The document discusses communication as a two-way process involving a sender and receiver, highlighting important elements such as encoding, decoding, media, and feedback. It emphasizes the significance of effective communication in organizations for coordination, decision-making, and motivation, while also detailing formal and informal communication forms. Additionally, the document addresses barriers to communication and provides tips for improving communication effectiveness.

1. INTRODUCTION TO COMMUNICATION
SKILLS

2. WHAT IS COMMUNICATION?
• COMMUNICATION CAN BE DESCRIED IN MANY
WAYS SOME ARE LAY MAN AND SOME ARE
BOOK LAUNGUAGE
ACCORDING TO ME COMMUNICATION IS A
TWO WAY PROCESS THROUGH WHICH OUR
IDEAS, AND ANY KIND OF MESSAGE CAN BE
TRANSFERRED TO THE OTHER PERSON

3. According to book
• Communication: Importance, Forms and
Improving Effectiveness in Communication
Process in an Organization
• Communication can be defined as
transmission or exchange of ideas, views,
message, information or instructions between
two or more persons by different means.

4. The common means and ways for
transmission of ideas
(a) Spoken words
(b) Written words
(c) Diagrams, pictures or graphs; and
(d) Gestures.
The communication is a two way process as it
begins with sender and ends when the feedback
comes from receiver to sender. Minimum two
parties are involved in the process of
communication, i.e., the sender and the receiver.

5. Communication Process
• The communication process begins when sender thinks of
an idea or message to be conveyed to other person. Then
the sender encodes the message, i.e., plans out the words
or the language in which the message must be sent to the
other party. After encoding the message the sender
transmits or transfers the message by using different ways
and means. After transmission the message reaches to
receiver.
• The receiver decodes the message to understand the
message and give his response or feedback to the sender.
When the feedback reaches back to sender then only the
communication process ends which means the
communication is a circular process which starts with
sender and ends with sender.

7. Communication Process
1. Sender:
• Sender is the person who conveys the message. The
communication process begins immediately when the
idea comes in the mind of sender.
2. Message:
• The contents of ideas or message or suggestion which
sender wants to share with receiver is called message.
3. Encoding:
• Receiver cannot read the mind of sender. So receiver
converts the idea into a language or other
communication symbols such as pictures, gestures, etc.
This is known as encoding.

8. Communication Process
4. Media:
• It is the way or means through which encoded message
has to be transmitted to receiver. The common ways of
transmission are phone, letter, internet, message, etc.
5. Decoding:
• Decoding refers to converting the encoded message
into language and understanding the message.
6. Receiver:
• Receiver is the person who receives the
communication and understands the message.

9. Communication Process
7. Feedback:
• After understanding the message the receiver sends his response
on that idea or message to sender. When response reaches the
sender then only communication process ends.
8. Noise:
• Noise is any element which results in disturbance, distraction or
interruption in the flow of information. The noise can be a loud
sound made by any vehicle, disturbance in the telephone line,
disconnection of line, losing of letter or documents on the way,
poor connectivity in the e-mail or internet. Due to noise the
message is not conveyed to receiver and receiver is not able to
decode the message in the same manner as expected by the
sender.

10. Importance of Communication
• 1. Act as basis of Coordination and Cooperation
• 2. Act as basis for Decision Making
• 3. Increase managerial efficiency
• 4. Establish effective leadership
• 5. Helps in Process of Motivation and Morale
Development
• 6. Helps in Smooth Working of an Enterprise
• 7. Promotes Cooperation and Peace

11. Forms of Organizational
Communication
FORMAL COMMUNICATION
Formal communication refers to official
communication taking place in the
organisation. Whenever there is exchange of
views or message or information related to
official matter such as assignment of task,
fixing of responsibilities, granting authority or
setting up of targets, objectives etc. then it is
known as formal communication.

12. Forms of Organizational
Communication
TYPES OF FORMAL COMMUNICATION
i. Downward Communication
ii. Upward Communication
iii. Horizontal Communication
iv. Diagonal Communications

13. Forms of Organizational
Communication
INFORMAL COMMUNICATION
Informal communication between different members
of organization who are not officially attached to each
other is known as informal communication. Generally,
the social interactions, friendly talks and non-official
matters are discussed in the informal communication.
There is no fixed direction or path for the flow of
information under informal communication. The
information moves in a very vague, confusing and zig-
zag manner. That is why the network of informal
communication is known as Grape Vine.

14. Improving Communication
Effectiveness
• 1. Clarify the idea before communication
• 2. Communication according to the need of the receiver
• 3. Consult others before communicating
• 4. Use of proper language, tone and contents of message
• 5. Proper feedback
• 6. Communication for the present as well as for future
• 7. Follow up communication
• 8. Good listener
• 9. Open mind
• 10. Completeness of message

15. Barriers of communication
• Noise
• Distraction
• Lack of concentration
• Irrelevance of communication
• Poor proof reading
• Alternative view points
• Disability
• Language difficulties

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