The Communication Process

The goal of communication is to convey information—and the understanding of that information—from

one person or group to another person or group. This communication process is divided into three basic
components: A sender transmits a message through a channel to the receiver. (Figure shows a more elaborate
model.) The sender first develops an idea, which is composed into a message and then transmitted to the other
party, who interprets the message and receives meaning. Information theorists have added somewhat more
complicated language. Developing a message is known as encoding. Interpreting the message is referred to
as decoding.

The other important feature is the feedback cycle. When two people interact, communication is rarely
one‐way only. When a person receives a message, she responds to it by giving a reply. The feedback cycle is
the same as the sender‐receiver feedback noted in Figure 1. Otherwise, the sender can't know whether the other
parties properly interpreted the message or how they reacted to it. Feedback is especially significant in
management because a supervisor has to know how subordinates respond to directives and plans. The manager
also needs to know how work is progressing and how employees feel about the general work situation.

The critical factor in measuring the effectiveness of communication is common understanding.

Understanding exists when all parties involved have a mutual agreement as to not only the information, but also
the meaning of the information. Effective communication, therefore, occurs when the intended message of the
sender and the interpreted message of the receiver are one and the same. Although this should be the goal in
any communication, it is not always achieved.

Nature of Communication

 Communication is a process -The communication process is the steps we take in order to

successfully communicate.
 Communication is systematic (involves method or plan)
4 systems of communication
1. Verbal communication is the use of sounds and words to express yourself.
2. Non-verbal Communication is the body language or tone of voice, that gives meaning to much of
our verbal communication. For example, if you've ever been in an argument with a significant other,
how do you know that they're upset with you? In some cases, they might actually tell you precisely
why, but more often than not, it is their non-verbal communication that is effectively expressing their
emotions.
3. Written Communication In contrast to verbal communications, written business communications
are printed messages. Examples of written communications include memos, proposals, e-mails,
letters, training manuals, and operating policies. They may be printed on paper, handwritten, or
appear on the screen. Normally, a verbal communication takes place in real time. Written
communication, by contrast, can be constructed over a longer period of time. Written
communication is often asynchronous (occurring at different times). That is, the Sender can write a
Message that the Receiver can read at any time, unlike a conversation that is carried on in real
time.
4. Visual communication is the transmission of information and ideas using symbols and imagery. It
is one of three main types of communication, along with verbal communication (speaking) and non-
verbal communication (tone, body language, etc.). Visual communication is believed to be the type
that people rely on most, and it includes signs, graphic designs, films, typography, and countless
other examples.
  Communication is symbolic - Language can be thought of as a system of communication that uses
symbols to convey deep meaning. Symbols can be words, images, body language, sounds, etc.
For a simple example of symbolic language: the word cat is symbolic of the idea of a cat, a dollar is a
symbol of $1 of economic value, the word yes or a nod is a symbol of confirmation, a grimace is a
symbol of disapproval, and a smiley face emoji is a symbol of happiness

 Communication involves meaning - Effective communication involves creating meaning, transmitting

meaning, and deciphering meaning.

PRINCIPLES OF COMMUNICATION

1. Principle of Clarity:
The idea or message to be communicated should be clearly spelt out. It should be worded in such a way that
the receiver understands the same thing which the sender wants to convey. There should be no ambiguity in
the message. It should be kept in mind that the words do not speak themselves but the speaker gives them the
meaning. A clear message will evoke the same response from the other party. It is also essential that the
receiver is conversant with the language, inherent assumptions, and the mechanics of communication.
2. Principle of Attention:
In order to make communication effective, the receiver’s attention should be drawn towards message. People
are different in behaviour, attention, emotions etc. so they may respond differently to the message.
Subordinates should act similarly as per the contents of the message. The acts of a superior also draw the
attention of subordinates and they may follow what they observe. For example, if a superior is very punctual in
coming to the office then subordinates will also develop such habits. It is said that ‘actions speak louder than
words.
3. Principle of Feedback:
The principle of feedback is very important to make the communication effective. There should be a feedback
information from the recipient to know whether he has understood the message in the same sense in which the
sender has meant it.
4. Principle of Informality:
Formal communication is generally used for transmitting messages and other information. Sometimes formal
communication may not achieve the desired results, informal communication may prove effective in such
situations. Management should use informal communication for assessing the reaction of employees towards
various policies. Senior management may informally convey certain decisions to the employees for getting
their feedback. So this principle states that informal communication is as important as formal communication.
5. Principle of Consistency:
This principle states that communication should always be consistent with the policies, plans, programmes and
objectives of the organization and not in conflict with them. If the messages and communications are in conflict
with the policies and programmes then there will be confusion in the minds of subordinates and they may not
implement them properly. Such a situation will be detrimental to the interests of the organization.
6. Principle of Timeliness:
This principle states that communication should be done at proper time so that it helps in implementing plans.
Any delay in communication may not serve any purpose rather decisions become of historical importance only.
7. Principle of Adequacy:
The information communicated should be adequate and complete in all respects. Inadequate information may
delay action and create confusion. Inadequate information also affects efficiency of the receiver. So adequate
information is essential for taking proper decisions and making action plans.

2 main types of Communication

BASIS FOR INTRAPERSONAL INTERPERSONAL

COMPARISON COMMUNICATION COMMUNICATION

Meaning Intrapersonal Communication is Interpersonal Communication is the

one, that we have with ourselves, communication between two or
i.e. the communication that occurs more person, through verbal or
in our mind. non-verbal messages.

Persons Involved One At least two

Occurence Continuous due to human nature. Regular, due to social needs.

 BASIS FOR INTRAPERSONAL INTERPERSONAL
COMPARISON COMMUNICATION COMMUNICATION

Media Only a person's internal senses Supported by a verbal and non-

are involved. verbal media.

Concerned with Thinking and Analysis Exchanging and sharing of ideas or

information

Types of Interpersonal Communication

A. Dyadic or Face-to-face Interaction
A conversation between two persons which usually occurs in an informal interaction. This interaction
provides a great deal of feedback as compared to other types of communication.
B. Small Group Communication
This occurs when each member or participant speaks out or is actively participating in the process to
come up with a consensus. The degree of formality may range from intimate to formal.
C. Public Communication
An enlarged form of group communication that involves a resource person addressing a specific
audience. The speaker or resource person has prepared beforehand and delivers it before an audience.
Feedback is limited.
D. Mass Communication
Has highly structured messages and able to reach a larger number of audience at the same time through
the use of electronic devices or print media like the newspapers and magazine.
E. Technology-mediated Communication
Communication from electronic emails. Texting, instant messaging, social networking, tweeting, blogs
and video conferencing – they all share on thing in common.

Concepts of Intrapersonal Communication

Intrapersonal communication takes place within a single person, often for the purpose of clarifying ideas or
analyzing a situation. Other times, intrapersonal communication is undertaken in order to reflect upon or
appreciate something.
Three aspects of intrapersonal communication are self-concept, perception and expectation.
1. Self-concept determines how a person sees him/herself and is oriented toward others. Self-concept (also
called self-awareness) involves three factors: beliefs, values and attitudes.

 Beliefs are basic personal orientation toward what is true or false, good or bad; beliefs can be descriptive
or prescriptive.
 Values are deep-seated orientations and ideals, generally based on beliefs, about right and wrong ideas
and actions.
 Attitudes are tendency toward or against a topic and generally are consistent with values. Attitudes often
are global, typically emotional.
Beliefs, values and attitudes all influence behaviour, which can be either spoken opinion or physical action. Also
it includes body image as an aspect of intrapersonal communication. Body image is a way of perceiving
ourselves, positively or negatively, according to the social standards of our culture
2. Perception: Whereas self-concept focuses internally, perception looks outward. Perception of the outside
world also is rooted in beliefs, values and attitudes. It is so closely intertwined with self-concept that creating a
harmonious understanding of both oneself and one’s world.
3. Expectations: Expectations are future-oriented messages dealing with long-term roles, sometimes called life
scripts. These sometimes are projections of learned relationships within the family or society.
Types of Intrapersonal Communication
Internal discourse: Internal discourse involves thinking, concentration and analysis. Also it include both
daydreaming and nocturnal dreaming in this category. Prayer, contemplation and meditation also are part of this
category, negotiating with the inner self. Example: Consciously appreciating the beauty of a sunset.
 Solo vocal communication: Solo vocal communication includes speaking aloud to oneself. This may be done
to clarify thinking, to rehearse a message intended for others. Example: Talking to yourself as you complain
about your boss.
Solo written communication : Solo written communication deals with writing not intended for others. Example:
An entry in a diary or personal journal.

The 5 Functions of Non-Verbal Communication

There are five functions of non-verbal communication: reinforcement, contradiction, substitution, accentuation,
and regulation. All of these functions help the person sending a message and the person receiving the
message my making the substance of the communication more understandable.

Reinforcement- “the amount of redundancy nonverbal communication adds to the verbal message” for
example if you say “Hi” or “Bye” you will probably wave your hand also, and if you say you’re hungry you might
rub your stomach. If something tastes bad you would express your dislike accompanied with a disgusted look
on your face.

Substitution- “using a nonverbal action or cue instead of speaking” for example instead of actually saying “hi”
or “bye” you might just wave a hand at someone. When we are not able to speak to a person we use a
nonverbal cue.

Contradiction- “the use of a nonverbal message to negate the verbal message” for example if you ask how
someone is and they say “good” but they roll their eyes or look down at the floor and shrug their shoulders, you
know they are actually not good and they have just negated the verbal message they were sending.

Accentuation- “the use of nonverbal cues to intensify the verbal message” for example if you speak louder
and quickly you are adding intensity to the verbal message. We can tell when a person is excited because they
usually speak loud and their eyes widen, making the message more clear.

Regulation- “the turn taking cues of conversational order” for example we use hand signals to indicate that we
are done talking and it is someone else’s turn to talk. We also use nonverbal signals like looking at the other
person as if to say “what do you think about that” without actually speaking the words.

6 Functions of Verbal Communication

1.Sharing Meaning -the most obvious function of verbal communication

Denotative meaning-literal meaning of your words as agreed upon by members of your culture
Connotative meaning- when verbally communicating, the deeper understanding of words based on
the situation, and the knowledge the partners communicating share

2. Shaping Thought - language shapes how we think about things

Linguistic determinism- the idea that language quite literally defines the boundaries of our thinking.
Linguistic relativity- people of different cultures perceive and think differently about the same things

3. Naming - creating linguistic symbols for objects

allows use to communicate meanings about the things in our lives
EXAMPLE
for many years gays and lesbians were referred to as homosexuals. People then shortened it to "homo" which
was then used as a derogatory insult. The population then began referring to themselves as gay, but no
meaning "joyous and lively" as the term had been previously used.

4.Performing actions - Everyday we make requests, issue invitations, command things, and even taunt to try
to influence others' behavior.
these are referred to as speech acts, meaning they call for an action
 Pronouncement of event(ex. Marriage, or being fired)
5. Crafting Conversations - Language meanings, thoughts, names and acts don't happen in the abstract,
they occur within conversations
there are 4 characteristics fundamental to conversation
1. interactive- two or more people are involved
2. local management- we make decisions about who gets to speak, when, and for how long
3. universal- forms the foundation of our interpersonal ties
4. scripts- rigid structures of talk patterns such as meeting for the first time

6. Managing Relationships - Declaring powerful, intimate feelings to others.