Lesson 1-Communication Process

• What is Communication
• Process of Communication
• Types of Communication
• Levels of Communication
• Communication Barriers
• Tools of Effective Communication
What is COMMUNICATION?
It is a process of exchanging –
Information
Ideas
Thoughts
Feelings
Emotions Through
–
Speech
Signals
Writing
Behavior
Process of Communication
Encoding
Sender
Channel Noise Message
Feedback Barrier
Channel
Decoding
Receiver
Types of Communication
People communicate with each other in a number of ways that depend
upon the message and its context in which it is being sent.
Types of communication based on the communication channels used are –

 Verbal Communication
 Nonverbal Communication
Verbal Communication
 It refers to the form of communication in which message is transmitted
verbally.
 Communication is done by word of mouth and a piece of
writing.
 In verbal communication remember the acronym (keep it
short and simple).
Verbal Communication is divided into:

 Oral Communication
 Written Communication
Oral
 In oral communication, Spoken words are used.
 It includes face-to-face conversations, speech,
telephonic
conversation, video, radio, television, voice over
internet.
 Communication is influence by
pitch, volume, speed and clarity of speaking.
 Advantages –
It brings quick feedback.
In a face-to-face conversation, by reading facial expression and body
language one can guess
whether he/she should trust what’s being said or not.
 Disadvantages –
In face-to-face discussion, user is unable to deeply think about what he is
delivering, so this can be counted as a fault.
Written
 In written communication, written signs or symbols are used to
communicate.
 In written communication message can be transmitted via
email, letter, report, memo etc.
 Written Communication is most common form of
communication being used in business.
 Advantages –
Messages can be edited and revised
Written communication provide record and backup. A written
message enables receiver to fully understand it and send
appropriate feedback.
 Disadvantages –
Written communication doesn’t bring instant feedback. It take
more time in composing a written message as compared to word-of-
mouth and number of people struggles for writing ability.
Nonverbal Communication
• Nonverbal communication is the sending or receiving of
wordless messages. Such as gesture, body language, posture,
tone of voice or facial expressions, is called nonverbal
communication.
• Nonverbal communication is all about
the body language of speaker.
Nonverbal communication have the following three elements –

• Appearance
Speaker –
clothing, hairstyle, neatness, use of cosmetics
Surrounding – room
size, lighting, decorations, furnishings
• Body Language
facial expressions, gestures, postures
• Sounds
Voice Tone, Volume, Speech rate
Levels of Communication
communication that occurs in your own mind. It
is the basis of your feelings, biases, prejudices,
and beliefs.
– Examples are when you make any kind of decision – what to
eat or wear. When you think about something – what you want
to do on the weekend or when you think about another
person.
• Interpersonal communication is the
communication between two people but
can involve more in informal
conversations.
–Examples are when you are talking to
your
friends. A teacher and student discussing
an assignment. A patient and a doctor
discussing a treatment. A manager and a
potential employee during an interview.
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• Small Group is communication within formal or informal
communication
groups or teams. It is group interaction that results in decision
making, problem solving and discussion within an organization.
– Examples would be a group planning a surprise birthday party for someone. A team
working together on a project.
• One-to-group communication involves a speaker who seeks to inform, persuade
or motivate an audience.
– Examples are a teacher and a class of students. A preacher and a congregation. A speaker
and an assembly of people in the auditorium.
• Mass communication is the electronic or
print transmission of messages to the general
public. Outlets called mass media include
things like
radio, television, film, and printed materials
designed to reach large audiences.
– A television commercial. A magazine article. Hearing a
song on the radio.
Books, Newspapers, Billboards. The key is that you are
reaching a large amount of people without it being face to
face. Feedback is generally delayed with mass
communication.
14Barriers of Communication
• 2. Perceptual barriers
• 1. Physical barriers
• 3. Emotional barriers
• 4. Cultural barriers
1
• 5. Language barriers • 6. Gender barriers
7. Interpersonal barriers
PHYSICAL BARRIER
• Physical barriers relate to disturbance in the immediate
situation, which can interfere in the course of an
effective communication.
• Some of them are easy to alter whereas, some may
prove to be tough obstacles in the process of effective
communication.
FACTORS CAUSING PHYSICAL BARRIER
• Defects in media
• Distraction in environment
• Distance
• Ignorance of medium
• Physical disability
HOW TO OVERCOME?
• To be updated with latest technologies.
• Choosing a suitable environment.
• Removing obstacle.
• Making signs easier to read, example, you could
supplement written signs with pictures and visual signs.
• Self- Motivation
CULTURAL BARRIER
• Cultures provide people ways of thinking-- ways of
seeing, hearing, and interpreting the world.
• Similar words can mean different things to people from
different cultures, even when they talk the "same"
language.
FACTORS CAUSING CULTURAL BARRIER
• Diversified cultural background
• Language and Accent
• Behavior and Nature
• Religion
HOW TO OVERCOME?
• Cross culture environment
• Have a thorough knowledge of your
counterpart’s culture background
• Conduct effective communication workshop
• Work in groups and run frequent meeting
LANGUAGE BARRIERS
• Inability to converse in a language that is known by
both the sender and receiver is the greatest barrier to
effective communication.
• When a person uses inappropriate words while
conversing or writing, it could lead to misunderstanding
between the sender and a receiver.
FACTORS CAUSING LANGUAGE BARRIERS
• Multi language
• Region
• Inadequate vocabulary
• Interpreting difference
HOW TO OVERCOME?
• Speak slowly and clearly

• Ask for clarification
• Frequently check for understanding
• Be specific
• Choose your medium of communication
effectively
• Be patient
EMOTIONAL BARRIER
• The emotional state may influence your capacity to
make yourself understood and hamper your
understanding of others.
• Many times, emotional barriers on your part or the part
of the person you are speaking which may inhibit your
ability to communicate on an effective level.
FACTORS CAUSING EMOTIONAL BARRIER
• Fear/ insecurity
• Mistrust
• Stress
How to overcome
• Motivation and commitment to change
• Peer or mentor support
• Practice expressing recognition
GENDER BARRIERS
• Relationships, respect, workplace authority and

education are common ways men and women are
pitted against each other.
• Overcoming barriers in gender communication isn’t
simple but can be made clear with a little patience and
understanding.
• This barrier arises because men and women have
different ways of thinking and communication.
FACTORS CAUSING GENDER BARRIERS
• Fear and shyness

• Environment
• Misunderstanding
How to overcome
• The process of bridging the gap in gender
communication requires the great deal of patience and
understanding that only time and attention will teach.
ORGANIZATIONAL BARRIERS
• Organizational structure greatly affects the capability of

the employees as far as the communication is
concerned.
• All the internal factors which stymie or block the
process of communication are known as organizational
barriers. Some such factors have already been
discussed like restrictive environments, deceptive
tactics, communication network.
FACTORS CAUSING ORGANIZATIONAL
BARRIERS
• Status relationship
• One- way flow
• Organization structure
• Rules and regulations
• Too many levels in organization structure
HOW TO OVERCOME?
• Poor structure to the communication

• A weak delivery
• The use of the wrong medium to deliver the
communication
• A mixed message
• The message is delivered to the wrong
audience
• A distracting environment
PERCEPTUAL BARRIERS
• The most common problem is that the people have

difference opinion.
• The varied perceptions of every individual give rise to a
need for effective communication.
• We all have our own preferences, values, attitudes,
origins and life experiences that act as ‘filters’ on our
experiences of people, events and information.
FACTORS CAUSING PERCEPTUAL
BARRIERS
• Difference in Understanding
• Difference in Perception of Reality
• Differences in Values, Attitudes and Opinions
HOW TO OVERCOME?
• Start by listening to others

• Clarify if there is confusion
• Stay calm and be positive
Tips for effective communication
1. Simplify language
2. Listen actively
3. Break the barriers
4. Use feedback
5. Do not depend upon grapevine/rumors
6. Be aware of others levels, feelings and attitudes
7. Do not act on assumptions
8. Do not jump into conclusions.

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• What is Communication

Channel Noise Message

Types of communication based on the communication channels used are –

Verbal Communication is divided into:

Nonverbal communication have the following three elements –

• Speak slowly and clearly

• Relationships, respect, workplace authority and

• Fear and shyness

• Organizational structure greatly affects the capability of

• Poor structure to the communication

• The most common problem is that the people have

• Start by listening to others

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