Communication

1. Communication

2. Contents
 Definition
 The Process of Communication
 Basic Types of Communication
 Methods of Communication
 Communication Networks
 Types of Organizational Communication
 Informal Communication
 Communication Barriers
 Tools of Effective Communication

3. 1. Definition
Communication is the process of transmitting
information from one person to another.
Communication can be defined as the process by which
people share ideas, experience, knowledge and feelings
through the transmission of symbolic messages.

4. What are the most common ways
we communicate
Written Word

5. 2.The Process of Communication
Sender Encodes Medium Decodes Receiver
Feedback
Noise

6. Characteristics of effective
communications
Effective communication requires the “message” to be:
 Clear and concise
 Accurate
 Relevant to the needs of the receiver
 Timely
 Meaningful
 Applicable to the situation

7. Characteristics of effective
communications
Effective communication requires the “sender” to:
 Know the subject well
 Be interested in the subject
 Know the audience members and establish a rapport with them
 Speak at the level of the receiver
 Choose an appropriate communication channel

8. Characteristics of effective
communications
The “channel” should be:
 Appropriate
 Affordable
 Appealing

9. Characteristics of effective
communications
The “receiver” should:
 Be aware, interested, and willing to accept the message
 Listen attentively
 Understand the value of the message
 Provide feedback

10. 3. Basic Types of Communication
Communication
Verbal
Communication
Nonverbal
Communication

11. 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.
Verbal
Communication
Oral
Communication
Written
Communication

12. Oral Communication
 Oral communication takes place in conversations, group
discussions, telephone calls, and other situations in
which the spoken word is used to express meaning.

13. Advantages and Disadvantages of
Oral Communication
Advantages
 Time saving
 Quick feedback
 Application in special areas
 Powerful means of persuasion
and control
 Saving money
 More reliable
 Flexibility
 Complete understanding
Disadvantages
 Emotion
 No legal validity
 Absence of permanent control
 Problem for distance people
 Unsuitable for lengthy
messages
 Greater chance of
misunderstanding
 Distortion of meaning
 Risk of leak of secret
information

14. Written Communication
 "Putting it in writing" in a letter, report, memorandum,
handwritten note, or e-mail can solve many of the
problems inherent in oral communication.

15. Advantages and Disadvantages of
Written Communication
Advantages
 Accurate and precise
 Clear understanding
 Permanent record
 Legal document
 Wide range of access
 Delegation of authority
 Less possibility of distortion
 Creating confidence
Disadvantages
 Time consuming and
expensive
 Delayed feedback
 Lack of flexibility
 Meaningless to illiterate
 Lack of Secrecy
 Lack of Personal Intimacy

16. Nonverbal Communication
 Nonverbal communication is the sending or receiving of
wordless messages such as gesture, body language,
posture, facial expressions, and physiological changes.

17. Advantages and Disadvantages of
Nonverbal Communication
Advantages
 Clear explanation
 Knowledge transfer to deaf
and dumb persons
 Exchange of feeling
 Time saving
 Aid to verbal communication
 For illiterate people
Disadvantages
 Problem in feedback
 Incomplete communication
 Lack of flexibility
 Encoding and decoding
problem
 Absence of permanent record
 Differences in nonverbal cues
across culture

18. 4.Methods of Communication
 One – Way: Memo, fax, e-mail, voice mail, letter
 Two – Way: Phone call, in-person
 Collaborative: Team meeting, consulting, consensus,
decision making, group problem solving

19. 5.Communication Network
 A communication network is the pattern through which
the members of a group or team communicate.
 There are five communication networks such as
1. Vertical network
2. Circuit network
3. Chain network
4. Wheel network
5. Star network

20. Vertical Network
 The vertical network is usually between the superior and
subordinate and vice versa. It is two-way communication. The
immediate feedback is possible in this type of communication
network. It is formal network.
Superior
Subordinate

21. Circuit Network
 Under this network two persons communicate with each other. Say
Mr. ‘A’ sends message to Mr. ‘B’. After receiving message Mr. ‘B’
communicates the feedback message to Mr. ‘A’. So communication
takes the form of a circuit. Therefore it is known as circuit network. It
is similar to vertical network but in circuit network ‘A’ and ‘B’ are not
necessarily superior and subordinates.
A
B
Feedback Message

22. Chain Network
 This network of communication follows the organizational hierarchy
and chain of command. All subordinates receive commands or
instructions from their superior. B, C, D and E, F, G are the
subordinates to A in the organizational hierarchy and receive
commands from ‘A’ which follows the way shown in the diagram
A
E B
D
F C
G

23. Wheel Network
 All subordinates receive commands from one superior. This is highly
centralized type of communication network where each subordinate
receives commands or instructions from a single authority or
superior ‘A’ and wants the immediate feedback.
A
I
G C
E
H B
DF

24. Star Network
 All the members of the group communicate with each other and
exchange information. This network is a must for group
communication or where teamwork is involved. This network
channel of communication is open to all members of the group. The
members communicate with each other without hesitation.
A
D C
E B

25. 6.Type of Organizational
Communication
 Downwards Communication: Highly Directive, from Senior to
subordinates, to assign duties, give instructions, to inform to offer
feed back, approval to highlight problems etc.
 Upwards Communications: It is non directive in nature from down
below, to give feedback, to inform about progress/problems, seeking
approvals.
 Lateral or Horizontal Communication: Among colleagues, peers at
same level for information level for information sharing for
coordination, to save time.

26. Hierarchy Level
Executive Director
Vice President
General Manager
Manager
Supervisor
Forman
DownwardCommunication
UpwardCommunication
Manager
Supervisor 1 Supervisor 2 Supervisor 3
Manager
Supervisor 1 Supervisor 2 Supervisor 3
Horizontal Communication

27. 7. Informal Communication
 It is not officially sanctioned, is the grapevine.
 The grapevine in organizations is made up of several
informal communication networks that overlap and
intersect at a number of points. That is some well known
individuals are likely to belong to more than one informal
network.

28. Grapevine Chains
 The various paths through which informal communication is passed
through an organization.
 The four types are:
1. Single stand
2. Gossip
3. Probability
4. Cluster

29. Single Stand
 In the Single stand chain, person A tells something to person B, who
tells it to person C, and so on down the line.
 This chain is least accurate at passing on information.
A
B
C
D
K

30. Gossip
 In the gossip chain, one person seeks out and tells everyone the
information he or she obtained.
AB
C
D
E F
G
H
I
J

31. Probability
 In the probability chain, individuals are indifferent about whom they
offer information to; they tell people at random and those people in
turn tell others at random.
A
F DB
K G H C
I
L
E
J

32. Cluster
 In the cluster chain, person A conveys the information to a few
selected individuals, some of whom then inform a few selected
others.
A
C
D
F
B
I
J

33. 8. Communication Barriers
Individual Barriers
 Conflicting or inconsistent
signals
 Creditability about the
subject
 Reluctance to communicate
 Poor listening skills
 Predispositions about the
subject
Organizational Barriers
 Semantics
 Status or power difference
 Different perceptions
 Nosie
 Overload
 Language differences

34. 9. Tools of effective Communication
(The 7 Cs of Communication)
 Clear
 Concise
 Concrete
 Correct
 Coherent
 Complete
 Courteous

35. Thank You