Communication Skilss | Lecture notes English Language

Communication Process

1. Importance of Communication in Personal life

Communication is a process of sending and receiving information among people. Humans

communicate with others not only by face-to-face communication, but also by giving

information via the Internet and printed products such as books and newspapers. Many people

believe that the significance of communication is like the importance of breathing. Indeed,

communication facilitates the spread of knowledge and forms relationships between people.

First of all, communication helps to spread knowledge and information among people. For

example, authors write books to impart knowledge to the World, and teachers share their

experience with their students. Also, friends or co-workers discuss their ideas with each other,

and companies exchange information with their subsidiaries and customers. Besides, the advent

of the Internet not only allows people to have better access to knowledge and information in all

fields, but also makes it easier and faster to contact with people around the World. Undoubtedly,

the sharing knowledge and information process cannot function without communication. As a

result, companies cannot operate, and humanity will be drowned in the abyss of ignorance.

Communication helps to spread knowledge and information among people. Moreover,

communication is the foundation of all human relationship. At first, strangers start talking and

getting to know each other, and then the relationships are formed when they have more

interaction and communication. Communicating helps people to express their ideas and feelings,

and it, at the same time, helps us to understand emotion and thoughts of the others. As a result,

we will develop affection or hatred toward other people, and positive or negative relationships

will be created.

It is no doubt that communication plays a vital role in human life. It not only helps to facilitate

the process of sharing information and knowledge, but also helps people to develop relationships

with others. Therefore, the importance of communication cannot be underestimated. Every day,

we communicate with a lot of people including our families, our friends, our colleagues, or even

strangers. We should learn how to communicate effectively to make our lives better.

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Communication Process

1. Importance of Communication in Personal life

Communication is a process of sending and receiving information among people. Humans communicate with others not only by face-to-face communication, but also by giving information via the Internet and printed products such as books and newspapers. Many people believe that the significance of communication is like the importance of breathing. Indeed, communication facilitates the spread of knowledge and forms relationships between people. First of all, communication helps to spread knowledge and information among people. For example, authors write books to impart knowledge to the World, and teachers share their experience with their students. Also, friends or co-workers discuss their ideas with each other, and companies exchange information with their subsidiaries and customers. Besides, the advent of the Internet not only allows people to have better access to knowledge and information in all fields, but also makes it easier and faster to contact with people around the World. Undoubtedly, the sharing knowledge and information process cannot function without communication. As a result, companies cannot operate, and humanity will be drowned in the abyss of ignorance. Communication helps to spread knowledge and information among people. Moreover, communication is the foundation of all human relationship. At first, strangers start talking and getting to know each other, and then the relationships are formed when they have more interaction and communication. Communicating helps people to express their ideas and feelings, and it, at the same time, helps us to understand emotion and thoughts of the others. As a result, we will develop affection or hatred toward other people, and positive or negative relationships will be created. It is no doubt that communication plays a vital role in human life. It not only helps to facilitate the process of sharing information and knowledge, but also helps people to develop relationships with others. Therefore, the importance of communication cannot be underestimated. Every day, we communicate with a lot of people including our families, our friends, our colleagues, or even strangers. We should learn how to communicate effectively to make our lives better.

2. Importance of Communication in an Organization

Effective Communication is significant for managers in the organizations so as to perform the basic functions of management, i.e., Planning, Organizing, Leading and Controlling. Communication helps managers to perform their jobs and responsibilities. Communication serves as a foundation for planning. All the essential information must be communicated to the managers who in-turn must communicate the plans so as to implement them. Organizing also requires effective communication with others about their job task. Similarly leaders as managers must communicate effectively with their subordinates so as to achieve the team goals. Controlling is not possible without written and oral communication. Managers devote a great part of their time in communication. They generally devote approximately 6 hours per day in communicating. They spend great time on face to face or telephonic communication with their superiors, subordinates, colleagues, customers or suppliers. Managers also use Written Communication in form of letters, reports or memos wherever oral communication is not feasible. Thus, we can say that “ effective communication is a building block of successful organizations ”. In other words, communication acts as organizational blood. The importance of communication in an organization can be summarized as follows:

Communication promotes motivation by informing and clarifying the employees about the task to be done, the manner they are performing the task, and how to improve their performance if it is not up to the mark.
Communication is a source of information to the organizational members for decision- making process as it helps identifying and assessing alternative course of actions.
Communication also plays a crucial role in altering individual’s attitudes , i.e., a well informed individual will have better attitude than a less-informed individual. Organizational magazines, journals, meetings and various other forms of oral and written communication help in moulding employee’s attitudes.

3. Components of Communication Process

Communication is a process of exchanging verbal and non verbal messages. It is a continuous process. Pre-requisite of communication is a message. This message must be conveyed through some medium to the recipient. It is essential that this message must be understood by the recipient in same terms as intended by the sender. He must respond within a time frame. Thus, communication is a two way process and is incomplete without a feedback from the recipient to the sender on how well the message is understood by him. Figure 2 Communication Process The main components of communication process are as follows:

Context - Communication is affected by the context in which it takes place. This context may be physical, social, chronological or cultural. Every communication proceeds with context. The sender chooses the message to communicate within a context.
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.

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.
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.
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.
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.

4. Forms of Communication:

There are various forms of communication depending individual involved, rules, business, and methods. They can be discussed in the following diagram.

Figure 3 Forms of Communication

Communication Skilss, Lecture notes of English Language

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Communication Process

1. Importance of Communication in Personal life

2. Importance of Communication in an Organization

3. Components of Communication Process

4. Forms of Communication: