What is Communication?

The English word ‘communication’ is derived from the Latin communis, which
means common sense. The word communication means sharing the same ideas.
In other words, the transmission and interaction of facts, ideas, opinions, feelings
or attitudes. Communication is the essence of management. The basic function
of management (planning, planning, staffing, supervision and management)
cannot be done effectively without effective communication.

Communication is a two-way process which involves transferring of information

or messages from one person or group to another. This process goes on and
includes a minimum of one sender and receiver to pass on the messages. These
messages can either be any ideas, imagination, emotions, or thoughts.

Communication is a Latin word which means “to share”. There are different
modes of communication available today. These include emails, chats,
WhatsApp, skype (conference calls), etc. Effective communication makes
people’s work easier and smooth.

Communication Process
Communication is an ongoing process that mainly involves three components
namely. sender, message, and recipient. The components involved in the
communication process are described below in detail:
1. Sender:
The sender or contact generates the message and transmits it to the
recipient. He is the source and the first contact
2. Message:
It is an idea, knowledge, opinion, truth, feeling, etc. produced by the
sender and intended for reference.
3. Encoding:
The message produced by the sender is encrypted in a symbolic way such
as words, pictures, touches, etc. before transfer.
4. The media:
This is how the coded message is conveyed. The message can be
conveyed orally or in writing.
 5. Recording:
It is a process of modifying the signals sent by the sender. After recording
the message is received by the recipient.
6. Recipient:
You are the last person in the chain and the message you sent was sent. If
the recipient receives the message and understands it correctly and acts
on the message, only then the purpose of the communication is achieved.
7. Answer:
Once the recipient confirms to the sender that you received the message
and understood it, the communication process is complete.
8. Noise:
Refers to any restrictions caused by the sender, message or recipient
during the communication process. For example, incorrect telephone
connection, incorrect coding, incorrect recording, careless recipient,
incorrect understanding of message due to discrimination or inappropriate
touch, etc.

Types of Communication
Verbal Communication and Non-Communication
 Verbal communication:
Communication occurs through verbal, verbal or written communication
that conveys or conveys a message to others is called oral communication.
Verbal communication is the use of language to convey information
verbally or in sign language.Verbal communication is important because it
works well. It can be helpful to support verbal Non-verbal Communication
Any non-verbal communication, spoken words, conversation and written
language is called.

 Non-verbal communication:
It occurs with signs, symbols, colors, touches, body or facial features.
Insignificant communication is using body language, body language and
facial expressions to convey information to others. It can be used both
intentionally and deliberately. For example, you may have a smile on your
face when you hear an idea or a piece of interesting or exciting
information. Open communication is helpful when you are trying to
understand the thoughts and feelings of others.
Mode Of Communication
 Formal Communication:
Formal Communication refers to communication that takes place through
legal channels in an organization. That kind of communication takes place
between managers or employees of the same class or between high and
low and vice versa. It may be oral or written but a complete record of that
communication is kept in the organization.

 Informal Communication:
Informal communication is defined as any communication that occurs
outside of the official channels of communication. Informal communication
is often referred to as the ‘vine’ as it spreads throughout the organization
and on all sides regardless of the level of authority.

Few Communication Barriers

One sometimes wants to connect with one thing, but he is actually saying
something else that he did not intend. This type of event in communication
behaviour is known as the “Arc of Distortion”. The distortion may be the result of
some error in any of the communication channels. These barriers to
communication are also known as “barriers”.
Some of the barriers to communication:
 Lack of proper style, feedback.
 Content is not related to customer requirements.
 Failure to maintain dual communication.
 Bad weather.
 Lack of horizontal flow of ideas.
 Availability of technical coordinators.
 Semantic Problems.
 Lack of leadership.
 Lack of enthusiasm.
 Lack of support from heads of institutions.
Importance of Communication
1. Communication Foundation:
The manager explains to the employees the goals of the organization, the
methods of their success and the interpersonal relationships between
them. This provides communication between the various staff and
departments. Therefore, communication serves as the basis for
collaboration in the organization.
2. Functional:
The manager coordinates the individual and physical aspects of the
organization in order to run it efficiently and effectively. This integration is
not possible without proper communication.
3. The Basis for Making Decisions:
Good communication provides information to the manager that helps them
make decisions. No decisions could have been made without knowledge.
Thus, communication is the basis for making the right decisions.
4. Improves Management Ability:
The manager transfers targets and issues instructions and assigns tasks to
subordinates. All of these factors are involved.

Importance of Communication
Communication plays a vital part in building up a strong relationship across the
world, either in organisational structure or outside of it. It is an essential pillar for
people in sharing the ideas, delegating responsibilities, management of a team,
building up a healthy relationship, etc. Effective communication is necessary for
managers in the organisation for planning, organising, leading and controlling.
Managers of the organisation are dedicated enough in communicating
throughout the day in various tasks performances. They spent the whole time
communicating face-to-face or over the phone to their colleagues, subordinates
and the clients. Managers also use written communication in the form of Emails,
memos, daily reports and so on. Effective communication is a successful building
block of the organisational structure.

Here The Importance of Communication Can Be Briefed As Follows

 Good communication encourages motivational skills.
 It is a mode of information in the decision-making process.
  Communication emphasises socialising within or outside the organisational
structure.
 It helps in controlling the process. Employees have to follow the
organisation rule, code of conduct and other company policies.

Types of Communication
There are four types of communication. It is categorised into verbal, non-verbal,
written and visual.

Verbal
Verbal communication is one of the modes where people communicate or
transfer information through words. It is one of the common and usual types and
frequently used during one on one presentations, video calls or conferences,
meetings, phone calls etc.

There Are Certain Measures Which Enhance This More Effectively

 Firm and Confident Voice:
Firm and confident communication reflects the personality of the person. It
gives more certainty of completing any task. So always be confident so
that your ideas are more precise and specific.
 Active listening:
A good listener always tends to listen to everyone’s perspective or
viewpoints. Active listening helps in identifying each one’s problem or
thoughts in a more clear way.
 Ignore Filler Words:
While giving a presentation, avoid using filler words such as yeah, like, so,
etc. It might be distracting to your audiences. Try not to use them in official
conferences or meetings.

Non-Verbal
Non-verbal communication is the use of body language. It includes body
gestures, facial expression, and shaking hands, etc.. For example: How you sit
during an interview automatically reflects your body language. If they are
indicating closed body language like closed arms, bent shoulders, shaking legs,
etc., they might be nervous, low in confidence, surrounded with anxiety, etc. Non-
verbal communication is the most powerful communication to understand others’
thoughts and emotions.
Here are Certain Categories Where Non-Verbal Communication are
Briefed Up
 Positive Body Language: Always carry a positive body language where
you can carry your confidence for performing any task. This type of
communication gives support to your verbal talks and makes you more
open to any kind of jobs.
 Imitate non-verbal communication you find useful: Some facial expression
or body language can be found helpful in an interview. If an interviewer has
positively nodded his head, it gives a clear positive sign in a closed way,
i.e. non-verbal communication.

Written
It is the form of communication that involves writing, typing and printing symbols,
letters, etc. It is used in Emails, chats, etc. which are the common techniques of
using it in the workplace. Whereas it also furnishes a record of all docs in one
place and keeps a systematic account of it.

Here Are Certain Categories Where Written Communication is Briefed

Up
 Aim for Simplicity:
Any type of written communications should be in a simple format and clear.
It helps audiences to understand and provides more transparency on
information which you're providing.
 Reviewing:
Whenever you're writing, always review your emails, letters or memos
before sending it. Reviewing helps to find the mistakes or opportunities to
present something distinct.
 Be Careful of Written Tone:
Since this is not a mode of verbal or non-verbal communication, always be
cautious and have a polite tone while writing.
 Keep the Written Files if You Find it Useful:
If you received the memo or email which you’re finding helpful or
interesting, you could save that template for further references to use it in
future writing for improving your written communication.

Visual
Visualizing is a form of communication where one can use photographs, drawing
charts and graphs to convey information through it. It helps in furnishing the right
information through graphics and visuals during office presentation (along with
verbal and written).

Here are Certain Steps Which Help in Visual Communication Skills

 Taking Advice Before Going with Visuals:
Visual communication includes presentation or emails. Always ask for
other’s advice if any mistake can be rectified.
 Targeting Audience:
Always put those visuals in presentation or emails that can be understood
by everyone quickly. If you are giving a presentation on any data or chart
which is not familiar to the audience, you need to explain it clearly. There
shouldn’t be any usage of offensive visuals.

Barriers in Communication
There are certain barriers which create hindrance in building up communication
over the time period.
 Personal Barriers:
Communication takes place between receiver and sender. It’s a two-way
process which should be clear. In case message formation went wrong, it
gives a wrong and unclear message to the recipient. The receiver might
get the wrong perspective while receiving a message. Therefore the
message should be written effortlessly.
 Systematic Barrier:
If any machine or electronic errors occur by any means or in any
unforeseen situation, it may affect the importance of communication.

Flow of Communication
An organisation follows the five flow of communications:
 Downward Flow:
In this, communication flows from the higher level to lower level, i.e.
communication carried out by the head of the organisation to the
subordinates like providing feedback, giving job instructions etc.
 Upward Flow:
 Communication which flows to the higher level of the organisation is
upward communication. Subordinates use upward flow to transfer their
grievances and performances to their seniors.

 Lateral/Horizontal Communication:
It takes place where communication happens between the same level of
the hierarchy that is communication between colleagues, managers or
between any horizontally equivalent members of the organisation. It
benefits employees to perform coordination among the tasks, time-saving,
solving problems of employees of other departments or conflicts within the
department.
 Diagonal Communication:
Communication which takes place between the manager and employee of
other work departments is known as diagonal communication.
 External Communication:
Communication which takes place between the manager and external
group likes vendors, suppliers, banks, financial institutions and many more.
For example, the Managing Director would be meeting with the bank
manager to get the bank loan or some other financial work.