Observe this:

A gentleman orders a coffee in a crowded cafe. The

young woman in line behind him shoots a withering look at the rambunctious toddler tugging on her coat. From the radio blares an advertisement for a one-day sale at the mall. At a nearby table, a deaf couple signs to each other, while a teenager in the corner busily texts a friend on his cell phone. These situations all have one thing in common. They all involve communication.

Definition:
Communication is the act of conveying information

for the purpose of creating a shared understanding. Its something that humans do every day. The word communication comes from the Latin word communicare, meaning to share, and includes verbal, non-verbal and electronic means of human interaction.

PROCESS OF COMMUNICATION
The Linear Concept

Sender Message

Media

Message

Receiver

Action

It is assumed that while passing through the medium the message reaches the receiver without any distortion or change.

The Communication Cycle

Communication Process
The communication process is made up of four key

components. Those components include encoding, medium of transmission, decoding, and feedback. There are also two other factors in the process, and those two factors are present in the form of the sender and the receiver. The communication process begins with the sender and ends with the receiver.

Elements of communication: Sender: The sender is an individual, group, or organization who

initiates the communication. This source is initially responsible for the success of the message. The sender's experiences, attitudes, knowledge, skill, perceptions, and culture influence the message. "The written words, spoken words, and nonverbal language selected are paramount in ensuring the receiver interprets the message as intended by the sender" (Burnett & Dollar, 1989). All communication begins with the sender.

Encoding:
The first step the sender is faced with involves the

encoding process. In order to convey meaning, the sender must begin encoding, which means translating information into a message in the form of symbols that represent ideas or concepts. This process translates the ideas or concepts into the coded message that will be communicated. The symbols can take on numerous forms such as, languages, words, or gestures. These symbols are used to encode ideas into messages that others can understand.

Contd.
When encoding a message, the sender has to begin by

deciding what he/she wants to transmit. This decision by the sender is based on what he/she believes about the receivers knowledge and assumptions, along with what additional information he/she wants the receiver to have. It is important for the sender to use symbols that are familiar to the intended receiver. A good way for the sender to improve encoding their message, is to mentally visualize the communication from the receiver's point of view.

Channel/Medium:
To begin transmitting the message, the sender uses some kind of channel

(also called a medium). The channel is the means used to convey the message. Most channels are either oral or written, but currently visual channels are becoming more common as technology expands. Common channels include the telephone and a variety of written forms such as memos, letters, and reports. The effectiveness of the various channels fluctuates depending on the characteristics of the communication. For example, when immediate feedback is necessary, oral communication channels are more effective because any uncertainties can be cleared up on the spot. In a situation where the message must be delivered to more than a small group of people, written channels are often more effective. Although in many cases, both oral and written channels should be used because one supplements the other.

Contd.
If a sender relays a message through an inappropriate channel, its

message may not reach the right receivers. That is why senders need to keep in mind that selecting the appropriate channel will greatly assist in the effectiveness of the receiver's understanding. The sender's decision to utilize either an oral or a written channel for communicating a message is influenced by several factors. The sender should ask him or herself different questions, so that they can select the appropriate channel. Is the message urgent? Is immediate feedback needed? Is documentation or a permanent record required? Is the content complicated, controversial, or private? Is the message going to someone inside or outside the organization? What oral and written communication skills does the receiver possess? Once the sender has answered all of these questions, they will be able to choose an effective channel.

Decoding:
After the appropriate channel or channels are selected,

the message enters the decoding stage of the communication process. Decoding is conducted by the receiver. Once the message is received and examined, the stimulus is sent to the brain for interpreting, in order to assign some type of meaning to it. It is this processing stage that constitutes decoding. The receiver begins to interpret the symbols sent by the sender, translating the message to their own set of experiences in order to make the symbols meaningful. Successful communication takes place when the receiver correctly interprets the sender's message.

Receiver:
The receiver is the individual or individuals to whom the

message is directed. The extent to which this person comprehends the message will depend on a number of factors, which include the following: how much the individual or individuals know about the topic, their receptivity to the message, and the relationship and trust that exists between sender and receiver. All interpretations by the receiver are influenced by their experiences, attitudes, knowledge, skills, perceptions, and culture. It is similar to the sender's relationship with encoding.

Feedback:
Feedback is the final link in the chain of the communication process.

After receiving a message, the receiver responds in some way and signals that response to the sender. The signal may take the form of a spoken comment, a long sigh, a written message, a smile, or some other action. "Even a lack of response, is in a sense, a form of response" (Bovee & Thill, 1992). Without feedback, the sender cannot confirm that the receiver has interpreted the message correctly. Feedback is a key component in the communication process because it allows the sender to evaluate the effectiveness of the message. Feedback ultimately provides an opportunity for the sender to take corrective action to clarify a misunderstood message. "Feedback plays an important role by indicating significant communication barriers: differences in background, different interpretations of words, and differing emotional reactions

Communication Context
Communication takes place within a context . Any

communication context includes the national culture, organizational culture, the immediate situation and the personality of the sender and the receiver. an awareness of the total physical and human setting in which the information will be received. Picture the place of work; determine the receptivity and understanding levels of the receivers; be aware of the social climate and customs; question the informations timeliness. Ask what, when and in what manner you would like to be communicated with if you were in the similar environment and position.

As stated by Killian, communication must take place with

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. Choice of communication channel and your style of communicating also affects communication. So, there are variety of types of communication.

 Types of communication based on the

communication channels used are:

Verbal Communication Nonverbal Communication

Verbal Communication
Verbal communication refers to the form of

communication in which message is transmitted verbally; communication is done by word of mouth and a piece of writing. Objective of every communication is to have people understand what we are trying to convey. In verbal communication remember the acronym KISS(keep it short and simple).

 Verbal Communication is further divided into:

Oral Communication
Written Communication

Oral Communication
In oral communication, Spoken words are used. It

includes face-to-face conversations, speech, telephonic conversation, video, radio, television, voice over internet. In oral communication, communication is influenced by pitch, volume, speed and clarity of speaking.

Advantages of Oral communication are:

- Non-verbal cues are combined with verbal skills, adding more dimension to the communication experience. - Is instant and immediate in its conveying and receiving of information. - Creates transparency, heightening chances of the audience understanding the meaning of the speaker - Almost instant feedback through the body language and reactions of the audience, allowing speaker to gauge the level of understanding and attention given by the audience, as such speaker can alter his way of speaking to accommodate the audience to maximize understanding.

Written Communication
In written communication, written signs or symbols are

used to communicate. A written message may be printed or hand written. In written communication message can be transmitted via email, letter, report, memo etc. Message, in written communication, is influenced by the vocabulary & grammar used, writing style, precision and clarity of the language used.

Contd.
Memos, reports, bulletins, job descriptions, employee

manuals, and electronic mail are the types of written communication used for internal communication.
For communicating with external environment in

writing, electronic mail, Internet Web sites, letters, proposals, telegrams, faxes, postcards, contracts, advertisements, brochures, and news releases are used.

Advantages of written communication

Messages can be edited and revised many time before it

is actually sent. Written communication provide record for every message sent and can be saved for later study. A written message enables receiver to fully understand it and send appropriate feedback.

Nonverbal Communication
Nonverbal communication is the sending or receiving of

wordless messages. We can say that communication other than oral and written, 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. message received. Often, nonverbal signals reflects the situation more accurately than verbal messages . Sometimes nonverbal response contradicts verbal communication and hence affect the effectiveness of message.

Nonverbal communication helps receiver in interpreting the

Types of Communication Based on Purpose and Style

Based on style and purpose, there are two main

categories of communication and they both bear their own characteristics. Communication types based on style and purpose are:
Formal Communication Informal Communication

Formal Communication
In formal communication, certain rules, conventions and

principles are followed while communicating message. Formal communication occurs in formal and official style. Usually professional settings, corporate meetings, conferences undergoes in formal pattern.
In formal communication, use of slang is avoided and

correct pronunciation is required. Authority lines are needed to be followed in formal communication.

Informal Communication
Informal communication is done using channels that are in

contrast with formal communication channels. Its just a casual talk. It is established for societal affiliations of members in an organization and face-to-face discussions. It happens among friends and family. In informal communication use of slang words is not restricted. Usually. Informal communication is done orally and using gestures. doesnt follow authority lines. In an organization, it helps in finding out staff grievances as people express more when talking informally. Informal communication helps in building relationships.

Informal communication, unlike formal communication,

There are five levels of Communication:

Extrapersonal communication: Communication

between human and non-human entity. Example: a parrot responding to your greeting.

Intrapersonal communication
This takes place within the individual . This kind of

communication pertains to thinking, which is the basis of information processing.

Interpersonal Communication
In this form of communication: a)Few participants are involved b)The interactants are in close physical proximity c)Many sensory channels are used d)Role of sender and receiver keep on alternating e)Feedback is immediate.

Organizational Communication
Communication in an organization takes place at

different hierarchical levels. With a proper networking system, communication in an organization is possible even without direct contact between employees.It can be further divided into:
Inter-operational : All communication that occurs in

conducting work within an organization.

 External-operational: The work related

communication that an organization does with people outside the organization. Personal: All communication in an organization that occurs without purpose as far as business is concerned.

Mass Communication
Mass communication occurs when a small number of

people send messages to a large audience through the use of specialized communication media. Example: print media, electronic media

7 Cs of effective communication
Completeness - The communication must be complete. It should

convey all facts required by the audience. The sender of the message must take into consideration the receivers mind set and convey the message accordingly. A complete communication has following features:
Complete communication develops and enhances reputation of an

organization. Moreover, they are cost saving as no crucial information is missing and no additional cost is incurred in conveying extra message if the communication is complete. A complete communication always gives additional information wherever required. It leaves no questions in the mind of receiver. Complete communication helps in better decision-making by the audience/ readers/ receivers of message as they get all desired and crucial information. It persuades the audience.

 Conciseness - Conciseness means wordiness, i.e,

communicating what you want to convey in least possible words without forgoing the other Cs of communication. Conciseness is a necessity for effective communication. Concise communication has following features:It is both time-saving as well as cost-saving. It underlines and highlights the main message as it avoids using excessive and needless words. Concise communication provides short and essential message in limited words to the audience. Concise message is more appealing and comprehensible to the audience. Concise message is non-repetitive in nature.

 Consideration - Consideration implies stepping into the shoes of

others. Effective communication must take the audience into consideration, i.e, the audiences view points, background, mind-set, education level, etc. Make an attempt to envisage your audience, their requirements, emotions as well as problems. Ensure that the selfrespect of the audience is maintained and their emotions are not at harm. Modify your words in message to suit the audiences needs while making your message complete. Features of considerate communication are as follows:Emphasize on you approach. Empathize with the audience and exhibit interest in the audience. This will stimulate a positive reaction from the audience. Show optimism towards your audience. Emphasize on what is possible rather than what is impossible. Lay stress on positive words such as jovial, committed, thanks, warm, healthy, help, etc.

 Clarity - Clarity implies emphasizing on a specific

message or goal at a time, rather than trying to achieve too much at once. Clarity in communication has following features:
It makes understanding easier.
Complete clarity of thoughts and ideas enhances the

meaning of message. Clear message makes use of exact, appropriate and concrete words.

 Concreteness - Concrete communication implies

being particular and clear rather than fuzzy and general. Concreteness strengthens the confidence. Concrete message has following features:It is supported with specific facts and figures. It makes use of words that are clear and that build the reputation. Concrete messages are not misinterpreted.

 Courtesy - Courtesy in message implies the message

should show the senders expression as well as should respect the receiver. The sender of the message should be sincerely polite, judicious, reflective and enthusiastic. Courteous message has following features:Courtesy implies taking into consideration both viewpoints as well as feelings of the receiver of the message. Courteous message is positive and focused at the audience. It makes use of terms showing respect for the receiver of message. It is not at all biased.

 Correctness - Correctness in communication implies that

there are no grammatical errors in communication. Correct communication has following features:The message is exact, correct and well-timed. If the communication is correct, it boosts up the confidence level. Correct message has greater impact on the audience/ readers. It checks for the precision and accurateness of facts and figures used in the message. It makes use of appropriate and correct language in the message.