Communication

“Communication is not all
about what you say but what
other understand”.
-Anon
Ms. Sindhura Thallapaka

From the moment we get up in the
morning, we communicate with others
either by speaking or writing. We do this
without any hesitation or any problem.
Yet when we are asked to speak before a
group of people or asked to write a letter,
most of us will hesitate to do so. Some of
us even fail in communicating properly
in such situations. We can cite many
reasons for the failure in communication
in these situations. Be it fear, fluency in
language, unable to understand what the
speaker intends to say, etc.,


Now, let us see what Communication is. Most of the
people say that ‘it is transmission of information from
one person to another using certain common code’.
This is how most of the people understand the
meaning of communication.

In fact this is the same as the simplest definition given
in Britannica Encyclopedia-“The exchange of
meanings between individuals through a common
system of symbols.”

“Communication is an art of being
understood”
-Peter Ustinov

Good Communication always
 Leads one to personal effectiveness.
 Helps one to associate with other people.
 Builds better understanding
 Builds better interpersonal relationships.
 Increases listening ability and
 Creates a better environment.

Many researchers have
attempted to explain the
process of communication.
Each researcher has viewed it
from a different perspective.
Communication is analyzed
at least in fifty different ways
and also several models have
been developed explaining
the process of
communication.

A particular model has served as the basis for many
other models i.e., the Linear Model. It is proposed by
two Mathematicians known as Claude Shannon and
Warren Weaver. They explained that this model
consists of SIX Elements.
1. A Source
2. An Encoder
3. A Message
4. A Channel/Medium
5. A Decoder
6. A Receiver.

Now, Let us look at an example (Dialogue):
Mr. X: May I come in, please?
Mr.Y : Raju likes Sita.

Here, in this dialogue, all the six elements are
involved – source/encoder, a message, a
channel and a receiver/decoder. But, do you
think that communication has taken place?
Both Mr. X and Mr. Y have produced a sentence
each. Mr. X tried to communicate some
message and Mr. Y said something else. Here
the messages are not related to each other. This
shows that :
“Communication doesn’t mean only passing
of information. It involves the right
feedback.”(response)

So, here in this model
The sender of a message first
frames a thought or an idea in
the mind, and then decodes it
in suitable language and
words. So, the idea is framed
and put into a suitable code by
the sender forms the message.
The receiver decodes the
message and understands it.


 The medium or channel could vary. It
could be letter, email or face to face
conversation.
 The receiver gives feedback i.e., sends
another message back in response to the
message received.

For example take a telephonic talk. A
person is sending messages in a particular
language in which the message is coded;
the telephone is the medium, a person
who is listening to the message and the
receiver’s response.


Depending on who is involved in the communication,
how many people involved and the code, we classify
communication into different types.
 Human Communication.
 Non- human Communication.


Communication may not always be,
between two persons. It can be between
a human being and an animal or it can
be between two animals.
For instance, when the master comes
home his dog comes near him wagging
its tail showing that it is happy to see its
master.
The bees go in circles to
communicate with the other
bees the direction in which the
nectar can be found. Even the
ants touch each other heads to
communicate.

In this modern electronic world,
we also communicate with
machines. We give instructions
to make our machines work for
us. We put our laundry in the
washing machine and by
pushing the button, we instruct
it to wash the laundry and also
the operation of the computer.


Mostly animals communicate either through body
movements or sounds or both. It is only limited.
Whereas human communication takes many forms ---
Language, gestures, body movements, facial
expressions, etc.,
In human languages, there are
sounds which combine to form
syllables, syllables combine to
form words and words into
sentences, etc., In human
communication we have both
Verbal and Non-Verbal
Communication. Ms. Sindhura Thallapaka

The communication involving
language as a means is called Verbal
or linguistic communication.
Whereas Non-Verbal
communication is all external
stimuli other than spoken or written
words and including body motions,
characteristics of appearance,
characteristics of voice and use of
space and distancing.

Communication is more than talking. It’s a two-way
process of sending and receiving messages: verbally
and nonverbally. Communication is vital to personal
success. No matter how much you know about
communicating, there always seems more to be
learned.

At its basic, your message has three main components:
visual, vocal and verbal. To improve your
communication style, choose one skill to practice daily
and after a while it will become natural.

a) Visual refers to the body language,
eye contact, etc., It forms 55% of the
message delivered. While delivering a
message, eye contact is very important.
If you look at your listeners while
delivering a message or speech , they
may feel that you are interested in them.


b) Verbal refers to the words that are spoken while
conveying a message. Words carry only 7% of the message.
You have to use words very carefully without humiliating
others. Because few words have different meanings.
Avoid the “You” attitude. Never point out the listener as
‘You’ because it may hurt them.

c) Vocal refers to the tone, intonation, loudness, etc., Your
tone should match the message. It should not be
monotonous. Enthusiasm and Emphasis on certain parts
should be added while delivering the message. It forms
30% of your message.

In order to be the communication effective we need to
have 7 C s in our communication. Francis J Bergin
advocates the following as 7 Cs of effective
communication. They are:
1 ) Clarity
2) Conciseness
3) Candidness
4) Completeness
5) Concreteness
6) Correctness and
7) Courtesy

1) Clarity:
The principle of CLARITY is the most important in
the process of communication. It is always said that a
clear mind can communicate effectively. One should
use simple words and short sentences in order to
express their own ideas. We should use simple
language, proper intonation, stresses and pauses.

2) Conciseness:
Brevity is the key to effective communication. In
communicating with others we should always be
brief. Sometimes when we are speaking we tend to
use many words. But a less number of words should
be used without letting the essential meaning go.

3) Candidness:
Communication should always be ‘honest, sincere
and frank.’ We should always share our thoughts
without any prejudices or bias. “You” attitude should
be present in our communication. Being candid also
exhibits confidence.

4) Completeness:
While communicating we may miss some parts of our
information which we are supposed to speak. So, we
should always plan and structure what we have to
speak. We should ensure that all the information is
given to the listeners.

5) Concreteness:
Concreteness is nothing but being specific, clear and
definite in communicating our ideas. A clear
description of the idea or thought should be given to
the listeners. We should always avoid using vague
words. Especially we should avoid passive voice in our
communication.

6) Correctness:
While speaking, we generally tend to make
grammatical errors. We may go wrong in the order of
using tense. Most frequently, we may go wrong in
using pronouns in the indirect speech. Such mistakes
should be avoided.

7) Courtesy:
Being polite is the key feature of effective
communication. We should be ASSERTIVE while
communicating with others. We should never be rude.
Our tone should reflect our respect towards the
listener. We should not be aggressive. The key point to
be remembered while communicating is that we
should never insult or hurt the listener.

An effective communicator will always keep in
mind all these 7 Cs in the communication process
in order to make it effective.


Effective communication is always said
to be an essential skill in being
successful. No matter how good the
communication happens in a workplace
or among a group of people, it is
sometimes very difficult to
communicate effectively. This may be
caused due to some factors or reasons.
In a communication process there is
always a chance for the barriers to occur.
Let us examine few of these barriers:

Can you identify any potential barriers to communication?


These barriers are caused due to the personal attitudes and
conflicts of people in a group or at a workplace.

These may be brought about, by such factors as poor
management, lack of consultation with employees,
personality conflicts which can result in people
delaying or refusing to communicate. The personal
attitudes of individual employees which may be due to
lack of motivation or dissatisfaction at work, brought
about by insufficient training to enable them to carry
out particular tasks, or just resistance to change due to
entrenched attitudes and ideas.


Psychological factors such as
people's state of mind. We all tend
to feel happier and more receptive
to information when the sun
shines.
Equally, if someone has personal
problems like worries about their
health or any other thing, then this
will probably affect them.

Physical ailments of people like
deafness, ill health, etc.,
When the person is ill, he/she
may not concentrate in listening
or speaking. And when a person
is deaf he/she will be unable to
hear what the speaker is saying.
So , in such cases
communication does not
happen.


The world has been advancing efficiently with the
different technologies all around. Communication
techniques have also been undergoing development in
order to sustain the pace of the growth and
development of the advanced world.
Therefore in the modern professional organizations a
great importance is attached to plan and maintain an
efficient system of communication. Because 70% to
80% of working time in these professional
organizations is spent in communication. Thus, the
ability to communicate effectively has become an
important job requirement. Thallapaka
Ms. Sindhura

The role of communication in an
organization can be seen as a job of
bringing all the employees together
by establishing commonness among
each other.

Hence, the role of communication
has become the life blood for an
individual to work in an
organization.

For communication stands for a
natural activity of all human beings
to convey opinions, feelings,
information and ideas to others.

Presentation By
Academic Consultant
YSR Engineering College Of Yogi Vemana University
Proddatur.


Communication

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