Communication process and barriers

COMMUNICATION – PROCESS
OF COMMUNICATION
R.ArunKumar,AP/Mech,RIT

COMMUNICATION:
 Communication is defined as "the transmission of information
and understanding it through the use of common symbols”.

COMMUNICATION:
 In our life we are talking for nearly 27 years which is equal
covering 10,000 books of 400 pages each.
 Communication process should be processed like see – saw.

FUNCTIONS OF COMMUNICATION:
Functions of
Communication
Control Motivation
Emotional
Expression
Information

FUNCTIONS OF COMMUNICATION:
1. Control:
 Communications act to control individuals’ behaviors in
organizations.
2. Motivation:
 Communications clarify for employees what is to done and what
can be done to improve performance.
3. Emotional expression:
 Helps an employee to express themselves.
4. Information:
 Individual or group need information to make decisions.

IMPORTANCE OF COMMUNICATION:
 To establish and spread goals of an enterprise widely

 Large size of an organization

 To intimate recent updates in organization

 To develop plans for future achievement

 To create better human relations

 For smooth and transparent functioning of organization

 To ensure healthy public relations

 To have a control and uniform performance

 Acts as a personal asset for every individual

 To react immediately during emergency period

TYPES OF COMMUNICATION:
1. Interpersonal Communication
 Communication between two or more persons.

2. Organizational Communication
 All the patterns, network, and systems of communications within
an organization.
 Organizational communication is classified into,
2a) Formal communication
2b) Informal communication

2a) Formal communication – Communication that follows the
official chain of command or is part of the communication
required to do one’s job.

2b) Informal communication - Communication that is not defined
by the organization’s hierarchy.

FLOW OF COMMUNICATION IN FORMAL ORGANIZATION:
 Flow of communication in an organization is classified into four
types.
1. Downward communication
2. Upward communication
3. Lateral communication
4. Diagonal communication
Lateral
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1.Downward communication
 Communications that flow from managers to employees to
inform, direct, coordinate, and evaluate employees.

2. Upward communication
 Communications that flow from employees up to managers to
keep them aware of employee needs and how things can be
improved to create a climate of trust and respect.

3. Lateral (Horizontal) Communication
 Communication that takes place among employees on the
same level in the organization to save time and facilitate
coordination.

4. Diagonal Communication
 Communication that cuts across both work areas and
organizational levels in the interest of efficiency and speed.

PROCESS OF COMMUNICATION:
 The Communication Process – The steps between a source and
a receiver that result in the transference and understanding of
meaning.

ELEMENTS IN PROCESS OF COMMUNICATION:
 The various elements present in communication process are:
1. Source / Sender:
 A person who convey thought, idea or information is known as
source.

2. Message:
 A purpose or the information to be conveyed is called as
message.

3. Encoding:
 The process of converting a message into symbols is called as
encoding.

4. Channel / Medium:
 The medium through which the message travels is called as
channel.

5. Receiver:
 A person who receives the message is called the receiver. The
receiver must have the ability to listen.

6. Decoding:
 The receiver’s retranslation of the sender’s message is called
decoding.

7. Noise and feedback:
 Feedback is defined as the response from the receiver.
 Noise is defined as the disturbances that interfere with
transmission, receipt or feedback of a message is called as
noise.

BARRIERS OF
COMMUNICATION

MODES OF COMMUNICATION:
 Different occasions require different types of communication.
1. Verbal communication
2. Non – verbal communication

1. Verbal communication:
 Communication by means of words is called as verbal
communication.
1a) Oral communication
1b) Written communication

1a) Oral communication:
 Usually occurs where communication is not documented.
 It may take the form of speeches, discussions, debates, face to face
talk, telephonic conversation.

1b) Written communication:
 Usually being documented.
 It can be in the form of notices, emails, manuals, reports, circulars.

2. Non – verbal communication:
 Communication by means of body language. e.g.: kinesics

TYPES OF COMMUNICATION NETWORK:
 Communication network is defined as the channels that are
used to pass information serially from one person to another.
 The communicating networks are as follows:
1. Simple chain
2. Wheel chain
3. Circular chain
4. Free flow chain
5. Inverted V chain

1. Simple chain:
 Simple chain network exists between a superior and his
subordinate.
 Communication flows either upward or downward.
 Control will be easier but this network consumes time.

2. Wheel chain:
 In this network subordinates can communicate with their
common superior.
 Subordinates are not allowed to communicate among
themselves.
 Coordination among subordinates is difficult.

3. Circular chain:
 Communication moves in a circular shape.
 Here a subordinate can communicate with his or her
neighboring coworker.
 Flow takes more time.

4. Free flow chain:
 A subordinate can communicate with anyone in the
organization.
 Flow of communication is fast but coordination problem exists.

5. Inverted V chain:
 In this network chain, a subordinate is allowed to communicate
with two level of hierarchy.

Single Channel vs Multiple channel communication:
SI.No. Single channel Multiple channel
1.
Communication is allowed in
a single path.
More than one path.
2. Communication flow is slow. Communication flow is fast.
3. Control is easier. Control is difficult.
4.
Misunderstanding can be
avoided.
Leads to misunderstanding.

BARRIERS OF COMMUNICATION:
 Barriers to effective communication in an organization may be
broadly classified into following groups:
1. Physical barriers
2. Psychological / interpersonal barriers
3. Organizational barriers
4. Semantic barriers
5. Mechanical barriers

1. Physical barriers:
 The environmental barriers that reduce the sending and
receiving of communication.
 e.g.: physical distance, distracting noises, external
interferences.

2. Psychological or interpersonal barriers:
Defensiveness
National
Culture Emotions
Information
Overload
Interpersonal
Communication
Language
Filtering

3. Organizational barriers:
 The climate and the culture of an organization acts as a barrier
in communication.
 e.g.: rigidity in rules, poor communication infrastructure,
lack of coordination.

4. Semantic barriers:
 This kind of barriers occurs due to misunderstanding.
 e.g.: idiomatic words, lack of language skills, accent.

5. Mechanical barriers:
 Barriers that occur due to fault in the mediating devices.

Communication process and barriers

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