind
• Fields of experience

35. Psychological barrier
• Group identification
• Self-image
• Premature evaluation
• Distrust
• Poor retention

36. Cross-Cultural Barriers

38. Different Cross Cultural Barrier
• Language
• Values

39. Different Cross Cultural Barrier
• Social Relation
• Concept of time

40. Different Cross Cultural Barrier
• Concept of space
• Gestures

41. Organisational barriers

42. Organizational barriers
• Loss or distortion of messages as they pass
from one level to another
• Filtering of information according to one’s
understanding/interpretation
• Messages not read completely or not
understood correctly
• Deliberate withholding of information from
peers perceived as rivals
• Information gap if upper level does not know
the true state of affairs

43. Organizational barriers
• Lack of communication policy
• Authoritarian attitude of management
• Poorly Defined Authority and Responsibility
• Too Many Levels in Organization Structure
• Insufficient Communication Training

44. Overcoming Communication Barriers
• For Physical Barriers-
– Appropriate Seating Arrangement
– Ensure Visibility & Audibility
– Environmental Comfort
– Minimise Visual/Oral Distractions
• For Semantic Barriers-
– Use of Simple Language
– Symbols & Charts
– Active Listening/ Constructive feedback

45. Overcoming Communication Barriers
• For Socio-Psychological Barriers-
– Attention & Motivation
– Assistance & Sympathy
• For Cross Cultural Barriers-
– Understanding of Traditions & Customs
– Detailed information about Culture
• For Organisational Barriers-
– Simple Organisational Structure
– Avoiding Information Overload
– Create a climate of trust and openness

46. Overcoming Communication Barriers
– Develop and use formal information channels in
all directions
– Encourage the use of multiple channels including
formal and informal communications
– The organizational structure should fit
communication needs.

47. Overcoming Communication Barriers
• Individual
– Active listening
– Select the appropriate channel for the message
– Make a special effort to understand each other's
perspective
– Communicate important messages via several
different media to ensure that they are received.
Make sure that all the messages are consistent

48. “What you do speaks so loudly that I cannot
hear what you say.”
― Ralph Waldo Emerson
Watch your words for they convey message;
mind your body language for that conveys
even more!!!

49. History of Communication
• https://www.atlassian.com/communication-
through-the-ages-infographic
• Movie