Module: first

Fundamentals of
Communication
Objective: To provide the learner with a comprehensive understanding of
the basics of communication, including its process, components, and
types, while also offering clear insight into the nature of business
communication. This includes exploring its global, ethical, and legal
aspects.
Origin:
• The term Communication is a derivation from communis,
communicatio and communicare which are two Latin words.
Communis is a noun, which means common, or sharing.
Communicare is a verb, which means 'make something common'.
‘Communicatio’ is also a Latin noun which means sharing or
imparting.
• The Oxford Dictionary defines communication as, “the transfer or
conveying of meaning”.
What is communication:
Origin and Meaning: Communication, derived from Latin, signifies sharing, particularly the
exchange of information or intelligence.
Mediums of Communication: Language is the most common medium, supported by physical
gestures like hand waves, shoulder shrugs, smiles, and nods.
Non-Linguistic Symbols: Communication also includes non-verbal symbols such as traffic lights,
road signs, railway signals, telegraphic codes, and secret codes used in specific contexts like defense.
Process and Components: Communication is the process of transmitting meaning from one person
to another, involving a sender, message, channel, receiver, and response.
Effectiveness and Challenges: Successful communication occurs when the sender elicits the desired
response from the receiver, though a semantic gap can sometimes exist between the message sent
and received.
Conclusion: Communication is a multidimensional process including verbal and non-verbal
methods, reliant on clear transmission and reception of meaning. Its effectiveness is marked by the
understanding and response of the receiver, though challenges can arise from potential gaps in
interpretation.
• Communication can be defined as a transactional process that involves an exchange of ideas,
information, feelings, attitudes, or beliefs and impressions; multi-level process in an
organization because it involves the organizational hierarchy, from the top to the bottom, and
across the horizontal levels; cultural interaction with people in groups for conversing and
sharing ideas in social gatherings; spreading information to masses through the media;
transformational process that motivates and fosters growth and mutual understanding; dynamic
process that challenges 'what you say' and 'how you say' at that particular moment;
mental/psychological process of talking to oneself in mind, and(an) interaction process with
the corporate.
• In a nutshell, Communication is a process of sharing of ideas, information, knowledge,
attitude or feelings among two or more persons through certain signs and symbols or language.
• It is the transfer of understanding or meaning. An idea by itself cannot be understood. It has to
be encoded either in words or in signs and symbols. Then it has to be transmitted to a receiver
or receivers. The receiver, in turn will decode the message
PROCESS OF COMMUNICATION
• Communication is a process, the main components of which are
sender, message, channel,receiver and response.
• Common frame of reference
• Message
• Channel
• Sent Received
• Semantic gap
• Sender Receiver Response
• Feed-back
• The sender (Element) The sender has an idea (Activity)  The sender encodes the idea
into a message(Activity)
 Message (Element)
 Channel/Medium (Element) The message travels through the channel (Activity) Noise
in the transmission process (Barriers)
• The receiver (Element) The receiver gets the message (Activity) The receiver decodes
the message (Activity) The receiver provides the feedback (Activity)
• The frame of reference of the sender and the receiver (Individual Factors)
• The context (External Environment)
• Feedback (Element)
• The process of Communication can be explained as under: SENDER The person who
wants to send a message is called the sender
Explanation:

• In any communication situation, there are two essential parties: the sender and the receiver,
who must share a common frame of reference for effective communication. Cooperation
between them is crucial; without shared understanding or if the receiver is distracted or
unfamiliar with the language, communication fails. Communication is inherently a social
function, with communities developing languages or codes—symbols representing ideas or
emotions—to convey meaning.

• The choice of communication medium and symbols depends on the context. For example,
formal, technical language is used in professional settings, whereas simpler language is used
in informal situations. Responses to messages can vary, and feedback—whether immediate
or delayed—helps the sender assess how the message was received. Immediate feedback,
such as in face-to-face or phone conversations, allows for real-time adjustments, although
oral communication is temporary.
Success of effective communication:
Written communication, despite lacking immediate feedback, offers
control, permanence, and the ability to revise and store information. A
practical example is ordering a book, where the sender writes a letter,
and the receiver (bookseller) responds by fulfilling the order. However,
communication can fail when there is a "semantic gap," caused by
unclear objectives, inappropriate language, or misinterpretation by the
receiver. Therefore, strong communication skills are essential in all
areas of life to minimize such issues and ensure effective exchange of
information.
An Overview o f Communication
Types:
• Communication is a fundamental aspect of human behavior, involving various modes and
purposes.
Major Categories of Communication:
1. Mode: Divides into oral (spoken) and written forms, each serving different functions and
contexts.
2. Medium: Involves the channels through which communication is delivered, such as print
(e.g., books, newspapers) or electronic (e.g., emails, TV).
3. Number of Participants: Ranges from dyadic (one-on-one interactions) to group
communications (discussions involving multiple participants).
4. Direction: Can be one-way (messages sent without expecting an immediate response) or
two-way (active exchange with feedback).
5. Purpose: Encompasses general communication for daily interactions and business
communication for specific, professional objectives.
Communication by Mode and
Medium
Oral Communication:
 Interpersonal and Effective: Ideal for resolving issues, negotiating, and engaging in discussions due
to immediate feedback.
 Flexible and Spontaneous: Adaptable to suit situational needs, enabling quicker, more dynamic
exchanges.
Written Communication:
 Formal and Precise: Used when documentation is required or when complex information needs to be
structured and reviewed.
 Permanent Record: Serves as a reliable source for future reference and legal purposes.
 Examples: Letters, reports, memos, and emails.
Print Media:
 Traditional yet Reliable: Books, magazines, and journals continue to be essential for in-depth
knowledge and record-keeping.
Electronic Media:
 Modern and Universal: Tools like telephones, emails, and broadcasting platforms (e.g., radio, TV)
allow for rapid dissemination and interaction
1. Dyadic Communication:
•One-on-One Interaction: Direct exchanges such as interviews, phone calls, or personal conversations
that facilitate in-depth dialogue.
•Focused Attention: The sender considers the receiver’s perspective to ensure clear understanding.
2. Group Communication:
•Collaborative Environment: Involves multiple participants, allowing for sharing of ideas, discussions,
and decision-making (e.g., seminars, conferences).
•Examples: Office meetings, panel discussions, and group projects.
3. One-way Communication:
•Limited Feedback: Common in public speeches, advertisements, and news broadcasts where the
sender controls the flow.
•Mass Reach: Effective for disseminating information to a broad audience with minimal interaction.
4Two-way Communication:
•Interactive and Dynamic: Engages participants in back-and-forth exchanges, such as in meetings or
telephonic conversations.
•Feedback Essential: Helps refine messages and clarify intentions for better understanding.
5. Business Communication:
•Purpose-driven and Structured: Specifically designed for
achieving objectives like instructing employees, managing
relationships, or reporting.
•Characteristics: Includes a clear, concise language style,
formal vocabulary, and logical structure to drive desired actions.
•Application: Used internally (e.g., policy updates, employee
morale) and externally (e.g., client correspondence, stakeholder
reports).