FREE STUDY MATERIAL OF COMMUNICATION for UGC NET Paper 1
Communication is a process of exchanging information, ideas, thoughts, feelings, and emotions through speech, signals, writing, or behavior.
“Any act by which one person gives to or receives from another person, the information about that person’s needs, desires, perceptions, knowledge, or affective states. Communication may be intentional or unintentional; it may involve conventional or unconventional signals, may take linguistic or non-linguistic forms and may occur through spoken or other modes.”
In simple words; Communication is the exchange of ideas, opinions, and information through written or spoken words, symbols or actions. Communication is a dialogue, not a monologue. In fact, communication is more concerned with a dual listening process. For communication to be effective, the message must mean the same thing to both the sender and the receiver.
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Types of Communication
People communicate with each other in a number of ways that depend on the message and its context in which it is being sent. The choice of a communication channel and your style of communicating also affect communication. So, there are varieties 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 the message is transmitted verbally. Communication is done by word of mouth and a piece of writing.
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 influence by pitch, volume, speed and clarity of speaking.
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. Written Communication is most common form of communication being used in business. So, it is considered core among business skills.
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.
- 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.
Nonverbal communication helps receiver in interpreting the message received. Often, nonverbal signals reflect the situation more accurately than verbal messages. Sometimes nonverbal response contradicts verbal communication and hence affects the effectiveness of message.
Nonverbal communication has the following three elements:
- Appearance
Speaker: clothing, hairstyle, neatness, use of cosmetics
Surrounding: room size, lighting, decorations, furnishings
- Body Language
facial expressions, gestures, postures
- Sounds
Voice Tone, Volume, Speech rate
Types of Communication Based on Purpose and Style
Based on style and purpose, there are two main categories of communication and they both bears 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 and foul language 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. It’s 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, foul language is not restricted. Usually. informal communication is done orally and using gestures.
Informal communication, unlike formal communication, doesn’t 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.
Types of Informal Communication
- Lateral/Horizontal
- Diagonal
- Grapevine
Communication is the exchange of ideas, opinions, and information through written or spoken words, symbols or actions. Communication is a dialogue, not a monologue. In fact, communication is more concerned with a dual listening process. For communication to be effective, the message must mean the same thing to both the sender and the receiver.
Types of Business Communication in an organization:
- Internal Communication
- External Communication
- Internal Communication
Communication within an organization is called “Internal Communication”. It includes all communication within an organization. It may be informal, formal function, or department providing communication in various forms to employees.
Under Internal Communication types, there come:
- Upward Communication
Upward communication is the flow of information from subordinates to superiors, or from employees to management. Without upward communication, management works in a vacuum, not knowing if the messages have been received properly, or if other problems exist in the organization. By definition, communication is a two-way affair. Yet for effective two-way organizational communication to occur, it must begin from the bottom.
Upward Communication is a mean for the staff to:
- Exchange information
- Offer ideas
- Express enthusiasm
- Achieve job satisfaction
- Provide feedback
- Downward Communication
Information flowing from the top of the organizational management hierarchy and telling people in the organization what is important (mission) and what is valued (policies). Downward communication generally provides information – which allows a subordinate to do something. For example, instructions on how to complete a task. Downward communication comes after upward communications have been successfully established.
This type of communication is needed in an organization to:
- Transmit vital information
- Give instructions
- Encourage 2-way discussion
- Announce decisions
- Seek cooperation
- Provide motivation
- Boost morale
- Increase efficiency
- Obtain feedback
Both Downward & Upward Communications are collectively called “Vertical Communication”
- Horizontal/ Lateral communication
Horizontal/ Lateral communication normally involves coordinating information, and allows people with the same or similar rank in an organization to cooperate or collaborate. Communication among employees at the same level is crucial for the accomplishment of the assigned work.
Horizontal Communication is essential for:
- Solving problems
- Accomplishing tasks
- Improving teamwork
- Building goodwill
- Boosting efficiency
- Diagonal communication
Diagonal communication includes the horizontal flow of information, among people on the same or similar organizational levels and the diagonal flow, among persons at different levels who have no direct reporting relationship with one another.
- Grapevine
It is an informal, unofficial and personal communication channel or system that takes place within the organization as a result of rumor and gossip. It is a complex web of oral information flow linking all the members of the organization. The grapevine does not have any definite pattern or direction, though it is largely horizontal in nature. It can be effective horizontally, vertically and even diagonally.
-
External Communication
Communication with people outside the company is called “external communication”. Supervisors communicate with sources outside the organization, such as vendors and customers.
It leads to better:
- Sales volume
- Public credibility
- Operational efficiency
- Company profits
It should improve:
- Overall performance
- Public goodwill
- Corporate image
Ultimately, it helps to achieve:
- Organizational goals
- Customer satisfaction
Communication is a process of transmitting and receiving messages (verbal and non-verbal). Communication is a dialogue not a monologue. So, a communication is said to be effective only if it brings the desired response from the receiver.
Seven major elements of communication process are: (1) sender (2) Massages (3) encoding (4) communication channel (5) receiver (6) decoding and (7) feedback.
Communication may be defined as a process concerning exchange of facts or ideas between persons holding different positions in an organisation to achieve mutual harmony. The communication process is dynamic in nature rather than a static phenomenon.
Communication process as such must be considered a continuous and dynamic inter-action, both affecting and being affected by many variables.
1. Sender:
The person who intends to convey the message with the intention of passing information and ideas to others is known as sender or communicator.
2. Messages:
This is the subject matter of the communication. This may be an opinion, attitude, feelings, views, orders, or suggestions. Message is the information that is exchanged between sender and receiver.
3. Encoding:
Since the subject matter of communication is theoretical and intangible, its further passing requires use of certain symbols such as words, actions or pictures etc. Conversion of subject matter into these symbols is the process of encoding.
4. Communication Channel:
The person who is interested in communicating has to choose the channel for sending the required information, ideas etc. This information is transmitted to the receiver through certain channels which may be either formal or informal.
5. Receiver:
Receiver is the person who receives the message or for whom the message is meant for. It is the receiver who tries to understand the message in the best possible manner in achieving the desired objectives.
6. Decoding:
The person who receives the message or symbol from the communicator tries to convert the same in such a way so that he may extract its meaning to his complete understanding.
7. Feedback:
Feedback is the process of ensuring that the receiver has received the message and understood in the same sense as sender meant it.
Barriers to Effective Business Communication
Some of the important barriers to communication have been discussed below:
1. Physical Barriers:
A communication is a two-way process, distance between the sender and the receiver of the message is an important barrier to communication. Noise and environmental factors also block communication.
2. Personal Barriers:
Personal factors like difference in judgment, social values, inferiority complex, bias, attitude, pressure of time, inability to communicate, etc. widen the psychological distance between the communicator and the communicate. Credibility gap i.e., inconsistency between what one says and what one does, also, acts as a barrier to communication.
3. Semantic or Language Barriers:
Semantic is the science of meaning. The same words and symbols carry different meanings to different people. Difficulties in communication arise when the sender and the receiver of the message use words or symbols in different senses. The meaning intended by the sender may be quite different from the meaning followed by the receiver. People interpret the message in terms of their own behaviour and experience. Sometimes, the language used by the sender may not at all be followed by the receiver.
4. Status Barriers (Superior-Subordinate Relationship):
Status or position in the hierarchy of an organization is one of the fundamental barriers that obstructs free flow of information. A superior may give only selected information to his subordinates so as to maintain status differences. Subordinates, usually, tend to convey only those things which the superiors would appreciate.
This creates distortion in upward communication. Such selective communication is also known as filtering. Sometimes, “the superior feels that he cannot fully admit to his subordinates those problems, conditions or results which may affect adversely on his ability and judgment. To do so would undermine his position as a superior being in the formal organization.” This causes distortion in downward communication. A subordinate may also feel reluctant to report his shortcomings or may not seek clarification on instructions which are subject to different interpretations for fear of loss of prestige in the eyes of the superior.
5. Organizational Structure Barriers:
Effective communication largely depends upon sound organizational structure. If the structure is complex involving several layers of management, the breakdown or distortion in communication wall arise. It is an established fact that every layer cuts off a bit of information. Moreover, information travelling through formal structure introduces rigidity and causes-delay because of long lines of communication. Similarly, lack of instructions for further conveying information to the subordinates and heavy pressure of work at certain levels of authority also act as barriers to effective communication.
6. Barriers Due to Inadequate Attention:
Inadequate attention to the message makes communication less effective and the message is likely to be misunderstood. Inattention may arise because of over business of the communicate or because of the message being contrary to his expectations and beliefs. The simple failure to read notices, minutes and reports is also a common feature.
Whatever be the reason, communication remains only a one-way process and there is no understanding of the message, if the receiver pays little attention to the message. In the words of Joseph Dooher. “Listening is the most neglected skill of communication.” “half listening is like racing your engine with the gears in neutral. You use gasoline but you get nowhere.”
7. Premature Evaluation:
Some people have the tendency to form a judgment before listening to the entire message. This is known as premature evaluation. As discussed in the previous point, “half-listening is like racing your engine with the gears in neutral. You use gasoline but you get nowhere.” Premature evaluation distorts understanding and acts as a barrier to effective communication.
8. Emotional Attitude:
Barriers may also arise due to emotional attitude because when emotions are strong, it is difficult to know the frame of mind of other person or group. Emotional attitudes of both, the communicator as well as the communicate, obstruct free flow of transmission and understanding of messages.
9. Resistance to Change:
It is a general tendency of human beings to stick to old and customary patterns of life. They may resist change to maintain status quo. Thus, when new ideas are being communicated to introduce a change, it is likely to be overlooked or even opposed. This resistance to change creates an important obstacle to effective communication.
10. Barriers Due to Lack of Mutual Trust:
Communication means sharing of ideas in common. “When we communicate, we are trying to establish a commonness.” Thus, one will freely transfer information and understanding with another only when there is mutual trust between the two. When there is a lack of mutual trust between the communicator and the communicate, the message is not followed. Credibility gaps, i.e., inconsistency in saying and doing, also causes lack of mutual trust which acts as a basic obstacle to effective communication.
11. Other Barriers:
There may be many other barriers, such as un-clarified assumptions, lack of ability to communicate, mirage of too much knowledge of closed minds, communication overload, shortage of time, etc., which cause distortion or obstruction in the free flow of communication and thus make it ineffective. Failure to retain or store information for future use becomes a barrier to communication when the information is needed in future.
SEVEN C’S OF EFFECTIVE BUSINESS COMMUNICATION
- Correctness
- Clarity
- Conciseness
- Completeness
- Consideration
- Concreteness
- Courtesy
- Correctness
At the time of encoding, if the encoder has comprehensive knowledge about the decoder of the message, it makes the communication an ease. The encoder should know the status, knowledge and educational background of the decoder.
- Correctness means:
- Use the right level of language
- Correct use of grammar, spelling, and punctuation
- Accuracy in stating facts and figures
Correctness in message helps in building confidence.
- Clarity
Clarity demands the use of simple language and easy sentence structure in composing the message. When there is clarity in presenting ideas, it’s easy for the receiver/decoder to grasp the meaning being conveyed by the sender/encoder.
Clarity makes comprehension easier.
- Conciseness
A concise message saves time of both the sender and the receiver. Conciseness, in a business message, can be achieved by avoiding wordy expressions and repetition. Using brief and to the point sentences, including relevant material makes the message concise. Achieving conciseness does not mean to loose completeness of message.
Conciseness saves time.
- Completeness
By completeness means the message must bear all the necessary information to bring the response you desire. The sender should answer all the questions and with facts and figures. and when desirable, go for extra details.
Completeness brings the desired response.
- Consideration
Consideration demands to put oneself in the place of receiver while composing a message. It refers to the use of You attitude, emphases positive pleasant facts, visualizing reader’s problems, desires, emotions and his response.
Consideration means an understanding of human nature.
- Concreteness
Being definite, vivid and specific rather than vague, obscure and general leads to the concreteness of the message. Facts and figures being presented in the message should be specified.
Concreteness reinforces confidence.
- Courtesy
In business, almost everything starts and ends in courtesy. Courtesy means not only thinking about receiver but also valuing his feelings. Much can be achieved by using polite words and gestures, being appreciative, thoughtful, tactful, and showing respect to the receiver. Courtesy builds goodwill.
List of Communication Satellites
| Launch Date | Launch Vehicle | Application | |
| GSAT-15 | Nov 11, 2015 | ||
| GSAT-6 | Aug 27, 2015 | ||
| GSAT-16 | Dec 07, 2014 | Ariane-5 VA-221 | Communication |
| GSAT-14 | Jan 05, 2014 | GSLV-D5 | Communication |
| GSAT-7 | Aug 30, 2013 | Ariane-5 VA-215 | Communication |
| INSAT-3D | Jul 26, 2013 | Ariane-5 VA-214 | Communication, Disaster Management System, Earth Observation |
| GSAT-10 | Sep 29, 2012 | Ariane-5 VA-209 | Communication |
| GSAT-12 | Jul 15, 2011 | PSLV-C17 | Communication |
| GSAT-8 | May 21, 2011 | Ariane-5 VA-202 | Communication |
| GSAT-5P | Dec 25, 2010 | GSLV-F06 | Communication |
| GSAT-4 | Apr 15, 2010 | GSLV-D3 | Communication |
| INSAT-4CR | Sep 02, 2007 | GSLV-F04 | Communication |
| INSAT-4B | Mar 12, 2007 | Ariane5 | Communication |
| HAMSAT | May 05, 2005 | PSLV-C6 | Communication |
| EDUSAT | Sep 20, 2004 | GSLV-F01 | Communication |
| INSAT-3E | Sep 28, 2003 | Ariane5-V162 | Communication |
| GSAT-2 | May 08, 2003 | GSLV-D2 | Communication |
| INSAT-3A | Apr 10, 2003 | Ariane5-V160 | Communication |
| KALPANA-1 | Sep 12, 2002 | PSLV-C4 | Communication |
| INSAT-3C | Jan 24, 2002 | Ariane5-V147 | Communication |
| GSAT-1 | Apr 18, 2001 | GSLV-D1 | Communication |
| INSAT-3B | Mar 22, 2000 | Ariane-5G | Communication |
| INSAT-2E | Apr 03, 1999 | Ariane-42P H10-3 | Communication |
| INSAT-2DT | Jan 01, 1998 | Ariane-44L H10 | Communication |
| INSAT-2D | Jun 04, 1997 | Ariane-44L H10-3 | Communication |
| INSAT-2C | Dec 07, 1995 | Ariane-44L H10-3 | Communication |
| INSAT-2B | Jul 23, 1993 | Ariane-44L H10+ | Communication |
| INSAT-2A | Jul 10, 1992 | Ariane-44L H10 | Communication |
| INSAT-1D | Jun 12, 1990 | Delta 4925 | Communication |
| INSAT-1C | Jul 22, 1988 | Ariane-3 | Communication |
| INSAT-1B | Aug 30, 1983 | Shuttle [PAM-D] | Communication |
| INSAT-1A | Apr 10, 1982 | Delta | Communication |
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