What is Communication?

“Communication is the art and process of creating and sharing ideas. Effective communication depends
on the richness of those ideas.” (McPheat, 2010).

The Oxford English Dictionary defines communication as "the imparting, conveying, or exchange of
ideas, knowledge and information'. This can apply to words or body language.

Entrepreneur Handbook defines communication as “the sharing of information between different

individuals. It includes the sharing of ideas, concepts, imaginations, behaviours and written content.
Communication is simply defined as the transfer of information from one place to another. This transfer
of information can be conducted in different ways.”

2. The Communication Process

The communication process is composed of several stages, each of which offers potential barriers to
successful communication. Here's a sample organizer how communication works:

communication process

Here's how McPheat (2010) would describe the different elements of communication:

Source- The source of the message is the sender. The sender must know why the communication is
necessary and what result is needed.

Message- The source of the message is the sender. The sender must know why the communication is
necessary and what result is needed.

Encoding- Encoding is the process of taking your message and transferring it into the proper format for
sharing it with your audience. It requires knowing your audience and ensuring that your message
provides all of the information that they need.

Channel- The channel is the method of communication that you choose such as face-to-face, by
telephone, or via email.
Decoding- Decoding is the process of receiving the message accurately and requires that your audience
has the means to understand the information you are sharing.

Receiver- You have expectations for a response from the receiver when you send a message. You can
increase the chances of getting this result by addressing your audience’s concerns or addressing specific
benefits as part of your communication

Feedback- Feedback lets you gauge how successful you were at communicating. It also offers a chance
to adjust your communication process for the future

Context- Context involves things such as your relationship with your audience, the culture of your
organization and your general environment.

At each of these stages, there is the potential for barriers to be formed or problems to arise. As we look
at ways to limit the barriers to communicating effectively, remember a deep understanding of the
process of communication and communication skills is essential. It is vital to the success of any
individual in any business.

Confucius wrote…

'If language is not correct, then what is said is not what is meant.

If what is said is not what is meant, then what ought to be done remains undone'.

Types of Communication

Verbal- This involves the use of language and words for the purpose of passing on the intended
message. In general terms, verbal communication means communication in the form of spoken worlds
only. But, in the context of types of communication, verbal communication can be in the spoken or the
written form. Thus, the verbal form may be oral or written:

Written communication: This kind of communication involves any kind of exchange of information in the
written form. For example, e-mails, texts, letters, reports, SMS, posts on social media platforms,
documents, handbooks, posters, flyers, etc.

Oral communication: This is the communication which employs the spoken word, either direct or
indirect as a communication channel. This verbal communication could be made on a channel that
passes information in only one form i.e. sound. You could converse either face to face, or over the
phone, or via voice notes or chat rooms, etc. It all comes under the oral communication. This form of
communication is an effective form.

Direct communication is very straight forward. Whether it is in giving instructions or asking a question.
For instance in a direct communication style instead of “beating around the bush” the communicator
would immediately ask the question, or give an order. Since the communication is so straight forward
this tends to lead to less miscommunications between the sender and the decoder of the message. The
thought process that is located during direct communication is linear. Thus the organization that is
involved is usually chronological. With all that being said about verbal communication written
communication in direct communication style cultures are to the point and concise.

Indirect communication is the opposite of direct communication. Indirect communication gathers

information from in-between the lines. For instance in a indirect communication culture instead of
coming out and asking a question or commenting on a situation they will go about it in a roundabout
way. This roundabout way of communicating diffuses the responsibility between communicators, by
doing this it also saves the face of both parties involved. Indirect communication makes connections
between the communicators that are involved. Also by being an indirect communicator shows
sophistication and subtlety. On the other hand as a written communicator in an indirect culture being
indirect shows respect and courtesy for the reader.

2. Non- verbal communication- In this type of communication, messages are relayed without the
transmission of words. The messages here are wordless messages. This form of communication mainly
aides verbal communication. It supplement its gestures, body language, symbols, and expressions.
Through these, one may communicate one’s moods, or opinion or even show a reaction to the messages
that are relaying. One’s non-verbal actions often set the tone for the dialogue. You cannot control and
guide the communication if you control and guide the noverbal communication. Some of the modes of
non-verbal communication are:

Physical non- verbal communication. This is the sum total of the physically observable. For instance,
hand gestures, body language, facial expressions, the tone of one’s voice, posture, stance, touch, gaze
and others. Several researchers have revealed that physical nonverbal communication constitutes
about 55% of our daily communications. These are subtle signals that are picked up as part of our
biological wriing. For example, if you rest your head on your palms, it will mean that you are very
disappointed or angry. Similarly, other subtle hints will convey your reaction to the presenter or your
audience’s reaction to you.

Paralanguage. This is the art of reading between the lines. The main kind of such communication is done
with the tone of one’s voice. This kind of communication amounts to almost 38% of all the
communication that we do every day. Along with the tone of voice, the style of speaking, voice quality,
stress emotions, or intonation serves the purpose of communication. And, these aspects are not verbal.

Aesthetic Communication. Art is an important means of communication. Through the paintings or other
forms of art, an artist can covey the strongest messages. Several times in the history of the world, art
has been used as an effective form of nonverbal communication.

Appearance. The first impression sets the tone. People will react to your appearance and this is a fact of
life. Your clothes, the color of the fabrics, etc. all determine the reaction of your audience.
 3. Visual Communication

This is the communication through visual aids like drawings, placards, presentations, and illustrations,
etc.

Barriers for Effective Communication

Tangible Differences

Gender. It is the major influence on the way we communicate with others. When men and women work
together in a group, men tend to be more assertive and self-confident. Women are more likely than
men to express their emotions, to reveal how they feel about a situation.

Age. Young people and old people communicate in different ways. We do tend to judge a statement by
different standards if we know the speaker’s age. A person’s age or gender is not important in judging
the truth or wisdom of what that person says .

Other barriers:

Individual’s Physical health condition

maturity level

Pronunciation

educational background

Eras when people grew up

Intangible Differences

Perception. Our physical limitations are a screen through which we perceive things that exist in our
environment. Our perception is also limited by psychological screens that we have developed. Choosing
from among the many things within our range of perception those that we will notice, and block out the
rest is called “Selective Perception”

Motivation. The strongest motivations are those that are most personal. We are motivated by money,
fame, power, love, status, security, skill, ambition...etc. It can be both positive or negative.

Close Mindedness (Tunnel Vision). A closed way of thinking, especially about abstract topics, such as
religion and politics. The person with tunnel vision is one who has firmly fixed ideas . The opposite side is
open-mindedness. Person with tunnel vision has attitude seems to say; “I’ve already made up my mind,
Don’t confuse me with the facts!!!”

Ego Defensiveness. A response pattern in which a person who follows this pattern sees a disagreement
as a personal attack .

Negative emotions. This is especially true if the emotion is uncontrolled, unfocused, or misdirected.
Guidelines for Effective Communication

Plan your communication.

Seek to clarify ideas before communicating.

Examine the purpose of your communication.

Consider the total physical and human setting when communicating.

Be mindful of the overtones as well as the basic.

Make your message simple, clear and concise.

Show interest to your listener.

Do not do most of the talking.

Be polite; do not interrupt the speaker.

Give the speaker your undivided attention.

Ask question when necessary.

Follow-up communication by soliciting feedback.

Be sure that your actions support communication.

Seek not only to be understood but to understand.