Meaning of Communication

The word communication has been derived from the Latin word 'Communicare', which means "to share". Communication means transferring thoughts, information, emotion and ideas through gesture, voice, symbols, signs and expressions from one person to another.

Some Other Definitions:

1. Keith Davis: Communication is a process of passing information and understanding from one person to another.
2. John Adair: Communication is essentially the ability of one person to make contact with another and make himself or herself understood.
3. William Newman and Charles Summer: Communication is an exchange of ideas, facts, opinions or emotions of two or more persons.
4. Louis Allen: Communication is a bridge of meaning. It involves a systematic and continuous process of telling, listening and understanding.
5. Peter Little: Communication is a process by which information is transmitted between individuals and / or organizations so that an understanding response results.
6. Murphy, Hildebrandt, Thomas: Communication is a process of transmitting and receiving verbal and non-verbal messages. It is considered effective when it achieves the desired response or reaction from the receiver.

Three things are most important and essential in any communication process they are Sender, Receiver and the Channel (medium).

• The sender is encoding the message in any form like voice, written or any signs. So, they are offered as Encoder
• The receiver is decoding the message from the sender to understand the message. So, they often called as Decoder.
• Channel: Any messages or information needs some channel or a medium. Example: television is an audio visual medium which decodes the electronic signals into an audio visuals to the audience

Process of Communication

Since communication is the process between two or more persons, there is a sender and a receiver. The sender sends the message and the receiver receives it and understands it. It is the complete process of transmission and exchange of facts, ideas, feelings and thoughts. The process is made up of several components. These components are inter-related and form the model of communication.

The various components of the process of communication are:

1. Sender - Sender is the person who sends or conveys the message. There is always a communicator or sender in the process of communication. He may be an individual, a group or an organization. The sender must have a clear picture in his mind about what he wants to communicate. For example, a lecturer delivering a lecture in the class room is a sender of a message.

2. Encoding - When an idea comes in the mind of the sender, he puts it in a manner in which the receiver may understand it. Giving a thought a form of language which can be understood by the receiver is called encoding.

3. Message - Message is a piece of information spoken or written to be passed from one person to another. It is a subject matter of communication. It may involve any fact, idea, opinion, figure or information. It comes in the mind of sender, speaker or communicator.

4. Channel - Channel is the means or medium of communication by which a message is transmitted to the receiver. After encoding the message, the sender chooses the method to give information to the receiver. It can be written, spoken, through sign or body language.

5. Decoding - Decoding is the process of translating an encoded message into understandable language. The receiver converts the symbols, words or signs received from the sender in his own easy language to get the complete meaning of the message.

6. Receiver - Receiver is the person who receives the message. Without the receiver the process of communication is incomplete. He may be a listener or reader or viewer of the message. He not only receives the message but understands it and gives feedback.

7. Feedback - Feedback is the receiver's response to the sender's message. It is the last but important element in the process of communication. It is the reversal of the communication process where receiver becomes the sender and the sender becomes the receiver. It helps the sender to know that the message has been received and understood by the receiver in a manner it was sent to be understood.

8. Noise - It refers to any obstruction that is caused by the sender, message or receiver during the process of communication. For example, bad telephone connection, faulty encoding, faulty decoding, inattentive receiver, poor understanding of message due to prejudice or inappropriate gestures, etc.

Types of Communication

1. Based On Communication Channel

• Verbal Communication - (Oral, Written)
• Non-Verbal Communication - (Kinesics, Paralanguage, Proxemics, Haptics, Chrosemic)

2. Based On Communication Style

• Formal Communication
• Informal Communication

3. Based On Communication Context

• Interpersonal Communication
• Intrapersonal Communication
• Small-Group Communication
• Public Communication

Based On Communication Channel

Verbal Communication

Verbal communication is the use of language to transfer information through speaking or sign language. It is one of the most common types, often used during presentations, video conferences and phone calls, meetings and one-on-one conversations. Verbal communication is important because it is efficient.

Here are a few steps you can take to develop your verbal communication skills:

• Use a strong, confident speaking voice.
• Use active listening.
• Avoid filler words.

It is further divided into two parts:-

1. Oral Communication
2. Written Communication

Oral Communication

The term or word oral means anything related to the mouth. Oral communication is a form of communication in which the message is transmitted in spoken form. In oral communication the sender and the receiver exchange their ideas through speech, either in face to face conversation or through some mechanical or electrical device. The forms or the modes of the oral communication are - face to face communication, meeting, conference, seminar, radio, T. V., lectures, interviews, telephone etc.

Advantages of Oral Communication

1. It is faster than the written conversation.
2. Oral communication helps in getting quick response from the receiver.
3. It is more effective because in this process, the sender and the receiver share their ideas on one to one basis.

Disadvantages of Oral Communication

1. It may not be possible in areas where there are no means of communication available.
2. It cannot serve as an authentic piece of record unless the conversation is recorded.
3. It may fail in certain situations and create misunderstanding because of the immediate response from the receiver where the sender and the receiver are in disagreement with each other; such disagreements can lead to arguments.

Written Communication

The communication in which the information is exchanged in the written or printed form is known as written communication. It is the most formal of all types of communication. Written communication is transmitted by written words in the form of letters, reports, handbooks, memos, circulars, cards, magazines, etc. and these days through e-mails. It is helpful to keep a record of communication with the advancement of technology. These days scope of written communication has become global with the availability of electronic means like e-mail and fax.

Advantages of Written Communication

1. It is helpful even when the receiver is in any part of the world
2. It is useful when the message contains figures and pictures or data.
3. It is helpful when the message is difficult to transmit orally.

Disadvantages of Written Communication

1. It may create confusion in the mind of the receiver and to clear that confusion there may be a lot of to and fro exchange of information which may be time consuming.
2. Once the message has been dispatched, there is little scope for amendments.
3. If the written communication is poorly drafted, it may create misunderstanding and confusion in the mind of the receiver.

Non-Verbal Communication

The word nonverbal means communication without the use of words and language. Non-verbal communication involves neither written nor spoken language but includes all the forms of communication which occur without the use of words. It is a process of communicating message through facial expressions and body language. Non-verbal communication is made through facial expressions, eye contact, physical gestures, postures and head and body language.

Types of Nonverbal Communication:-

1. Kinesics (Body Language)
2. Paralanguage (Voice Type)
3. Proxemics (Space Distance)
4. Haptics (Touch Language)
5. Chrosemics (Time Language)

Kinesics (Body Language)

Kinesics refers to the study of body movements, gestures, and facial expressions used in communication. It encompasses a wide range of nonverbal signals, including posture, facial expressions, eye movements, hand gestures, and body orientation.

• Facial Expressions: The face is one of the most expressive parts of the body, capable of conveying a wide range of emotions such as happiness, sadness, anger, surprise, fear, and disgust. Microexpressions, fleeting facial expressions that occur in less than a second, can also reveal underlying emotions that a person may be trying to conceal.
• Gestures: Hand gestures, arm movements, head nods, and other body movements can supplement verbal communication or convey messages independently. Cultural differences exist in the interpretation of gestures; for example, a thumbs-up gesture may mean approval in some cultures but be offensive in others.
• Posture and Body Orientation: Body posture, including stance, sitting position, and body lean, can communicate confidence, openness, dominance, submissiveness, or discomfort. Leaning forward can indicate interest and engagement, while crossing arms may signal defensiveness or resistance.
• Eye Contact: Eye contact is a powerful nonverbal cue that communicates attentiveness, sincerity, confidence, and interest. The duration and intensity of eye contact can vary across cultures and situations, with prolonged eye contact often interpreted as a sign of intimacy or aggression.

Paralanguage (Voice Type)

Paralanguage refers to the nonverbal elements of speech, such as tone of voice, pitch, volume, tempo, and rhythm. It includes vocal qualities like intonation patterns, speech rate, vocal pitch, and vocal quality. Paralanguage plays a crucial role in conveying emotions, attitudes, and intentions. For instance, a speaker's tone of voice can indicate sarcasm, enthusiasm, or anger, even if the words spoken remain the same.

• Tone of Voice: The tone of voice refers to the emotional quality or inflection of speech. Tone can convey a wide range of emotions, attitudes, and intentions, such as warmth, sarcasm, enthusiasm, annoyance, or empathy.
• Pitch and Volume: Variations in pitch (highness or lowness of the voice) and volume (loudness or softness) can emphasize certain words or phrases, convey excitement or urgency, or signal authority or submission.
• Speech Rate and Rhythm: The speed and rhythm of speech can influence perception. Rapid speech may indicate nervousness or excitement, while slow speech can convey deliberation or solemnity.
• Voice Quality: Voice quality includes aspects such as clarity, resonance, and vocal characteristics unique to individuals. A hoarse voice, for example, may suggest illness or fatigue, while a melodious voice may be perceived as soothing or pleasant.

Proxemics (Space Distance)

Proxemics examines the use of space and distance in communication. It refers to how people position themselves in relation to others and how they use space to convey messages. Proxemics can be divided into four main zones: intimate distance (0-18 inches), personal distance (18 inches to 4 feet), social distance (4 to 12 feet), and public distance (beyond 12 feet). The choice of distance can signal levels of intimacy, authority, or social status.

• Intimate Distance (0-18 inches): Reserved for close relationships such as romantic partners or family members. Physical contact is acceptable in this zone, and individuals may feel comfortable sharing personal space.
• Personal Distance (18 inches to 4 feet): Appropriate for interactions with friends, colleagues, and acquaintances. Conversations in this zone typically involve social interactions and can range from casual to formal.
• Social Distance (4 to 12 feet): Maintained in social gatherings, professional settings, and public spaces. Interactions in this zone are less intimate and involve maintaining respectful distance while allowing for comfortable communication.
• Public Distance (beyond 12 feet): Used for public speaking, lectures, and performances. This distance provides a sense of formality and allows speakers to address a larger audience while maintaining a sense of authority.

Haptics (Touch Language)

Haptics refers to the use of touch in communication. It includes physical contact such as handshakes, hugs, pats on the back, or other forms of tactile interaction. Touch can convey various meanings depending on the cultural context and the relationship between individuals. It can express warmth, affection, support, dominance, or aggression.

• Types of Touch: Touch can vary in intensity, duration, and location, each conveying different meanings. Examples include affectionate touches like hugs or kisses, supportive touches like handshakes or pats on the back, and controlling touches like grabbing or pushing.
• Cultural Variations: Cultural norms and personal boundaries influence the acceptability and interpretation of touch. In some cultures, physical contact is more common and may signify warmth and friendliness, while in others, it may be perceived as invasive or inappropriate.
• Contextual Significance: The meaning of touch can also depend on the context of the interaction and the relationship between individuals. A touch that is welcomed and appreciated in one situation may be unwelcome or offensive in another.

Chrosemics (Time Language)

Chronemics deals with the use of time as a dimension of communication. It encompasses the ways in which individuals perceive, structure, and utilize time in their interactions. For example, the delay in replying to a personal or business letter may convey a sense of irresponsibility or a lack of prioritization, while completing tasks within specified timeframes demonstrates sincerity and dedication.

• Punctuality: Being punctual or tardy can communicate respect for others' time, reliability, professionalism, and organizational skills. In some cultures, punctuality is highly valued and expected, while in others, flexibility and a more relaxed attitude towards time may prevail.
• Waiting Time: How individuals perceive and respond to waiting time can reveal cultural attitudes towards time management, patience, and priorities. Waiting in line, for instance, may be tolerated differently depending on cultural norms and expectations.
• Response Time: Prompt responses to messages, requests, or inquiries demonstrate attentiveness, responsiveness, and efficiency. Delays in response may indicate busyness, disinterest, or the need for additional time to formulate a thoughtful reply.
• Temporal Cues: The pace of communication, including speaking rates, pauses, and the sequencing of actions, can convey meaning and influence the flow of interaction. Rapid speech may signal excitement or urgency, while deliberate pauses can indicate thoughtfulness or hesitation.

Based On Communication Style

Formal Communication

Formal Communication refers to the communication taking place through official channels in an organisation. Such type of communication takes place between managers or employees of same cadre or between superior and subordinate and vice versa. It may be oral or written but complete record of such communication is maintained in an organisation.

Communication network is the pattern among the members of an organisation through which the communication flows in an organisation. It depends on the nature, channel of communication & number of persons involved.

The different types of communication networks operating in formal organisation are discussed below:

1. Single Chain: It facilitates flow of communication from a superior to a subordinate among different levels in an organisation, through single chain.

2. Wheel: In wheel network, the superior acts as a hub of the wheel and all subordinates under him communicate only through him and are not allowed to talk among themselves.

3. Circular: Under circular network, the flow of communication is very slow and it also moves in a circle. In this network, each person can easily communicate with his adjoining persons.

4. Inverted V: Under this network, a subordinate can communicate not only with his superior but also superior's superior. However, very limited communication takes place in this case.

Advantages of Formal Communication

1. Formal communication is more efficient as it follows the rules.
2. It is considered to be authentic because all records are maintained.
3. It creates proper control and discipline in the organization.
4. It is permanent in nature as it can be used as reference for the future.
5. It is systematic and easy to communicate with each other.

Disadvantages of Formal Communication

1. It is time consuming.
2. There is lack of direct and personal relation between the top executives and the employees.
3. It is inflexible because there is a chain of command and the procedures have to be followed.
4. In such a system of communication, everybody has his own duty, so everything becomes mechanical.
5. It may create misunderstanding because the sender is higher authority and the receiver is lower staff.

Informal Communication

Informal communication is the communication that takes place outside formal structures of the work place. It does not have any formalities. Such type of communication spreads very fast and it is very difficult to detect the source of same. Sometime, such communication leads to rumours and thus creates confusion in the organisation. However, at times it proves to be very helpful to the managers as the information through these channels can be spread very rapidly to know the reactions of the workers etc.

The network of communication followed in the informal communication is referred to as grapevine network because its branches spread throughout the organisation and in all directions without considering the levels of authority etc. Origin of this type of communication is not known. In other words, it is very difficult to know as to how and where does it start/end.

Following are the different types of grapevine network:

1. Single Strand: Under this network, each person can communicate with the other person in a sequence only.

2. Gossip: In gossip network, an individual can communicate with all on non selective basis. Thus one person radiates a message etc. to many at large. In other words, through just one source, information spreads to many other people.

3. Probability: In probability network, an individual communicates with other individuals at random.

4. Cluster: This type of network is most common in an organisation. Under this network, an individual communicates only with those persons whom he trusts. After receiving the information, some of them convey it further to a selected few & rest of them keep it with themselves.

Advantages of Informal Communication

1. It brings a sense of unity among employees of an organization when they meet to share and discuss certain issues.
2. It provides feedback to the management.
3. The speed of this is remarkable for transmitting information as it goes from one person to another instantly.

Disadvantages of Informal Communication

1. It cannot always be taken seriously because it spreads or transmits information by word of mouth or orally.
2. It does not carry the complete information as it is based on guess or one's personal opinion.
3. It may distort the information as it is completely unofficial and its origin lies in hearsay.

Based On Communication Context

Interpersonal Communication

Interpersonal communication occurs when we communicate on a one-to-one basis— usually in an informal, unstructured setting. This kind of communication occurs mostly between two people, though it may include more than two.

Interpersonal communication uses all the elements of the communication process. In a conversation between friends, for example, each brings his or her back ground and experience to the conversation. Outing the conversation each functions as a sender - receiver. Their message consists of both verbal and non-verbal symbols. The channels they use the most are sight and sound. Because interpersonal communication is between two (or a few) people, it offers the greatest opportunity for feedback. Psychological noise is likely to be minimal because each person can see whether the other is distracted. The persons involved in the conversation have many chances to check that the message is being perceived correctly.

Intrapersonal Communication

Intra-personal Communication — is the kind of communication that occurs within us. It involves thoughts, feelings, and the way we look at ourselves.

Because intra-personal communication is centered in the self, you are the only sender-receiver. The message is made up of your thoughts and feelings. The channel is your brain, which processes what you are thinking and feeling. There is feedback in the sense that you talk to yourself, or discard certain ideas and replace them with others.

Even though you are not directly communicating with others in intra-personal communication, the people and the experiences you have had determine how you “talk” to yourself. For example, if you had a good day, you are likely to look at your-self in a positive way. If a teacher was disappointed with your work, or if you had a fight with a fellow student, you are likely to focus more on your depression or anger. You can never look at yourself without being influenced by the relationships you have with others.

Small-Group Communication

The small group communication is defined as communication within two or more people. The number of people participating in such communication is enough to have a good interaction with each other. For example, school meetings, board meetings, press conferences, office meetings, team meetings, family gatherings, etc.

Small groups are made up of several senders-receivers, the communication process is more complicated than in interpersonal communication. With so many more people sending messages, there are more chances for confusion. Messages are also more structured in small groups use the same channels as interpersonal communication, however, and there is also a good deal of opportunity for feedback. In view of their problem - solving nature, small groups usually meet in a more formal setting than people involved in interpersonal communication.

Public Communication

The public communication is defined as the communication of a person with the public. It involves a massive assembly of people. For example, the Prime Minister addressing the public about the multiple developing projects; Other examples include elections, campaigns, public speeches, etc

In public communication the speaker usually delivers a highly structured message, using the same channels as in interpersonal and small-group communication. In public communication, however, the channels are more exaggerated than in interpersonal communication. The voice is louder and the gestures are more expansive because the audience is bigger. The speaker might also use additional visual channels such as slides, flip charts, and so on.

Generally, the opportunity for verbal feedback in public communication is limited. The audience members may have a chance to ask questions at the end of the speech, but usually they are not free to address the speaker as he or she is talking. However, they can send nonverbal feedback. If they like what the speaker is saying, they may interrupt the speech with applause. If they like what the speaker is saying, they may interrupt the speech with applause. If they dislike it, they may move around a lot of simply stop paying attention. In most public communication the setting is formal.