What is Communication?
The term communication has been derived from the Latin
word “communicare” or “communis” which means to make common. Communication means to make common facts, thoughts, information and requirements. Therefore, Communication is the exchange of thoughts, information, message etc. by way of speech, writing or signal.
Definition of Communication
Many renowned scholars have defined the term as follows:
• Communication is the sum of all things, one person does when he wants to create understanding in the minds of another. It involves a systematic and continuous process of telling, listening and understanding. – Allen Louis
• Communication is an exchange of facts, ideas, opinions or emotions by two or more persons. – George Terry
• Communication is the process by which information is transmitted between individuals and/or organization so that an understanding response results. – By Peter Little
Characteristics of Communication
Following are the characteristics of communication
• Two Way Process communication can take place only when there are atteast two persons. One person has to convey some message and another has to receive it. For example, in classroom the teacher conveys information to a group of students.
• Exchange of Ideas Communication cannot be thought in the absence of exchange of ideas. In order to complete the process of communication there must be an exchange of idea, order, feelings, etc among two or more than two persons.
• Knowledge of Language To make the communication successful, the receive should first of all understand the sender’s message, for this, the sender must speak in a language that is known to the receiver. For example, if the receiver cannot understand English and the sender conveys his ideas in English the communication will be a failure.
• Continuous Process Communication is an endless process, we cannot freeze it at any moment. So, it is a dynamic process of action. It also intracts towards a desired goal. For example, manage or any officer continuously assigns work to his subordinates. At the same time he also tries to know the progress of the work as well as give directions to achieve the desired goal.
• Use of Words as Well as Symbols Communication need not necessarily be made orally or in writing. Certain gestures or symbols or actions may also covey one’s willingness or understanding of a given problem. For example, nodding of heads, rolling of eyes, ringing of bell for closing a school or college, etc.
• Communication is all-pervasive Communication is present everywhere and found in all levels of management. For example, the top management conveys information to the middle of management and vice versa. Similarly, the middle management conveys information to the supervisory staff and vice-versa. Thus, there is flow of communication in all the directions in a workplace.
• Mutual Understanding It means that the receiver should receive the information in the same spirit with which it is being given. In the process of communication, it is more important to understand the information rather than carry it out.
• Formal or Informal Communication may be formal or informal. Formal communication follows official channel or hierarchy whereas informal. communication does not follow the official channel or hierarchy. it allows any individual to convey information to anybody.
• Direct and Indirect It is not necessary in communication that the receiver and sender should communicate face-to-face with each other. Communication can be both direct and indirect. Direct communication means face-to-face conversation while indirect communication is through other means.
Process of Communication
• Sender: He is the person who sends the message which may be a thought, idea, symbol, a picture report or an order and postures and gestures, even a momentary smile. He is the initiator of the message.
• Message: It is the content the sender wants to convey to the receiver. It is the information conveyed by words as in speech and write-ups, pictures, signs, or symbols depending upon the situation.
• Encoding: Encoding is transforming the message into an appropriate medium which may be verbal or non-verbal depending upon the situation, space, time, and nature of the message to be sent to the intended receiver. The sender encodes the message into a series of words, symbols or pictures.
• Media: Media refers to the channel or medium through which the message is transmitted. The message may be written or oral and it may be transmitted via a computer, telephone, cell phone, apps or televisions etc
• Receiver: Receiver is the person or group of person for which the message is meant for. He is at the other end of the process. He may be a listener, viewer or a reader. He needs to decode the message sent in the best possible manner such that the true intent of the communication is attained.
• Decoding: Decoding refers to interpreting or comprehending the sent message. The receiver interprets the message and tries to understand it in the best possible manner.
• Feedback: It refers to the response given by the receiver after interpreting the message. It is necessary to ensure that the message has been correctly decoded and comprehended the way it was sent.
Four S’s of Effective Communication
These are 4 terms starting with letter S, which add to the value of the message in Communication. These are as equally important as 7 C’s.
Short • Keep the message short and to the point.
Simplicity • Reveal clarity in the message by using simple terminology and simple concepts. • Easier to understand.
Strength • If the sender himself believes in a message that he is about to transmit, there is bound to be strength and conviction in whatever he tries to state.
• Strong enough to create an impact.
Sincerity • If the sender is genuine, it will be reflected in the manner in which he communicates.
Purpose/Objectives of Communication
The objectives of communication are numerous depending on the situation. Some of the common objectives of official communication are:
• to get or provide information,
• to ask for or give instructions or suggestions or advice
• to make requests,
• to persuade other people to agree with us.
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