NATURE,TYPES, PROCESS AND BARRIERS OF COMMUNICATION

1. PRESENTED BY:
MERCY PHILIP
(MSW)

2. Overview:
• Definition
• Purpose of Group communication
• Characteristics of communication
• Process of communication
• Types of communication
• Channels of communication
• Directions of communication
• Barriers to communication
• Effective communication skills

4. Definition
”Communication is transfer of information
from one person to another, whether or
not it elicits confidence. But the
information transferred must be
understandable to the receiver
G.G. Brown.
“Communication is the intercourse by
words, letters or messages”
Fred G. Meyer.

5. PURPOSE OF GROUP COMMUNICATION
• To share and exchange information
and ideas
• To collect information or feedback
on any project/policy/scheme
• To arrive at a decision on
important matters

6. • To solve a problem which is of
concern to the organization as a whole
• To discuss the issues related to a
particular topic in relation to the
group itself or for the benefit of a
larger audience
• To elaborate upon any work
undertaken or research done in order
to elicit feedback

7. Characteristics of
communications
(1) Two or More Persons:
The first important characteristic of
communication is that there must be a
minimum number of two persons because no
single individual can have an exchange of ideas
with himself. A listener is necessary to
receive one’s ideas. Therefore, there must be
at least two persons-the sender of
information and the receiver.

8. (2) Exchange of Ideas:
Communication cannot be thought of in the
absence of exchange of ideas. In order to
complete the process of communication
there must be an exchange of ideas, orders,
feelings, etc., among two or more than two
persons.

9. (3) Mutual Understanding:
Mutual understanding means that the
receiver should receive the information
in the same spirit with which it is being
given. In the process of communication,
it is more important to understand the
information rather than carry it out.

10. (4) Direct and Indirect Communication:
It is not necessary in communication
that the receiver and giver of
information should be face-to-face
with each other. Communication can
be both direct and indirect.

11. (5) Continuous Process:
Communication is an endless process,
as is the case with business where the
manager continuously assigns work to
his subordinates, tries to know the
progress of the work and gives
directions.

12. Process of communication:
Seven major elements of communication process are:
(1) sender
(2) ideas
(3) encoding
(4) communication channel
(5) receiver
(6) decoding
(7) feedback.

14. (1) Sender:
A person who intends to convey the message
with the intention of passing information and
ideas to others is known as sender or
communicator.
(2) Ideas:
This is the subject matter of the communication.
This may be an opinion, attitude, feelings, views,
orders, or suggestions.

15. (3) Encoding:
Since the subject matter of communication is
theoretical and intangible, its further passing
requires use of certain symbols such as words,
actions or pictures etc. Conversion of subject
matter into these symbols is the process of
encoding.

16. (4) Communication Channel:
The person who is interested in
communicating has to choose the channel for
sending the required information, ideas etc.
This information is transmitted to the
receiver through certain channels which may
be either formal or informal.

17. 5) Receiver:
Receiver is the person who receives the message
or for whom the message is meant for. It is the
receiver who tries to understand the message in
the best possible manner in achieving the desired
objectives.
(6) Decoding:
The person who receives the message or symbol
from the communicator tries to convert the same
in such a way so that he may extract its meaning
to his complete understanding.

18. (7) Feedback:
Feedback is the process of ensuring
that the receiver has received the
message and understood in the same
sense as sender meant it.

19. Types of Communication:
1.Verbal Communication( Oral communication)
In this type of communication, there is face to face
interaction. There are occasion when the listener can share the
feelings of the source in the same way as in the case of eye- to-
eye contact.
2.Non Verbal
Here this special type of communication is being conducted
when the sender and the receiver are separated from each
other, but share the ideas by sharing or visualising signs or
symbols and the receiver receive it through observing.
3. Writing-Reading:
Here this special type of experience, the decoder is physically
separated from the encoder at the time and yet the decoder is
able to enjoy and appreciate the feeling of the author. The
signal is sent by the sender in a written form and the receive it
by reading.

20. Channels of
Communication:
Formal channel of communication:
A formal channel of communication is
the means of communication normally
controlled by people in positions of
authority in an organisation. Hence, it
has also been referred to as an
organization’s ‘main line of operational
communication’.

21. Merits:
•Effective
•Prevent bogging
•Better monitoring
Demerits:
•Time consuming
•Affects decision
making

25. MERITS:
•Speed
•Feedback
•Support system
DEMERITS:
•Less credible:
•Selective information
•Creates trouble
•Leakage

26. Disadvantages:
(i) Less credible:
A grapevine is less credible than a formal channel of communication. It
cannot be taken seriously as it involves only the word of mouth. It is,
therefore, likely to be contradicted.
(ii) Selective information:
Informal channels usually fail to carry the complete information. As a
result, the receiver does not get the essence of the whole message.
Mischief mongers or vested interests may use the channel for
transmitting selective information.
(iii) Creates trouble:
A grapevine can foster trouble within an organisation as there is no
control over the information sent, received, its portrayal and
perceptions. Information gets distorted. A grapevine can be synonymous
with the spreading of false or wild stories.
(iv) Leakage:
Information may get leaked at the wrong time. The term ‘open secret’ in
an organisation can often is attributed to such leaks
Disadvantages:
(i) Less credible:
A grapevine is less credible than a formal channel of communication. It
cannot be taken seriously as it involves only the word of mouth. It is,
therefore, likely to be contradicted.
(ii) Selective information:
Informal channels usually fail to carry the complete information. As a
result, the receiver does not get the essence of the whole message.
Mischief mongers or vested interests may use the channel for
transmitting selective information.
(iii) Creates trouble:
A grapevine can foster trouble within an organisation as there is no
control over the information sent, received, its portrayal and
perceptions. Information gets distorted. A grapevine can be synonymous
with the spreading of false or wild stories.
(iv) Leakage:
Information may get leaked at the wrong time. The term ‘open secret’ in
an organisation can often is attributed to such leaks

27. 1. Downward communication:
Communication in the first place, flows downwards. That is why,
traditionally this direction has been highlighted or emphasised.
It is based on the assumption that the people working at higher
levels have the authority to communicate to the people working
at lower levels. This is also called Down Stream Communication.
Limitations of Downward Communication:
(i) Distortion/Dilution:
Quite often the communication originating at the highest level gets
distorted or diluted on the way to the lower levels.
(ii) Delay:
Another drawback of downward communication is that often it
becomes time-consuming. The more the levels the greater the
chances of delay.

28. 2. Upward communication:
The function of upward communication is to send information,
suggestions, complaints and grievances of the lower level workers
to the managers above. It is, therefore, more participative in
nature. It was not encouraged in the past, but modern managers
encourage upward communication. This is a direct result of
increasing democratisation. This is also called Up Stream
Communication.
Limitations of upward communication:
(i) Psychological:
Certain problems, primarily of psychological nature, may come up in
upward communication.
(ii)Hierarchical:
Many managers do not like to be ‘told’ by their juniors. They may not
be patient enough to listen to them or may even suppress the
message sent to them from below.

29. 3.Lateral or horizontal communication:
This type of communication can be seen taking place
between persons operating at the same level or
working under the same executive.
Occasions for lateral communication arise during
committee meetings or conferences in which all
members of the group, mostly peers or equals,
interact.
4. Diagonal or crosswise communication:
Diagonal or crosswise communication takes place when
people working at the same level interact with those
working at a higher or lower-level of organisational
hierarchy and across the boundaries of their reporting
relationships.

31. 1) Semantic Barriers
There is always a possibility of misunderstanding the feelings of the
sender of the message or getting a wrong meaning of it. The words,
signs, and figures used in the communication are explained by the
receiver in the light of his experience which creates doubtful
situations.
• Badly Expressed Message:
Because of the obscurity of language there is always a possibility of
wrong interpretation of the messages. This barrier is created because
of the wrong choice of words, in civil words, the wrong sequence of
sentences and frequent repetitions. This may be called linguistic chaos.
• Symbols or Words with Different Meanings:
A symbol or a word can have different meanings. If the
receiver misunderstands the communication, it becomes
meaningless.
Barriers to communicationBarriers to communication

32. • Faulty Translation:
A manager receives much information from his
superiors and subordinates and he translates it for all
the employees according to their level of
understanding. Hence, the information has to be
moulded according to the understanding or
environment of the receiver. If there is a little
carelessness in this process, the faulty translation
can be a barrier in the communication.
• Body Language and Gesture Decoding:
When the communication is passed on with the help
of body language and gestures, its misunderstanding
hinders the proper understanding of the message. For
example, moving one’s neck to reply to a question does
not indicate properly whether the meaning is ‘Yes’ or

33. (2) Psychological or Emotional Barriers
The importance of communication depends on the
mental condition of both the parties. A mentally
disturbed party can be a hindrance in communication.
Following are the emotional barriers in the way of
communication:
• Premature Evaluation:
Sometimes the receiver of information tries to dig
out meaning without much thinking at the time of
receiving or even before receiving information, which
can be wrong. This type of evaluation is a hindrance in
the exchange of information and the enthusiasm of
the sender gets dampened.
• Lack of Attention:
When the receiver is preoccupied with some
important work he/she does not listen to the message
attentively.

34. • Distrust
For successful communication the transmitter and the
receiver must trust each other. If there is a lack of
trust between them, the receiver will always derive
an opposite meaning from the message. Because of
this, communication will become meaningless.

35. Effective Communication Skills for Social Workers
•Listening Skills
A significant portion of a social worker’s job involves
interviewing clients and other parties involved in a client’s
care. To provide the most effective services and counseling, a
social worker must develop the ability to listen carefully and
pay attention to details.
•Getting Information
Often social workers have to gain information from people
who are not willing to part with that information or who may
be difficult to understand. A social worker must know how to
ask the right questions to get the necessary information or to
alter the language of the questions to help a client understand
what was being asked.

36. •Nonverbal Behaviors
A social worker’s nonverbal behaviors can go a long way when it
comes to communicating. Social workers should make eye-to-eye
contact when speaking with clients and those involved with their
care. Giving a smile can signal warmth and make a social worker seem
more approachable
•Building Trust
Social workers must often build someone’s trust in order to
effectively communicate. Communication with a client will not be
successful if the client feels the social worker does not have her
best interest in mind or if the social worker does not genuinely listen
to the client. Building trust also involves not minimizing what a client
has to say.
•Conflict
Often, social workers encounter conflict. Knowing how to diffuse
conflict and not let it interfere with the issues that need to be dealt
with is key. Social workers should avoid threatening or warning
clients, judging clients or making inappropriate generalizations that
could lead to conflict.