Introduction of Communication: its Process and Types of Communication

What is communication?

Communication refers to the two-way process of converting information, ideas, feelings, or opinion between two or more persons either verbally or nonverbally, using a medium.

·    Sender: - sender is a person who conveys the message. The communication process begins immediately when the idea comes into the mind of the sender.

·      Message: - the contents of ideas or messages or suggestions which the sender wants to share with the receiver is called a message.

·      Encoding: - receiver cannot read the mind of the sender. So, the receiver converts the idea into a language or other communication symbols such as pictures, gestures etc. This is known as encoding.

·    Media: - it is the way or means through which encoded message must be transmitted to the receiver. The common way of transmission is a phone, letter, Internet, message, etc.

·   Decoding: - decoding refers to converting the encoded message into language and understanding the message.

·  Receiver: - Receiver is the person who receives the communication and understands the message.

·      Feedback: - after understanding the message the receiver sends his response on that idea or message to the sender. When the response reaches the sender then only the communication process ends.

Noise: - it is an element that results in disturbance, distraction, or interruption in the flow of information. The noise can be a loud sound made by any vehicle, disturbance in the telephone line, disconnection of line, losing of letters or documents on the way, poor connectivity in the email or Internet. Due to the noise, the message is not conveyed to the receiver and the receiver is not able to decode the message in the same manner as expected by the sender.

Based on channel

Verbal Communication

• Verbal communication is the use of sounds and words to express yourself, especially in contrast to using gestures or mannerisms (non-verbal communication).

• Verbal means the use of words in the communication process and in the design and formulation of messages.

• In verbal communication, the message is transmitted verbally, i.e., by making use of words, such as oral and written.

• In verbal communication, remember the acronym KISS (keep it short and simple).

·        Verbal communication is further divided into the following types.

1. Oral communication

2. Written communication

Oral Communication

• Oral Communication In oral communication, spoken words are used.

• It includes face-to-face conversations, speech, telephonic conversation, video, radio, television, and voice over the internet.

• In oral communication, communication is influenced by the following factors.

Written Communication

• In written communication, written signs, and symbols, both in printed and handwritten form can be used.

• Pictures, graphs, etc., are used to complement the written text.

• The communicator’s writing skills, style and knowledge of grammar affect the quality of the message.

• In written communication, messages can be transmitted through email, letters, reports, memos, etc.

Non-verbal Communication

• Non-verbal communication is all about the body language of the speaker and does not make use of words.

• Communication, other than oral and written, such as body gestures, eye contact, body language, posture, tone of voice or facial expressions is called non-verbal communication.

• It is the process of communication through sending and receiving wordless messages.

• There is a famous quote, ‘actions speak louder than words.’

Based on purpose

Formal Communication:

•       A formal channel of communication can be defined as a means of communication that is formally controlled by managers or people occupying positions in an organization.

•   The communication flows through formal channels, that is, officially recognized positions along the line in the organization. This ensures that the information flows orderly, timely, and accurately.

•     Any information, decision, memo, reminder etc. will follow this path

Downward Communication:

•   The Communication that flows from Top to Bottom is known as downward communication.

•    Any organization has an inbuilt hierarchical system, and in that, in the first instance, communication invariably flows downwards.

Upward Communication:

•    The Communication that flows from bottom to top, which is from a lower hierarchical level to a higher level, is called Upward Communication.

•    The main function of upward communication is to supply information to the upper levels about what is happening at the lower levels.

•     It is just the reverse of the previous dimension

Lateral Communication:

• When communication takes place between two or more persons who are subordinates working under the same person or those who are working on the same level, it is called lateral or horizontal communication.

• A good example of this kind of communication is that between functional managers.

• It is necessary for the reviewing of the activities assigned to various subordinates having identical positions

Diagonal Communication:

•   Diagonal or Crosswise communication includes the flow of information among persons at different levels who have no direct reporting relationships.

•    As an example, the Communication between the Training Supervisor and Marketing Manager, regarding the Training of a few employees of Marketing Department, is Diagonal Communication.

•    This kind of communication is used to speed up information flow, improve understanding, and coordinate efforts for the achievement of organizational objectives.

Informal Communication:

• Side by side with the formal channel of communication every organization has an equally effective channel of communication that is the informal channel.

• It is not officially sanctioned, and quite often it is even discouraged or looked down upon.

• But then, it is very much there and has been given the name ‘grapevine’ precisely because it runs in all directions-horizontal, vertical, diagonal.

• As the management experts put it, “it flows around water coolers, down hallways, through lunchrooms, and wherever people get together in groups”.

Also, read about:

• Barriers to Communication Process

• Overcoming the communication barriers, 7C’s of Communication and Important Terminologies

• 4S’s of Communication, Communication Models and Communication Process and Learners’ Learning Styles

• The Organisational Structure and Communication Process 

• Effective Organisational Communication