Introduction to Communication

COMMUNICATION
Alexander (1984) stated that communication occurs when a sender expresses an emotion or a
feeling, creates an idea, or senses the need to communicate. The communication process is
triggered when the sender makes a conscious or an unconscious decision to share the
message with another person—the receiver. It is a process wherein the exchange of information
between two or more people (Bernales, Balon and Biligan, 2018). Keyton (2011) supported this
notion of communication when he defined it as Communication can be defined as the process of
transmitting information and common understanding from one person to another. For
communication to succeed, both the participants must be able to exchange information and
understand each other. If this flow of information is interrupted or blocked communication fails.
The word communication is derived from the Latin word, ― “communis”, which means common.
In our everyday living, for a communication to be effectively transmitted, elements of
communication must be present and these include a) Speaker, b) Message, c) Receiver, d)
Channel, e) Feedback, and f) Communicative Situation.

Alexander (1984) further explains that every communicative act is based on something that
conveys meaning, and that conveyance is the message. The message may be either verbal
(spoken or written) or nonverbal (body language, physical appearance, or vocal tone).
Messages may also come from the context—or place and time—of the communication. For
instance, if you choose to make a critical comment to someone, the place and the time you
choose to make that comment will make a big impact on how it will be received.

Moreover, every message is sent and received through one of our five senses—it is seen,
heard, touched, tasted, or smelled. The sensory media through which messages are sent and
received are communication channels. In a work setting, messages may be seen through body
movement, letters, memos, newsletters, bulletin board notices, signs, emails, and so on.
Messages that are heard come through conversations, interviews, presentations, telephones,
radios, and other audio media. Sight and sound are the two most frequent communication
channels used in our society.

When the receiver gets the message (through seeing, hearing, feeling, touching, or smelling),
he or she will usually give feedback (return message) unconsciously or consciously. Thus, the
communications process is on-going.
The worst assumption a sender of a message can make is that the message will be received
as intended. So many things can go wrong during the communications process that we should
always assume that something will go wrong and take steps to prevent that occurrence.
Barriers to good communications are always present. For instance, the language itself can be a
barrier—unclear wording, slang, jargon, the tone. Another barrier is the failure of the sender to
realize that his or her body language might contradict the spoken message. The channel used
to convey the message might be wrong. For instance, you would not use the telephone to relay
a lot of statistical information; you would need to write that message on paper. Poor listening
skills can constitute a barrier also (Alexander, 1984).

LESSON 1:
NATURE, DEFINITION AND COMPONENTS OF COMMUNICATION

LET’S TAKE A LOOK

We are social beings and such; we feel an intense need to express our thoughts, feelings and
aspirations, doubts, questions, and fears. Equally intense is our need to be listened to. These
needs - to express and to be listened to – are basic or innate in all of us.

But as Ben Johnson, the English poet, has said, the ability to speak and the ability to speak well
are two different things.

Speaking well is comparable to any skill in the sense that it can be developed and enhanced. All
that you have to do is expose yourself to various speaking situations. Listen well and study how
effective speakers express themselves.

―Learn from their strengths and practice whenever opportunities arise.‖

―Practice makes perfect‖
―If it is to be, it is up to me.‖
As much as 75% of the average person‘s day is spent communicating.
Those in technical jobs are estimated to spend between 50% and 90% of their work day
engaged in communication process

DEFINITIONS OF COMMUNICATION
1. Communication is a process by which we assign and convey meaning in an attempt to
create shared understanding.
•This process requires a vast repertoire of skills:

Intrapersonal and interpersonal processing

Listening
Observing
Speaking
Questioning
Analyzing
Evaluating

2. It can be seen as processes of information transmission governed by three levels of

semiotic rules:
• Syntactic
• Pragmatic
• Semantic

3. It is therefore a social interaction where at least two interacting agents share a common
set of signs and a common set of semiotic rules.

4. The Oxford Advanced Learner‘s Dictionary defines communication, as the act of

passing news, information…, the act of sharing or exchanging thoughts, ideas, feelings with
others or with a group; the act of participating with or sharing in common, the ―we-belong-
to-same-feeling‖ as in communication with… or the act of thinking about oneself.

5. Communication is derived from the Latin word ‗communis,‘which means,

―Belonging to many‖ or ―equally‖ and ―communico‖ – to confer with others. It is the
mutual exchange of information, ideas, and understanding by any effective means (Ballesterros,
2003).

6. Communication refers to the process of human beings responding to the symbolic

behavior of other persons (Adler and Rodman, 1997).
• COMMUNICATION IS HUMAN.
• COMMUNICATION IS A PROCESS.
• COMMUNICATION IS SYMBOLIC.

7. The communication done by animals is relatively different from humans. The manner by
which we communicate or use different gestures, facial expression, etc. to communicate is
different from the dance that is done by bees to instruct their hive-mates on the location of food
or the chimpanzees that have been taught to express themselves using sign language like deaf
humans.

8. We often talk about communication as if it occurred in discrete, individual acts. In fact

communication is a continuous, ongoing process. Consider, for example, a friend‘s compliment
about your appearance. Your interpretation of those words will depend on a long series of
experiences stretching far back in time: how have others judged your appearance? How do you
feel about your

looks? How honest has your friend been in the past? How have you been feeling about one
another recently? All of this history will help shape your response to the other person‘s remark.
In turn, the words you speak and the way you say them will shape the way your friend behaves
toward you and others- both in this situation and in the future.
• This example shows that it‘s inaccurate to talk about ―acts‖ of
communication as if they occurred in isolation. To put it differently, communication isn‘t a series
of incidents pasted together like photographs in a scrapbook; instead, it is more like a motion
picture in which the meaning comes from the unfolding of an interrelated series of images. The
fact that communication is a process is reflected in the transactional model.

9. Symbols are used to represent things, processes, ideas, or events in ways that make
communication possible. The most significant feature of symbols is their arbitrary nature. For
example, there‘s no logical reason why the letters in book should stand for the object you‘re
reading in class. Speakers of Spanish call it a libro, and Germans label it a Buch. Even in
English, another term would work just as well as long as everyone agreed to use it in the same
way. We overcome the arbitrary nature of symbols by linguistic rules and customs. Effective
communication depends on agreement among people about these rules. This is easiest to see
when we observe people who don‘t follow linguistic conventions. For example, recall how
unusual the speech of children and immigrant speakers of a language sounds.

10. In addition to this, nonverbal communication can have symbolic meaning. As with words,
some nonverbal behaviors, though arbitrary, have clearly agreed- upon meanings. For example,
to most North Americans placement of a thumb and first finger together while facing the palm of
the hand outward stands for the idea of something being ―OK.‖ But even more than
words, many nonverbal behaviors are ambiguous. Does a frown signify anger or unhappiness?
Does a hug stand for a friendly greeting or a symbol of the hugger‘s romantic interest in you?
One can‘t always be sure (Adler and Rodman, 1997).

Other Concepts of Communication

1. Allen Louis – Communication is the sum of all things (telling, listening and
understanding). It is a systematic activity under any given circumstances.
2. Henry Kuntz – Communication is the transferring of information from one person to
another whether or not he/she elicits that confidence.
3. George Terry – Communication is the exchange of ideals, feelings, and emotions
between two or more persons.

4. Keith Davis – The purpose of passing information and understanding between two
persons… without the bridge of communication no one can cross the river of understanding.

Types of Communication according to Mode

A message may be impart through these types; verbal-non-verbal and visual. While
communication is often thought of as verbal, the non-verbal mode is equally essential as it
enhances one‗s message.

A. VERBAL COMMUNICATION
(Linguistics) The process of sending and receiving messages with words, including writing and
sign language.
It refers to the form of communication in which message is transmitted verbally.
Communication is done by word of mouth and a piece of writing.

VERBAL COMMUNICATION: ORAL

• Spoken words are used
• It includes face-to-face conversations, speech, telephonic conversation, video, radio,
television, voice over internet.
• Communication is influenced by pitch, volume, speed and clarity of speaking.

Verbal Communication: Oral- Advantages

• It brings quick feedback.
• In a face-to-face conversation, by reading facial expression and body language one can
guess whether he/she should trust what‘s being said or not.
• It saves time in communication.
• It is quick in obtaining feedback once delivered.
• It provides complete understanding of communication delivered and there is chance to
make it clearer in case of doubts in interpretation of words or ideas.
• It is more reliable method of communication.
• It is flexible and effective for all.
• It is powerful means of persuasion and control.
• It is cheaper way of communication and hence saves money.

Verbal Communication: Oral- Disadvantages

• It has issues when communicating with distant people.
• It is difficult for certain people to understand speech due to various speech tones used in
verbal communication.
• This form of communication is not suitable for lengthy message.

• There is chance of leak of secret information with the help of modern devices such as
polygraph or lie detector. Often secret information can be obtained while the person is under the
influence of alcohol.
VERBAL COMMUNICATION: WRITTEN
• In written communication, written signs or symbols are used to communicate.
• In written communication message can be transmitted via email, letter, report, memo
etc.
• Written communication is most common form of communication being used in business.

Verbal Communication: Written- Advantages

• Messages can be edited and revised
• Written communication provide record and backup.
• A written communication enables receiver to fully understand it and send appropriate
feedback
• Easy to preserve: The documents of written communication are easy to preserve. Oral
and non-verbal communication cannot be preserved. If it is needed, important information can
be collected from the preserved documents.
• Easy presentation of complex matter: Written communication is the best way
to represent any complex matter easily and attractively.
• Permanent record: The documents of written communication act as a permanent record.
When it is needed, important information can be easily collected from the preserved documents.
• Prevention of wastage of time and money: Written communication prevents
the waste of money and time. Without meeting with each other the communicator and
communicate can exchange their views.
• Accurate presentation: Through the documents of the written communication top
executive can present the information more accurately and clearly. As it is a legal document
everybody takes much care does draft it.
• Use as a reference: If it is needed, written communication can be used as
future reference.
• Delegation of authority: Written communication can help the authority to delegate the
power and authority to the subordinate. It is quite impossible to delegate power without a written
document.
• Longevity: Written document can be preserved for a long time easily. That is
why; all the important issues of an organization should be back and white.
• Effective communication: Written communication helps to make communication
effective. It is more dependable and effective than those of other forms of communication.

• Maintaining image: Written communication helps to maintain the images of both the
person and the organization. It also protects the images of the company or organization.
• Proper information: It is a proper and complete communication system. There
is no opportunity to include any unnecessary information in a written document.
• Less distortion possibility: In this communication system information is recorded
permanently. So, there is less possibility of distortion and alteration of the information.
• No opportunity to misinterpret: there is any opportunity to misinterpret the
information or messages of written communication.
• Controlling tool: Written communication can help to control the organizational activity.
The written document may be used as a tool for controlling.
• Easy to verify: The information and messages that are preserved can be
verified easily. If there arises any misunderstanding any party can easily verify the information.
• Others: Clear understanding, Legal document, Acceptability, Reduction of risk, Creating
confidence, Easy circulation, Wide access or coverage etc.

Verbal Communication: Written- Disadvantages

• Expensive: Written communication is comparatively expensive. For this communication
paper, pen, ink, typewriter, computer and a large number of employees are needed.
• Time consuming: Written communication takes time to communicate with
others. It is a time consuming media. It costs the valuable time of both the writer and the reader.
• Red-Taoism: Red-Taoism is one of the most disadvantages of written communication. It
means to take time for approval of a project.
• Useless for illiterate person: It messages receiver is illiterate, written communication is
quite impossible. This is major disadvantage written communication.
• Difficult to maintain secrecy: It is an unexpected medium to keep business
secrecy. Secrecy is not always possible to maintain through written communication. Because
here needs to discuss everything in black and white.
• Lack of flexibility: Since writing documents cannot be changed easily at any time. Lack of
flexibility is one of the most important limitations of written communication.
• Delay in response: It takes much time to get a response from the message
receiver; prompt response is not possible in case of written communication that is possible in
oral communication.
• Delay in decision making: Written communication takes much time to communicate with
all the parties concerned. So the decision maker cannot take decisions quickly.

• Cost in record keeping: It is very difficult and expensive to keep all the records in
written communication.
• Complex words: Sometimes the writer uses complex words in writing a message. It
becomes difficult to meaning out to the reader. So the objectives of the communication may
lose.
• Lack of direct relation: If there is no direct relation between the writer and
the reader, writer communication cannot help to establish a direct relation between them.
• Other: Prompt feedback is impossible, Slowness, Bureaucratic attitude, Understanding
problem between boos and subordinates, lack in quick clarification and correction, formality
problem, lack of personal intimacy, etc.

B. NONVERBAL COMMUNICATION
Nonverbal communication is the sending or receiving of wordless messages. Such gesture,
body language, posture, tone of voice or facial expressions is called nonverbal communication.
It is all about the body language of speaker.

It has three elements:

1. Appearance (speaker) - Clothing, hairstyle, neatness, use of cosmetics; Appearance
(surrounding) – room size, lighting, decorations, furnishings
2. Body language - facial expressions, gestures, postures
3. Sounds - voice tone, volume, speech rate

C. VISUAL COMMUNICATION
Visual communication, on the other hand, is the type of communication that uses visuals to
convey information and/or messages. Some examples are signs, symbol, imagery, maps,
graphs, charts, diagrams, pictograms, photos, drawings or illustrations, and even various forms
of electronic communication.
Visual communication now occupies an important place in any work environment. For instance,
during presentations, instructors, managers, doctors, lawyers, legislators and the like use
visuals to transfer data into digestible information. Very likely, they have greater success in
catching the attention of the audience making the latter easily recall the information.

Verbal Communication: Visual- Advantages

It makes use of technology that provides apps( applications), videos and images that rely less
on the printed word making presentations more interesting. This leaves a powerful effect on the
audience and prospective clients.

Speakers/presenters should be mindful of the content of their presentation since wrong and
irrelevant information may lead to miscommunication. Likewise, they should pay attention to
graphic elements, such as position, color, size, shape and orientation as all these play an
important role in the presentation of slides. Audience size should be considered as well when
preparing slide presentations or other forms of visuals.

Types of Communication according to Context

This sub-section, context in communication is referred to as composite of people interacting with
each other. Communication may also be classified according to context: (1) intrapersonal; (2)
interpersonal

A. INTRAPERSONAL COMMUNICATION
The Latin prefixes intra-means within or inside. Intrapersonal communication then means talking
to oneself. Some label it as self or inner talk, inner dialogue. Psychologists call it with other
names such as self-verbalization or self-statement.
Intrapersonal communication can be defined also as communication with one‗s self, and that
may include self-talk, acts of imagination and visualization, and even recall and memory
(McLean, 2005).

Communications expert Leonard Shedletsky examined intrapersonal communication through

the eight basic components of the communication process (i.e., source, receiver, message,
channel, feedback, environment, context, and interference) as transactional, but all the
interaction occurs within the individual (Shedletsky, 1989). From planning to problem solving,
internal conflict resolution, and evaluations and judgments of self and others, we communicate
with ourselves through intrapersonal communication. All this interaction takes place in the mind
without externalization, and all of it relies on previous interaction with the external world.

B. INTERPERSONAL COMMUNICATION
Interpersonal communication can be defined as communication between two people, but the
definition fails to capture the essence of a relationship. This broad definition is useful when we
compare it to intrapersonal communication, or communication with ourselves, as opposed to
mass communication, or communication with a large audience, but it requires clarification. The
developmental view of interpersonal communication places emphasis on the relationship rather
than the size of the audience, and draws a distinction between impersonal and personal
interactions. Family for many

is the first experience in interpersonal relationships, but as we develop professionally, our

relationships at work may take on many of the attributes we associate with family
communication. We look to each other with similar sibling rivalries, competition for attention and
resources, and support. The workplace and our peers can become as close, or closer, than our
birth families, with similar challenges and rewards. To summarize, interpersonal relationships
are an important part of the work environment.