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Communication
• Sender:
1. Begins the process of communication (Initiator)
2. He has to be clear about the purpose/goal of the communication
3. Sender decides why and to whom to send a message
• Encoding: The process of putting the ideas into symbols.
• Channel / Medium: The mode of communication chosen such as in writing, in
speech or by signals ( E-mail, telephone, face-to-face)
• Decoding: The process of translating the symbols into ideas and interpreting the
message.
• Receiver: To whom the message is directed
Feedback: Once the decoding process is over, the receiver encodes and sends a message
back to the sender.
It forms the critical part as it helps the sender determine whether the message reached
the receiver correctly.
Barriers to Communication
Meaning: It is also known as communication challenges.
Types of Barriers
1. Language & Semantic Barriers
2. Organisational Barriers
3. Physical Barriers
4. Socio – psychological Barriers
• Semantic & Language Barriers
Semantic means different meanings of words. There are words which have multiple meanings
like charge, suit.
Words like “minute” & “wind” are pronounced in two different ways to mean two entirely
different things.
• Organisational Barriers
1. Hierarchical Barriers: Barriers arising due to closed communication climate, awe of
authority & intended/unintended distortion of message.
Example: A sales manager committing to impossible targets due to the authority of his boss,
despite knowing that the targets cannot be achieved.
2. Information overload: Barriers arising due to the amount & complexity of messages
received.
Example: A subordinate getting too many details from the boss on a project to be executed,
leading to difficulty in filtering the relevant information.
• Physical Barriers
1. Noise: Barriers arising due to hindrances like visual, audio-visual, language.
Example: A member arriving late for a meeting, thereby distracting other members &
thus creating visual noise.
2. Time: Barriers arising due to inappropriate timing of communication, long gap in
communication & lack of respect towards time.
Example: A rushed conversation between you & your colleague being misinterpreted as
avoidance due to inappropriate timing of the call by the colleague.
• Socio – Psychological Barriers
1. Status Barriers: Difference in person’s abilities, amount of pay, job role, age,
seniority.
Example: A senior subordinate reporting to a younger boss may lead to conflict.
2. Attitudes & Values: Barriers arising due to difference in beliefs, cultures, traditions,
attitudes & values.
Example: The way people greet in Japan and in India is different.
3. Closed Mindedness: Barriers arising due to non- acceptance of varied or new ideas
or changes.
Example: An elderly person being averse to the use of technology at workplace.
4. Pre- conceived notions: Barriers arising from the opinions formed due to our past
experiences, knowledge or our understanding.
Example: A person falling sick after eating food from a restaurant & decided to never
visit the restaurant again.
5. Poor listening: Lack of attention when receiving the message.
Example: A student thinking about the Fresher’s party during the class lecture.
Types of Communication
• On the Basis of Relationship Element
1. Intrapersonal Communication
2. Interpersonal Communication
3. Group Communication
4. Mass Communication
• On the Basis of Channel
1. Verbal (written, oral)
2. Non- Verbal (gestures, body language, tone, etc.)
• On the Basis of Purpose & Style
1. Formal
2. Informal
Economical
Saves Time
Immediate/ Quick Feedback
Personal touch / handling delicate issues
Confidential
Demerits Of Verbal Communication (Oral)
No records
No legal validity
Lack of accuracy (retention/ documentation)
Accent, Intonation, pronounciation (eg: skedule – Americans ; schedule –
Indians & British)
Unsuitable for lengthy messages (report, client’s requirements, targets,
projections)
Merits Of Verbal Communication (Written)
• Readers & listeners prefer reading & listening to short notices rather than
lengthy details.
• Long messages may become boring & may lose attentiveness of the receiver.
• Simple, short & crisp sentences should be used to make the message
effective.
• Language should be as simple as possible
• Use of technical words & tough language should be avoided.
3. Consideration : We must care for the recipient/audience.
5. Clarity : It means one must use precise, concrete & familiar words.
• We should write effective sentences & paragraphs having unity & coherence.
• Communication should be clear.
• Careful planning about what, when, where, why & how to communicate makes
communication effective.
• For ex: Rather than saying “despatch this mail as early as possible”. We should say
“despatch this mail latest by tomorrow morning”.
6. Courtesy :
It is a written law of successful business communication.
• One must be sincere in his approach and use expressions that show respect.
That is why words like ‘kindly’, ‘sincerely’ & ‘faithfully’ are so important.
• Politeness & courtesy are important contributors to effective
communication.
• Thanking the other person for a favour, acknowledging his action or
response, apologising for a mistake, avoiding negative expressions.
• Using empathy can make communication courteous & effective.
7. Correctness :
• The messages should be correct, authentic & accurate.
• Correctness in language, proper choice of words, accuracy of figures & facts
are important for effective communication.
• One must also be careful about the correctness of punctuation.