Unit 1: The Communication Process

- Basics of communication
- Theories and principles of communication
- Communication methods, modes, and systems
- Writing process
- Importance of communication
- Barriers to communication
▪ What is communication?
▪ The word ‘Communication’ is derived from the Latin word ‘Comunis’ which means
‘sharing’.
▪ According to Keith, “Communication is the process of passing the information and
understanding from one person to another.”
▪ Communication is the act or process of sharing, imparting or exchanging information or
to express your ideas, feelings, emotions, thoughts etc. to someone else by speaking,
writing or using some other medium.
▪ Basic process of sending and receiving messages.
▪ Communication becomes effective only when it stimulates action or encourages the
receiver to think in new ways.
▪ Ability to communicate effectively increases individual productivity.
Communication is about sharing information from one person to another person or a
group of people. Every type of communication method involves at least one sender
and a receiver. It is complex, as effective communication can be affected by a range of
things.
This includes:
• Our emotions.
• The cultural situation.
• The medium used to communicate.
• Our location.
Communication has three parts:
• The sender.
• The message.
• The recipients.
The Elements of Communication Process
The communication process involves understanding, sharing, and meaning, and it consists of
eight essential elements:
1. The sender has an idea: The first element of communication process. At this the sender
comes across a situation, and idea comes which he/she wants to share for a particular
purpose. For successful communication, the communicator has: a clear idea, clear
purpose, and a specific audience,
2. The sender composes the idea: After idea generated in the mind of the sender, he/she
composes the idea that means putting ideas in words or language. The process of putting
thoughts, ideas or information into a message is called encoding.
3. The sender produce the message in a medium: After composing the appropriate
message, the sender needs some medium to send the message. These mediums can be
oral, written and visual.
4. The sender transmits the message through a channel: Channels are the systems or the
means through which the sender transmits the intended message. The channels can be
computer, letter, phone, television or radio according to the type of message; oral or
written.
5. The audience receives the message: By using appropriate channel the sender sends the
message to the receiver.
6. The receiver (audience) decodes the message: When the message reaches to the
receiver, the receiver translates the message in his/her own to understand the message
 which is called decoding. It means the receiver tries to read, understand and interpret the
message correctly.
7. The audience responds the message: After decoding the message the receiver responds
the message by reacting verbally or nonverbally.
8. The receiver provides feedback to the sender: This is the final step of the
communication process that ensures the receiver has received the message. Feedback is
the response, reaction or information given by the receiver of a message to the sender.

Theories and principles of communication

The principles of communication theory: The sender encodes a message and
chooses a communication channel. The encoder, a part of the channel, converts the
code into signals. The decoder takes those signals and translates them into a message
for the receiver. The receiver gets the message and interprets it.
For an effective communication to take place the communication should have SEVEN
principles:
1. Clear: When writing or speaking to someone, be clear about your goal or
message. What is your purpose in communicating with this person? If you’re not
sure, then your audience won’t be sure either.
2. Concise: Concise means giving a lot of information clearly and in a few words;
brief but comprehensive. When you’re concise in your communication, you stick
to the point and keep it brief. Your audience doesn’t want to read six sentences
when you could communicate your message in three.
3. Concrete: Concrete in communication means being specific, definite, and vivid
rather than vague and general. When your message is concrete, then your
audience has a clear picture of what you’re telling them.
4. Correctness: Correctness means the accuracy of thoughts, figures, and words
of your message. If the given information is not correctly conveyed, the sender
do not get the intended message. A correct communication is error-free
communication. Your message should be grammatically and lexically correct.
5. Coherent: Coherent means organizing your ideas in a logical order, and connecting them
effectively by using transition words (words like 'and', 'but', 'so' and 'because‘) and
phrases. When your communication is coherent, it’s logical. All points are connected and
relevant to the main topic, and the tone and flow of the text is consistent.
6. Complete: A completeness in communication means ‘No Necessary Information is
Missing’. A complete message should convey all facts required by the audience. In a
complete message, the audience has everything they need to be informed.
7. Courteous: Courteous communication means acknowledging your audience by showing
respect, making eye contact and speaking politely and conversationally. Courteous
communication is friendly, open, and honest. There are no hidden insults or passive-
aggressive tones. You keep your reader’s viewpoint in mind, and you’re empathetic to
their needs.
 Communication Methods
The different methods of communication are:
• Verbal communication.
• Non-verbal communication.
• Written communication.
• Listening.
• Visual communication.

1. Verbal Method/communication
The Verbal Communication is a type of any communication that uses words to share and exchange
information with others wherein the message is transmitted through the spoken words or written text.
Here the sender gives words to his feelings, thoughts, ideas and opinions and expresses them in the
form of speeches, discussions, presentations, and conversations. Verbal communication can take place
on many different contexts and settings: training sessions, presentations, group meetings, performance,
discussions, interviews, and so on.

Oral communication
Oral communication is a type of verbal communication in which spoken words are
used to transmit the message. In other words, if we speak and talk to each other to
communicate, it is oral communication. Oral communication can take the forms of
speeches, lectures, discussions, presentations, telephone conversations, meetings,
teleconferences, face-to-face conferences, zoom meetings and interviews. In an
organizational setting, formal oral communication plays a significant role in
generating ideas, disseminating information and explaining organizational policies
and programs. For effective verbal communication, following three key elements
are essential:
a) Voice: the first key of oral communication, the volume (high, medium and low
of sound) , pace (the speed of speech), pitch (loudness of the voice),
modulation (change in dimension of the voice.
b) Body language: it refers indications, gestures, signals, and signs used by the
speaker.
c) Effective listening skills: listening cannot be separated from oral
communication.
Guidelines for Effective Oral Communication
• Be brief and to the point
• Prepare and plan ahead
• Control emotions and mannerism
• Use appropriate body language
• Emphasize the important points
 • Use simple language and avoid slang expressions
• Use visual aids
• Speak slowly and distinctively in natural voice

2. Nonverbal Communication Method

Nonverbal communication means conveying information without using words. This might involve
using certain facial expressions or hand gestures to make a specific point, or it could involve the use (or
non-use) of eye contact, physical proximity, and other nonverbal cues to get a message across. In our
daily communication practice, we use nonverbal cues along with verbal ones. Nonverbal
communication, therefore, is inseparable from the overall communication process, especially oral
communication.

These nonverbal communication types are:

1. Facial expressions
2. Gestures
3. Paralinguistics (such as loudness or tone of voice)
4. Body language
5. Proxemics or personal space
6. Eye gaze, haptics (touch)
7. Appearance
8. Artifacts (objects and images)

3. Written Communication Method

A ‘Written Communication’ means the sending of messages, orders or instructions in writing
through letters, circulars, manuals, reports, telegrams, office memos, bulletins, etc.
It is a formal method of communication. Written communication is the most common and
effective means of communication in on organization. A written document preserved properly
becomes a permanent record for future reference. Any documents that has a legal or
contractual implication is also communicated in a written form.
Guidelines for Effective Written Communication
• Use plain and simple language
• Clearly state the purpose of communication
• Use facts, data, and information to support a point
• Develop coherence in writing
• Write concisely
• Call for an action
4. Listening Communication Method
Listening is the ability to accurately receive and interpret messages in the communication process.
Listening is key to all effective communication, without the ability to listen effectively messages are
easily misunderstood. As a result communication breaks down and the sender of the message can easily
become frustrated or irritated. So, listening is one of the most important method of communication
without which successful communication is impossible.
Guidelines for Improving Listening Skills

• Face the speaker and maintain eye contact

• Be attentive, but relax
• Keep on open mind
• Listen to the words and try to picture them
• Don’t interrupt
• Try to feel what the speaker is feeling
• Give the speaker regular feedback
• Pay attention to what isn’t said-to nonverbal cues
The effectiveness of the verbal communication depends on the tone of the speaker,
clarity of speech, Volume, speed, body language and the quality of words used in the
conversation, and active listening skills.
5. Visual Communication Method
Visual communication refers to the process of transmitting ideas and information using visuals that can
be seen. This can be done through images, symbols, or drawings. Some common examples include
graphs, charts, signs, pictures, images, maps and diagrams. Visual communication techniques are
methods used to communicate ideas and messages through images. They can be used for a variety of
purposes, including advertising, marketing, public relations, and communication design. Visual
communication can be effective when it is well executed and persuasive. It can also help to create a
connection with the audience by using visual cues and elements that evoke an emotional response.

Modes of Communication

Communication is the primary process of sharing messages and information between any set of
individuals using certain defined rules, symbols, behavior, and signs. A mode is the means of
communicating, i.e. the medium through which communication is processed. There are three major
modes for this process of exchanging messages and information, as briefed below.
1. Interpretive mode of Communication
2. Interpersonal mode of Communication
3. Presentational mode of Communication
1. Interpretive mode of Communication
The interpretive mode is, in general. One-way communication in which the receiver interprets
the information conveyed by the sender. The best example of interpretive mode is written
messages. In this mode of communication the reader reads and assigns meaning to the message
without the presence of the author. The reader or listener has to understand the message in both
written and spoken form keeping various aspects in mind. For example, radio requires listening,
a television broadcast needs both listening and viewing, an info-graph (pie charts or bar graphs)
might require both reading and viewing. An interpretive mode of communication largely depends
on the media.

The following features characterize interpretive communication:

• It is one way communication without immediate access to the creator of the message.
• It relies on passive reception of the message.
• It requires interpreting the message, not just remembering or comprehending.
• The receiver can be a reader, listener, or a viewer who has the need to interpret the message
conveyed by the author, speaker, or producer.
• Reading of texts and signs; listening to speeches, messages, and songs and viewing of movies,
presentation, and commercials are examples of interpretive communication.

2. Interpersonal mode of Communication

Interpersonal communication is the process by which people exchange information through
verbal and nonverbal messages. It is a mode of communication that occurs between
individuals who are in close proximity to one another, such as face-to-face conversations or
phone calls. Although interpersonal communication can encompass oral, written, and non-
verbal forms of communication, the term is usually applied to spoken communication that
takes place between two or more individuals on a personal or face-to-face level. Examples
of Interpersonal Communication include:
• Personal Interview
• Telephonic Conversations
• Interactive Sessions
• Debates
• E-mails
• Text Messages
The following features characterize the interpersonal mode of communication:
• It is two-way communication between individuals who actively create negotiate the
meaning.
• It is spontaneous, meaningful and usually involves sharing and exchanging feelings and
information.
• Participants pay attention to the way message is conveyed and adjust accordingly.
• Speaking and listening as well as reading and writing (text messages, social media posts) are
the main forms of communication.
 • Participants show mutual respect, care, and understanding.
3. Presentational mode of Communication
Presentational Communication is another type of one-way communication without any direct
interaction between the communicators. This mode of communication requires planning,
rehearsing, and scripting the message so that the audience can interpret the message and
understand the intended meaning. Following features characterize the presentational mode
of communication:
• It is one-way communication with a minimal opportunity for direct interactions.
• Instant feedback is not available.
• It relies on the audience’s ability to interpret the message.
• It is not spontaneous form of communication; rather it requires advanced planning
Informing, persuading, explaining, and entertaining are the purposes of presentational
communication
The Writing Process
Writing is not a mere thing. It involves many stages. For perfect writing a writer should go
through series of action and this series of actions to produce a text is called writing process.
A writing process describes a sequence of physical and mental actions that people take as
they produce any kind of text. Wikipedia
The writing process involves a series of steps to follow in producing finished piece of writing.
Writing is a process that involves at least four distinct steps: prewriting/planning, drafting,
revising and editing. It is known as a recursive (relating to or involving the repeated
application of a rule, definition, or procedure to successive results) process, enabling writers
to revise their work continually as they progress.
1. Prewriting – in this stage, you plan what you are going to write. You choose your topic,
identify your audience and purpose, brainstorm ideas, and organize your information.
2. Drafting – in this stage, you start with a working thesis and then write your ideas in
sentences and paragraphs. You follow your prewriting plan to create a first draft of your essay.
3. Revising – This stage involves making changes that will improve your writing. You focus on
large-scale elements of the essay, such as, overall organization or logical flow of support,
effective thesis statement, interesting introduction and concluding paragraphs, well-developed
body paragraphs with clear topic sentences, appropriate tone and style for intended audience
and purpose, etc.
4. Editing and Proofreading – this is the stage of your essay where you polish your essay. You
focus on smaller-scale yet important essay elements, such as, clarity in sentence structure,
appropriate word choice, correct spelling and grammar, and accurate document format.