Definitions

1_Group Communication:
Small group communication involves 3 to 8 persons usually engaged in face to
face interaction actively working together towards a common goal.

2_Public Communication:
It’s defined as those instances when an individual may be required to deliver an
informative, persuasive or special occasion message in front of a group.

3_Formal Communication Network:

In Formal Communication Network message is flown along the official path
prescribed by the organization’s chain of command. Messages in the Formal Network flow downward,
upward and horizontally.

4_Downward Communication:
This kind of communication is not always adequate to meet employee’s needs.
In order for employees to be really productive they must receive more than job instructions. They need
to know how their particular job fits into the overall picture of the organization. For example: one
secretary is habitually late in sending his area’s reports to the personal office. In downward
communication, following type of messages flow from the management to sub-ordinates.

1_ Job instructions.

2_ why a specific task is important.

3_ Rules and regulations of the organization.

4_ Feedback.

5_ Motivational appeal for employee support.

5_Upward Communication:
Formal messages also flow from sun-ordinates to supervisors and Managers.
Without upward communication management would never know how that downward message was
received and interpreted by the sub-ordinates or employees and the workers would not get the chance
to be a part of company through participation. Following are valuable when communicated upward.

1_ what sub-ordinates are doing.

2_ unsolved work problems.

 Definitions
3_ suggestions or ideas.

4_ how sub-ordinates think and feel.

6_Horrizontal Communication:
In this kind of communication messages flow laterally between persons of the
same rank and positions. Horizontal communication is important in an organization when it is used in
following ways.

1_ To coordinate tasks such as several employees or departments each working on part of an important
Project.

2_ To solve problems such as how to reduce waste or how to increase the number of items assembled
each hour.

3_ To share information such as an easier way to perform a task or the result of a news survey.

4_ To resolve conflicts such as jealousy or disagreements between co-workers.

7_Communication: (FALSE)
Communication is the process of transferring thoughts and ideas from one person to
another.

7_Communication: (TRUE)
It is the process of people sharing thoughts, ideas and feelings with each other in
commonly understandable ways.

8_ Encoding and Decoding:

Encoding is a process a sender goes through in deciding how best to convey a message
to the specific receiver.

Decoding is a process the receiver goes through in trying to interpret the exact
meaning of a message.

9_ Code:
Another element of the basic communication model is the Code. The Code is not the message.
The Code refers to the symbols that carry your message. There are three basic Codes that carry a
message.
 Definitions
1_ Non-Verbal:

Non-Verbal Code refers to all intentional and non-intentional messages that are neither
written nor spoken. It includes such things as facial expressions, gestures, appearance and posture.

2_ Language:

Language refers to either spoken or written words used to communicate thoughts and
emotions.

3_ Para-Language:

It refers to the Verbal elements that go along with spoken language including such
qualities of the voice as tone, pitch, rate, volume and emphasis.

Many people think that the only important Code is the language Code. Researchers have found
out that language is not important to meaning of the message as either the non-verbal or Para-Code.

Each Code conveys approximately the following amount of meaning of the message.

Language: 7%

Para-Language: 38%

Non-Verbal: 55%

10_ Channel:

A channel is the medium selected to carry the message. Some examples of

communication channel are face to face discussion, a memorandum, a magazine, news letter, a radio, a
telephone, television and internet.

11_ The Importance of Message:

Important messages usually require face to face channel.

12_ The needs and abilities of the receiver:

Some people are able to work from memos to phone conversations, others
interpret messages better and are happier in face to face situations or discussions.

13_ How much and how soon feedback is needed:

Complicates message or messages needing immediate feedback require the
face to face channel where all codes are present.
 Definitions

14_ Whether a permanent record is necessary? :

Memos and written instructions are used to follow a conversation for
verification and to serve as permanent record of what was said.

15_ FEEDBACK:
It refers to the verbal and visual responses to a message. Feedback is self monitoring
response that allows individuals to modify their behavior until it meets their expectations.

16_ Environment:
The environment includes the time, place, physical and social surroundings in which the
communicators find themselves. For example: the mood of a meeting and consequently the success of
its communication depend upon the time at which the meeting is scheduled.

17_ Noise:
Noise includes anything that interferes with communication or distorts or blocks the message.

External Noise:

External noise includes such distractions in the environment as the speaker’s poor
grammar, papers being shuffled, phones ringing, people talking, cold air in the room, lights that are too
dim or lights that are too bright.

Internal Noise:

Internal noise refers to such things as headache, day dreaming, lack of sleep,
preoccupation with problems and lack of knowledge on the topic.