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Chetana ‘s Hazarimal Somani college of com. & eco & kusumtai chaudhari College of Arts

Topic:-Introduction to Communication

PRESENTED TO PROF. SHIVPRASAD

GROUP MEMBERS DIPTI.D.S DIVYA NINGAVALE KULDEEP VYAVHARE RAHUL GADRE ASHU GANGWAL SONAL MULEEK

IntroductionThe word “communicate” comes from the Latin word “communicate” that means to impart, to participate, to share or to make common. By virtue of its Latin origin it also the source of the English word “common” .communication is the process of exchanging information through a common system of symbols. These symbols can include sign language, speaking, writing, gestures or pictorial graphs and charts. Communication is thus the process of sharing information, ideas, concepts and messages between people. It is the core of all human relationships. Communication is essentially a two-way process can be considered complete only when the message generated by the origination of the process is understood in its correct meaning by the recipient. The recipient in turn communicates is understanding of the message through words or actions. This is called feedback and it completes the process of communication. In society we share or thoughts, feelings, emotions, reactions, propositions, facts and figures with individuals as well as groups at all level, higher, lower or equal. Communication is, in fact, the most important of all our activities as it has helped us to organise ourselves as a civilized society. In a civilized society there are well-defined roles for all and one. They only way to play these roles is through communication. All communication is based on, and is guided by role-relationships. Only when we understand and appreciate these role-relationships can we successfully communicate. In the words john Adair “communication” is essentially the ability of one person to make contact with another and to make himself or herself understood.

With every interaction, whether active or passive, we find ourselves communicating with other people. Even our silence connotes some intention, which others may interpret at their discretion. Whether by artifact or by attendance, every human being constantly participates in the process of communication. The field of Communication Theory exists at a crossroads of Psychology and Sociology, borrowing heavily from each, illuminating a process that defines what it is to be human The concepts of effective communication, the communication process, and Ability to function in the world and cooperate with others and are all tied. overcoming barriers are all critical pieces to our ability to communicate effectively. Learners were introduced to the Communication process during the first day introductions. The Communication Process Loop should be displayed in the room. Throughout Learning Skills, teachers can use this visual to review the Communication loop and to help students remember the process. While primarily referring to spoken verbal communication, typically relies on both words, visual aids and non-verbal elements to support the conveyance of the meaning. Oral communication includes discussion, speeches, presentations, interpersonal communication and many other varieties. In face to face communication the body language and voice tonality plays a significant role and may have a greater impact on the listener than the intended content of the spoken words. In oral communication it is face to face that's why we got to know the others reaction. and we immediately got the feedback

Process of communication

1. Sender / Encoder - Sender / Encoder is a person who sends the message. A sender makes use of symbols (words or graphic or visual aids) to convey the message and produce the required response. For instance - a training manager conducting training for

new batch of employees. Sender may be an individual or a group or an organization. The views, background, approach, skills, competencies, and knowledge of the sender have a great impact on the message. The verbal and non verbal symbols chosen are essential in ascertaining interpretation of the message by the recipient in the same terms as intended by the sender.

2. Message - Message is a key idea that the sender wants to communicate. It is a sign that elicits the response of recipient. Communication process begins with deciding about the message to be conveyed. It must be ensured that the main objective of the message is clear.

3. Medium - Medium is a means used to exchange / transmit the message. The sender must choose an appropriate medium for transmitting the message else the message might not be conveyed to the desired recipients. The choice of appropriate medium of communication is essential for making the message effective and correctly interpreted by the recipient. This choice of communication medium varies depending upon the features of communication. For instance - Written medium is chosen when a message has to be conveyed to a small group of people, while an oral medium is chosen when spontaneous feedback is required from the recipient as misunderstandings are cleared then and there.

4. Recipient / Decoder - Recipient / Decoder is a person for whom the message is intended / aimed / targeted. The degree to which the decoder understands the message is dependent upon various factors such as knowledge of recipient, their responsiveness to the message, and the reliance of encoder on decoder.

5. Feedback - Feedback is the main component of communication process as it permits the sender to analyze the efficacy of the message. It helps the sender in confirming the correct interpretation of message by the decoder. Feedback may be verbal (through words) or non-verbal (in form of smiles, sighs, etc.). It may take written form also in form of memos, reports, etc.

Purpose of communicationCommunication is a combination of various skills – body movement, mind, spirit, energy, language, tone, voice, social skills, and so on. Each one has to be developed and perfected separately, combined in the right proportions and with the right strategies during the process of communication.

Now we come back to the origin of the communication process, which is the sender, which is ‘you.' It is imperative that one be an effective sender. This needs the right combination of inner balance, attitude, and a constant and balanced level of confidence.

Purpose of communication

Once we have this, the next important thing is to understand and know the ‘purpose of communication.' This means:

Why are you communicating?

What are the different reasons you are communicating for?

There could be several purposes for communication or at times there could be no real purpose. You could be relating a story, sharing information or an experience with someone with the primary purpose to impress that person. And if that person is suitably impressed, then you can call yourself a successful communicator.

Of course, if the receiver is obligated to act impressed it is a different story altogether. Such communication to impress happens mainly at social get-togethers, parties or casual meetings.

But on the flip side, if one doesn't know where and when to stop or has no idea how to communicate, it's certain he or she ends up as a ‘bore' whom everyone would want to avoid like a plague! To inform someone about something is the most common and the simplest purpose of why we communicate. The sender is more like a messenger but he has to make sure that the information is complete, accurate and timely.

Sharing is more like a two-way communication and there is the process of specific feedback as well. Your purpose could be to share some information in detail with the receivers

The way we communicate with others can greatly alter the relationships we have and techniques can be used to either deliberately create harmonious working or to put a spanner in the works. By fostering a common understanding and awareness the message you try to portray becomes ever clearer and you are more likely to gain support from others. 

From a management point of view, portraying a vision enables an executive to lead without being ever-present on the shop floor. A strongly communicated message gains the way we communicate with others can greatly alter the relationships we have and techniques can be used to either deliberately create harmonious working or to put a spanner in the works. By fostering a common understanding and awareness the message you try to portray becomes ever clearer and you are more likely to gain support from others. 

From a management point of view, portraying a vision enables an executive to lead without being ever-present on the shop floor. A strongly communicated message gains respect and understanding and increases the influence of the communicator. Being able to relate concepts and plans with no ambiguity is an important skill but it is also important that the person receiving the message realizes the same as what he is being told. For this reason you should incorporate feedback when you are communicating so that you can be sure that others are on the same wavelength.

At any level of a job communication skills are important and often employers look for the ability to make oneself understood in both verbal and written context as a key issue in deciding on employees. It is key to know what your message is, to succinctly recount it and to be persuasive enough to get others to buy-in to what you are saying.

METHODS OF COMMUNICATION

VERBAL COMMUNICATION:-Communication is at the heart of any relationship, be it familial, business, romantic, or friendly. While there have been significant advances in how we understand body language and other forms of communication, verbal communication continues to be the most important aspect of our interaction with other people. It’s important to understand both the benefits and shortcomings of this most basic communication.

In a world flooded with E-mail and other text-based communication, verbal communication has several advantages over other forms of communication. For example, we can slow down and present points one-by-one and make sure that each point is clearly communicated and understood before moving on to the next point. This can greatly increase both the speed and accuracy of communication.

Verbal communication is far more precise than non-verbal cues. No matter how clear we believe we are being, different gestures have different interpretations between different cultures and even between two members of the same culture. One famous example is Richard Nixon’s use of the victory finger salute in Australia, as he was unaware that the gesture was a vulgarity there. However, verbal communication is most effective when combined with other forms of communication like body language and gestures to help cue the intensity of the verbiage.

Verbal communication is also the most effective way of explaining intangible concepts, as problem areas can be readily addressed and explained. Verbal communication also does not use natural resources in the way that technological methods or printing can.

NON VERBAL COMMUNICATION

Nonverbal communication is any kind of communication not

involving words. When the term is used, most people think of facial

expressions and gestures, but while these are important elements

of nonverbal communication, they are not the only ones. Nonverbal

communication can include vocal sounds that are not words such as

grunts, sighs, and whimpers. Even when actual words are being

used, there are nonverbal sound elements such as voice tone,

pacing of speech and so forth.

Nonverbal communication can be incorporated in a person’s dress.

In our society, a person wearing a police uniform is already

communicating an important message before they say a word.

Another example is a man’s business suit, which is perceived by

some as communicating an air of efficiency and professionalism.

While each of these cues conveys a message, so does its absence.

In some settings, failing to express a nonverbal cue also

communicates meaning. A policeman out of uniform is called

“plainclothes” and is seen as deliberately trying to conceal his role.

To some, this may make him seem smart or efficient, while others

may consider him sneaky or untrustworthy. In the same way, a

businessman who does not wear a suit is conveying an air of

casualness which some would consider slightly less professional. In

the modern world, “dressing down” implies a relaxation of

professional standards that is much more than just a change of

clothes.

Many cues are based on learned cultural standards, but there are

some elements of nonverbal communication that are universal. Paul

Beckman’s landmark research on facial expressions in the 1960′s

found that the expressions for emotions such as anger, fear,

sadness and surprise are the same across all cultural barriers.

The setting where communication takes place also lends a meaning

to words apart from their literal definition, and constitutes nonverbal

communication. For instance, the word “tradition” means one thing

when it is spoken in City Hall, and quite another when it is spoken in

a church. The sign of a cross takes on great cultural meaning when

used in a religious context, but on a road sign it just means that an

intersection is coming up.

EFFECTIVE VERBAL COMMUNICATION

Effective verbal communication has more to do with listening than it does

with speaking because you are always dealing with an audience. This is

true no matter whether you are speaking to a crowd of thousands or to a

party of one. Listening is key because when you address an audience, no

matter the size, you have to meet its needs to communicate effectively,

and to know the needs of your audience, you have to listen. There are a

few basic rules you should keep in mind when aiming for effective verbal

communication. These are described in this article.

The first tip to keep in mind is to know your audience. This is perhaps the

most important piece of effectively communicating verbally; you have to

listen. For example, if you are speaking to a small gathering of people in

some kind of informal setting or discussion, the best tool in your kit is the

ability and willingness to listen to what the other people in your group are

saying, as well as what they are not saying. Similarly, if you plan to speak

to a much larger group of people, it will be to your advantage to find out

beforehand as much as you possibly can about the audience you intend to

speak to. In such situations, it pays to do your homework. Try to find out

the burning questions your audience might have. Find out how much they

know about the subject you plan to talk about. Find out if they hold any

opinions about the topic and if so, which ways those opinions lean. Learn

how the audience is likely to communicate; some audiences will listen to

everything you say no matter whether they agree with it or not. Other

audiences will be full of interrupters and challengers.

INFORMAL COMMUNICATION

If formal communication is viewed like dressing for a black tie affair, informal communication is like dressing casually and wearing slippers around the house. Much informal communication occurs on a person-to-person basis, in a face-to-face manner, without ceremony or fanfare. Other ways to communicate in an informal manner may include texting,

post-it notes, and an informal drop in visit to another person, or a quick and spontaneous meeting.

Informal communication includes all the various methods of relaying information or messages between people. It often is called “the grapevine” as messages weave back and forth and around people. There are none of the trappings of formal messages, such as company letterhead, planned meetings or specific introductions of guests. Everyone is relaxed and casual, eager to chat about many things, as there is no specific agenda to follow.

This type of communication frequently is oral, and works easily for small groups. The scope of the conversation may be broader than a formal presentation, and include topics that are diverse in nature, free flowing and loose rather than scripted carefully. Unfortunately, informal communication is subject to creating rumours and misinformation due to its loose nature and lack of substantiating evidence. This is the type of interaction that occurs in the workplace as banter between employees, or idle chatting. It is seen as blog entries on the Internet. At colleges, students are encouraged to drop by their professors’ offices as needed, informally. Other informal web communication is seen in diaries, personal email letters, instant messaging, emoticons, online chat rooms and cyberspace bulletin boards.

FORMAL COMMUNICATION

Formal communication can be considered as communication efforts that are “dressed up” to fit customary rules and ceremony For example, in a written letter, the formal communication style will demand that the layout of the piece of written communication follow a specific format that includes the date, header, salutation, body of the letter, close, signature lines and any indicators of enclosures all placed neatly upon company letterhead or personal stationery. By contrast, an informal piece of written communication can be as simple as a jotted note to a friend on a torn slip of paper

Formal communications are mostly written, although they may now also include formal presentations that are on computer disk, video tape or DVDs, MP3 presentations and other similar electronic reproductions of written communications. Other forms of formal communications include newsletters, legal advisories, invitations, awards, and letters of congratulations. Non-written formal communication devices are in-person communications in the forms of departmental meetings, telephone calls,

conferences and special interviews. Some publications that are devoted to a special purpose, such as a company’s annual report, are formal communications.

There is a non-verbal component to formal communication as well. The style and manners of the presenter dictate the formalness of a meeting, and this can be immediately seen at the time of introduction of a speaker. Some elements of non-verbal formal communication include maintaining a certain distance from others, standing above the crowd, speaking in formal tones and using formal means of address to others, such as “Mister” or “Doctor” when calling upon others

COMMUNICATION THROUGH BODY LANGUAGE

Communication is how human beings interact with the world that

surrounds them. There are many forms of communication, some being

more effective at conveying the intent or feelings of the individual

expressing than others. Many people have a hard time with

communication, and can find it difficult to tell others what they think or to

give them bad news. Sometimes, they can’t find the right words to

express the things they want to say. There are also those people who are

not to be believed due to a history of dishonesty or embellishing the truth.

One form of communication, however, is always honest and can always be

counted on.

Body language is a form of communication that is performed

subconsciously. It occurs almost constantly, and will almost always give

the correct impression that a person has of someone else, the

environment, or the situation at hand. Body language makes it easy to

know if someone is nervous, scared, interested, or focused, among many

other feelings that could be happening.

Learning to read body language can be as simple as paying attention to

your own body when feeling specific emotions. For example, if you are

able to notice the unconscious things that your body does when you are

nervous, and then it should be simple for you to be able to see when

another person is nervous in a certain situation. Often, reading the body

language of another person will tell you more than having an actual

conversation would, especially if the conversation has the potential to be

uncomfortable or is something that no one wants to acknowledge.

MODES OF COMMUNICATION

The paper develops a theory of communication in which the sender’s and receiver’s motivations and abilities to communicate and process information endogenously determine the

Communication mode and the transfer of knowledge. In contrast with the economic literature, which focuses on the (mostly costless) transmission of soft and hard information, it

Models communication as a moral-hazard-in-team problem, in which the sender and receiver

Select persuasion and message elaboration aborts. The paper shows how strategies and outcomes depend on whether the receiver needs to absorb the content in order to act (executive

Decision-making) or uses the information only in order to assess the merits of alternative

Decisions (supervisory decision-making). The model is then shown to provide a rich set of

Insights concerning: (i) the impact of incentive alignment on communication strategies; (ii)

The relative impudence and the complementarily/substitutability between issue-relevant communication and cues (information that relates to the credibility of the sender rather than to

the issue at stake); and (iii) the path-dependency of communication.

VOIP: - VoIP (Voice over Internet Protocol) Telephone Service is offered

to on-campus entities including UA Departments, UA Affiliates and Third Parties in UA VoIP buildings. A VoIP line is used to provide service for VoIP phone sets on campus. These VoIP sets have some features not found on the Digital ISDN sets. A VoIP telephone is also a data device; it passes either a 10/100 or 10/100/1000 data connection through your phone to your computer.

ADDRESS BOOK: - An address book or a name and address

book (NAB) is a book or a database used for storing entries called contacts. Each contact entry usually consists of a few standard fields (for example: first name, last name, company name, address, telephone number, e-mail address, fax number, mobile phone number). Most such systems store the details in alphabetical order of people's names, although in paper-based address books entries can easily end up out of order as the owner inserts details of more individuals or as people move. Many address books use small ring binders that allow adding, removing and shuffling of pages to make room.

SMS/MMS: - Short Message Service (SMS) is a text messaging service component of phone, web, or mobile communication systems, using standardized communications that allow the exchange of short text messages between fixed line or mobile phone devices.

SMS text messaging is the most widely used data application in the world, with 2.4 billion active users, or 74% of all mobile phone subscribers The term SMS is used as a synonym for all types of short text messaging as well as the user activity itself in many parts of the world. SMS is also being used as a form of direct marketing known as SMS marketing.

VIDEO CONFERENCE:- Videoconferencing is the conduct of a videoconference (also known as a video conference or video teleconference) by a set of telecommunication technologies which allow two or more locations to communicate by simultaneous two-way video and audio transmissions. It has also been called 'visual collaboration' and is a type of groupware.

Videoconferencing differs from videophone calls in that it's designed to serve a conference or multiple locations rather than individuals.[1] It is an intermediate form of video telephony, first deployed commercially in the United States by AT&T during the early 1970s as part of their development of Picture phone technology.

INSTANCE MESSAGE:- instant messaging (IM) is a form

of real-time direct text-based chatting communication in push mode between two or more people using personal computers or other devices, along with shared clients. The user's text is conveyed over a network, such as the Internet. More advanced instant messaging software clients also allow enhanced modes of communication, such as live voice or video calling and inclusion of links to media.

VOICE CONFERENCE:- Voice chat is a modern form

of communication used on the Internet. The means of communicating with voice chat is through any of the messengers, mainly Skype, Yahoo! Messenger, AOL Instant Messenger, in Speak or Windows Live Messenger.[

Voice chat has led to a significant increase in distant communications where two or more people from opposite ends of the world can talk almost free of cost.

E-FAX: - eFax stands for electronic fax. Instead of using a fax machine, eFax works through email. Allowing you to send and receive using your favorite email program. Currently ICA uses the service called NextivaFax (NextivaFax.com).

SENDING: A fax is sent via email to the fax gateway (NextivaFax), which receives the fax and converts it into PDF format. The fax is then transmitted to the recipient through standard telephone lines. Please note that only one email address is allowed to send a fax. If someone else wants to send a fax they either have to use the same account or the online portal.

CONCLUSIONCommunication is the process of sending and receiving messages with attached meaning ( Schermerhorn, Osborn, Hunt 2000). Communication process has the following basic aspects, which are source, receiver, channel, noise and feedback. The source is the person that encodes a message in understandable terms, and then transmits it via a communication channel that carries the message. There are various communication channels such as face-to-face meetings, emails, memorandums, faxes, telephone, internet, voice-mail, among others. All the communication channels are all subject to noise and distortion which can have a big effect on the message been sent. The receiver is the person to whom the message is sent and if there are noises or other barriers a feedback can spot the error. Feedback is the response from the receiver back to the source.

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