Communication

INTRODUCTION:
 The word ‘communication’ is derived from Latin
words ‘communis’ which means ‘common’.
 Derived from Greek word “communicare” or
“communico” which means “to share”.
 Communication is the mutual understanding, in
which participants not only exchange information,
news, ideas and feelings but also create and
share meaning.
 • Sender
• Encode
• Message
• Receiver
Elements of • Decode
communication • Feedback
 Flow of communication in Organization

Downward Upward Lateral Diagonal External

Downward communication
• Downward communication consists of
communications sent from management to
workers, like emails and performance reviews.
• A manager explains a task to an employee.
• A customer gives an order to a supplier
• Shareholders instruct management.
Upward communication
• Information flow from the lower levels of a
hierarchy to the upper levels.
• A second major flow of communication is upward,
from employee to supervisor, supervisor to
department head, department head to vice
president, and so on.
Diagonal Communication
• Communication that takes place between a
manager and employees of other workgroups is
called diagonal communication.
• It generally does not appear on organizational
chart. For instance - To design a training module a
training manager interacts with an Operations
personnel to enquire about the way they perform
their task.
 Internal
personal
Barrier

Psychological
Organizational Barrier
Barrier
Barriers of
Communication

Cultural
Gender Barrier Barrier
Interpersonal Barrier
• Lack of trust
• Lack of knowledge of non verbal communication
• Wish to capture authority
• Lack of motivation
• Fear of losing power of control
Psychological barrier
• Poor communication
• Confused thinking
• Attitude
• Fear and anxiety
• Lack of interest and lack of listening
Cultural Barrier
 Different way of thinking, seeing, hearing
 Behavior and nature
 Religion
 Language and accent
 Diversified cultural background
Gender Barrier
 Fear and shy
 Environment
 Different ways of thinking and communication
 Misunderstanding
Organizational barrier
 Status relationships
 One way flow
 Organization structure
 Rules and regulations
How to overcome barriers of
communication
 Taking the receiver more seriously
 Crystal clear message
 Delivering messages skillfully
 Focusing on the receiver
 Using multiple channels to communicate instead of
relying on one channel
 Ensuring appropriate feed back
 Be aware of your own state of mind/emotions/attitude
Introduction
What is communication?
• Communication has been defined as the act of giving, receiving or exchanging
information, ideas and opinions so that the message is completely understood by
both parties.
• Every communication involves at least one sender, message and a recipient.
The communication process

• Clearly, there are several major elements in the

communication process a sender, message,
channel, receiver, feedback, context. There is both a
speaker’s intention to convey a message and a
listener’s reception of what has been said. Thus,
listening skills are just as important as speaking
skills in order for communication to be effective.
 Flow of
communication
Flow of communication
• There are four main types of communication flow within a
business:
• Downward communication,
• Upward communication,
• Horizontal communication and
• Diagonal communication.
Flow of Communication
• Downward communication simply means that the
orders come from the top and make their way
down through the workforce. This form of
communication is hierarchical in nature.
• Upward communication flows from a lower level of
an organization's hierarchy to a higher level. In
practice, workers use upward communication to
make suggestions, offer input and file complaints.
• Horizontal communication takes place when
employees at the same level interact. It allows
workers to coordinate tasks with one another.
• Diagonal communication is the sharing of
information among different structural levels within
a business. It occurs both ways, that is, from the
Upper level to Lower level and vice versa. Diagonal
communication
 Barriers in
communication
Barriers in communication
• Physical Barrier
• Semantic barriers
• Emotional/Psychological barriers
• Organizational barriers
 1. Physical barrier:
e.g.; noise, distance, poor heath
 2. Semantic barriers
(use of improper words)
 3. Psychological barriers
• The psychological barrier of
communication is the
influence of psychological
state of the communicators
(sender and receiver) which
creates an obstacle for
effective communication.
• Lack of Attention,
• Communication overload,
• Fear or anxiety, suspicious,
anger, etc.
4. Organizational barriers
• The Organizational Barriers refers to the hindrances in the flow of information among
the employees that might result in a commercial failure of an organization.
How to overcome barriers?
Overcome barriers by:
• Use of Simple Language
• Reduction and elimination of noise levels
• Active Listening
• Avoid Information Overload
• Proper Media Selection
• Emotional State
 Introduction to Communication

Emotions
Information
Communication

Ideas Feelings

Thoughts
Process of Communication

Feedback Sender

Receiver Message

Channel
 Flow of Communication

Upward
Diagonal

Downward

Horizontal
Importance of Listening in Communication

Listening
 Active Mental Process: attempt to make meaning of what we hear.
Communication involves 45% listening skill.
It encourages personal growth and learning.
How to overcome Barriers of Communication?
Take adequate care of your Tone, Language and way you
are speaking
Seek the advice of others before Communicating
Reduction and Elimination of noise levels
Eliminating differences in Perception
Use of Simple Language
Active Listening
Avoid Information Overload
Keep your Anger in Control
Give Constructive Feedback
Proper Media Selection
Have Clarity in your Thoughts
Have a Feedback from the Receiver
Thank you
,
Introduction to communication

• Derived from Latin word communis, meaning to share

• Communication is the process of passing information and
understanding from one person
to another.
 INTRODUCTION TO COMMUNICATION

•Exchange of facts, opinion and ideas by

two or more people.
•The exchange of information by speaking,
writing or using some other medium.
•It basically means of sending or receiving
information, such as telephones lines or
computers
Types of communication

• Formal Communication
• Informal Communication
 INFORMAL COMMUNICATION
• It occurs in the form of gossip, face to face
conversation, telephone calls, email and it does
not follow the chain of command.
(i) It is not controlled by Management.
(ii) It is largely used to self interest.
(iii) Employees believe
it to be most reliable.
Formal Communication
• Exchange of official information that flows
along the different levels of the
organizational hierarchy and conforms to
the prescribed professional rules, policy,
standards, processes and regulations of
the organization.
FLOW OF COMMUNICATION

• Vertical Communication
• Horizontal Communication
• Diagonal Communication
 Vertical Communication
Downward Flow of Upward Flow of
Communication: Communication:
Communication that flows Communication that
from a higher level in an
organization to a lower level
flows to a higher level in
is a downward an organization is called
communication upward communication
it takes place at same levels of hierarchy in an
Horizontal Communication
organization
•It is time saving.
•It facilitates co-ordination ,co-operation among
team members.
•It provides emotional and social assistance to the
organizational members.
Diagonal Communication

It takes place between a

manager and employees of
other workgroups is called
diagonal communication. It
generally does not appear on
organizational chart
How to Over come these Barriers??