Communication

What is communication?

Communication is a process to convey our message to others.

Message that produces response is called as communication e.g., like I am delivering u a message and you answer me for that like you reply me this is called communication.

Process of communication

I. SenderII. EncodingIII. ReceiverIV. DecodingV. Feedback

Sender• The person who intends to convey the message with the

intention of passing information and ideas to others is known as sender or communicator.

Encoding• Since the subject matter of communication is theoretical

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.

Receiver• Receiver is the person who receives the message. It is

the receiver who tries to understand the message in the best possible manner in achieving the desired objectives.

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.

Feedback• Feedback is the process of ensuring that the receiver has

received the message and understood in the same sense as sender meant it.

Types of communication• 1. Verbal• Types of verbal communication• Formal / Informal• 2. Non Verbal• Types of Non verbal communication• Chronemics, Vocalic, Haptics, Kinesics, Proxemics,

Artifacts.

Verbal communicationThe communication in which the sender uses words to transmit the message to the receiver is known as verbal communication. Advantages: • It’s not a Time Consuming

communication. • Chances of transmission of wrong

message rarely happens.

• In case of written communication, it can be used as a

Documentary evidence. • The Message can be clearly understood and immediate

feedback is possible. • The message can be transmitted through letters, phone

calls, etc. so the personal presence of the parties, doesn't make any change.

Types of Verbal Communication

• Formal Communication: Also termed as official communication, it is a type of communication in which the sender follows a pre-defined channel to transmit the information to the receiver is known as formal communication.

• Informal Communication: The type of communication in which the sender does not follow any pre-defined channels to transmit the information is known as informal communication.

Non Verbal communicationThe communication that takes place between sender and receiver with the use of signs is known as non-verbal communication.Disadvantages:• It’s a Time Consuming communication.• Chances of transmission of wrong

message happens most of the time.

• It can’t be used as a Documentary evidence.• Helpful in understanding emotions, status, lifestyle and

feelings of the sender.• The personal presence of both the parties to

communication is a must.

Types of Non Verbal communication

• Chronemics: The use of time in communication is chronemics, which speaks about the personality of the sender / receiver like punctuality, speed of speech etc.

• Vocalic: The volume, tone of voice and pitch used by the sender for communicating a message to the receiver is known as vocalic or paralanguage.

• Haptics: The use of touch in a communication is the expression of feelings and emotions.

• Kinesics: It is the study of body language of a person, i.e.,

gestures, postures, facial expressions, etc.• Proxemics: The distance maintained by a person while

communicating with others, communicates about the relationship of the person with others like intimate, personal, social and public.

• Artifacts: The appearance of a person speaks about his personality, i.e. by way of clothing, carrying jewelry, lifestyle etc. This kind of communication is known as artifactual communication.

Seven C’s of Effective Communication1. Completeness2. Conciseness3. Consideration4. Concreteness5. Clarity6. Courtesy7. Correctness

COMPLETE

• Message Receiver- either listener or reader, desire complete information to their question. e.g.

• suppose you are working with multinational company who is engaging with engineering goods , like A.C.

• Now let say one of your major customer wants some technical information regarding “thermostat” (because he wants to convey the same to the end users ).

• In this case you have to provide him complete information in a short span of time.

• If possible, provide him some extra information which he does not know,.

• In this way you can maintain a good business relation with him, otherwise he may switch to an other company.

Conclusion of completeness

At the end we can say that, you must provide him:-

1. All necessary information as requested by him. 2. Answers to his all questions carefully3. Provide some more information, which he is not

requiring , just to maintain good relations.

Conciseness

• Conciseness means “convey

the message by using fewest words”.

• “Conciseness is the prerequisite to effective business communication.” As you know that all businessmen have very short time .

• Hence a concise message save the time and expenses for both the parties.

How To achieve the conciseness ?

For achieving the conciseness we have to consider the following.

• Avoid wordy expression• Include only relevant material• Avoid unnecessary repetition.

Consideration

Consideration means – To consider the receiver’s Interest/Intention.

• It is very important in effective communication while writing a message you should always keep in mind your target group

Consideration is very important “C” among all the seven C’s.

• Focus on You instead of I and We• Show audience benefits• Emphasize positive pleasant facts

Concreteness

It means that message should be specific instead of general.

• Misunderstanding of words creates problems for both parties (sender and receiver).

• when you talk to your client always use facts and figures instead of generic or irrelevant information.

The following guidelines should help you to achieve the Concreteness.

I. Use specific facts and figuresII. Choose vivid, image-building words.

Clarity

Accurately is purpose of clarity

• In effective business communication the message should be very much clear. So that reader can understand it easily.

• You should always Choose precise words.

• Always choose familiar and easy words.

• Construct effective sentences and paragraphs.

• Include examples, illustrations, and other visual aids, when desirable.

Courtesy

• Knowing your audience allows

you to use statements of courtesy; be aware of your message receiver.

• True courtesy involves being aware not only of the perspective of others, but also their feelings. courtesy stems from a sincere you-attitude.

• It is not merely politeness with mechanical insertions of “please” and “Thank you” .

• Although Appling socially accepted manners is a form of courtesy .

• rather, it is politeness that grow out respect and concern for others.

• Courteous communication generate a special tone in their writing and speaking.

Correctness

At the core of correctness is proper grammar, punctuation and spelling.

however, message must be perfect grammatically and mechanically

The term correctness, as applied to business messages also mean three characteristics

o Use the right level of languageo Check the accuracy of figures, facts and words

Physical barriers• Physical Barriers consist of

any sound that prevents a person from being heard. Physical noise interferes with a speaker's ability to send messages and with an audience's ability to receive them. 

Emotional Barriers• An emotional individual may

not be able to communicate well.  If someone is angry, hostile, resentful, joyful, or fearful, that person may be too preoccupied with emotions to receive the intended message.  If you don’t like someone, for example, you may have trouble “hearing” them.

Noise barriers• Things that get in the way of

message transmission are sometimes called “noise.”  Communication may be difficult because of noise and some of these problems:

Language barriers• If two persons have different

language then there is a problem create between them they can not communicate to each others

• Like you can see in picture

Encoding   Barrierslike• The process of selecting and

organizing symbols to represent a message requires skill and knowledge .

Information Overload• If you receive a message with

too much information, you may tend to put up a barrier because the amount of information is coming so fast that you may have difficulty comfortably interpreting that information.

Insufficient Knowledge of the Subject• If the sender lacks specific

information about something, the receiver will likely receive an unclear or mixed message

Gender Barriers• If two genders communicate to

each other like man and woman they feel hesitation to talk properly each other