Elements of Communication

Communication is derived from the Latin word ‘communis’ which ‘to share’.

It is a 2 way process in which there is exchange and progression of ideas towards a

mutually accepted direction or goal.

Elements of communication:

Sender/Encoder/Speaker

Receiver/Decoder/Listener

Message

Medium

Feedback
……..
Some of the communication is personal, or from one person to another, and the
rest targets a broader audience.

However, every piece of communication aims to achieve some definite purpose.

To make communication effective, one should understand the nine critical
elements of communication.

Sender-----Encoding-----Message----Media-----Decoding-----Receiver----
Response/Reaction-----Feedback-----Noise
Communication Cycle
 Elements
Sender: Encoding the message/careful/entire burden

Receiver: Decoding the message/

Message: Formulation/pattern/impact

Medium: oral/written/non verbal

Feedback: Completes the loop

 Types of communication
The four main categories of communication are

● Verbal – It is a method that uses speech in the form of speaking to

convey a message or information. It is the most popular and effective
mode of communication, usually practised during video conferences,
phone calls, presentations, one-on-one conversations, and meetings. It
supports both nonverbal and written communication.
● Nonverbal – It is basically a practice of gestures, facial expressions, and
body language to send information. It can be implemented intentionally
and unintentionally when communicating. For instance, a person can
smile unintentionally when they hear an interesting piece of information
or a pleasant idea.
● Written – It is all about typing, printing symbols, numbers, letters, and
writing to send a piece of information. Sometimes used to record
information for evidence or reference purpose. In general, the written
style of communication is used in books, blogs, pamphlets, memos,
and letters to share and spread information. In the workplace, e-mail
is a common example of written communication.

● Visual – It uses art, photographs, sketches, graphs, charts, and

drawings, to pass on the information. It is used especially during
presentations to present to give a visual effect and support written or
verbal communication.
Noise
 These noises distract the sender and receiver of the communication process
from listening to the message effectively.

Noise bars the effectiveness of the communication process; therefore, it is also

known as the barrier to communication.

Example 1

Ela is very sick, and she is taking a rest at home. She calls her husband to bring some
medicines, and they interact on a mobile phone. At the same time, her daughter Elon is
watching television at a high volume. Therefore, Ela could not understand what her
husband said to her precisely. So, she asks her husband again to be confirmed.

Television sounds are physical noise, and her sickness is an example of physiological
noise.

Physical noise is also known as environmental noise in the communication process.

 Vocabulary issues
Semantic Noise

Semantic noise is a communication barrier created from confusion over the meaning of words.
It comes from complex, technical, autochthonous, or grammatical errors in communication.
Semantic noise occurred because of different meanings of the message between the sender
and receiver. It also refers to the wrong grammatical sentence that makes the receiver unable
to understand the meaning. Communication scholars term it as a syntactical barrier or noise.

Syntactical noise is a grammatically wrong sentence in the receiver unable to accomplish the
proper meaning. Using difficult language during computer programming is an example of
syntactical noise.
 Cultural noise
Cultural noise is a communication barrier created from the wrong explanation of
another person’s behaviors. Actually, cultural noise is produced due to the wrong
meaning of messages; therefore, it is a little similar to semantic noise. Especially,
cultural noise is created from the nonverbal communication of people from different
cultural backgrounds.

The basic kinds of nonverbal communication cues are posture, gesture, eye contact,
space, touch, and dress-up. The meaning of nonverbal cues is not the same in every
culture and society. Conflicting messages are part of the cultural noises in
communication.

Apart from that, ethnocentrism, prejudices, stereotypes, and discrimination are also
examples of cultural noises. These factors bar effective communication in a group or
team.
 Learn a bit more…...
Example of Physical Noise

For example, raining sounds, thunderstorms, horns, outside building sounds, sounds from fans,
lights, and windows are the best example of physical or environmental noise. Besides loud music,
barking dogs, noisy conflict nearby, vehicle sounds are also examples of physical noise.

Example of Physiological Noise

For example, Ela is having headaches; therefore, she can not concentrate in class. Here, headache is
a physical illness that barrier to the listening process of communication. Apart from that, deafness
and blindness are physical weakness or physiological noise that barriers to listening. Talking too
fast or slow and the high or low temperature in the room also generate physiological noise.
Communication can also be difficult if a person is feeling very emotional -- anger, sadness
and even joy can affect how much someone can pay attention during a conversation
Example of Psychological Noise For example, Ela is a Christian girl, and she does not like
to listen to any criticism of Christianity.Therefore, she became distracted when her lecturer
was talking about anti-Christian issues. Any sensitive issues like religious, ethnic, and
political are examples of psychological noise. Apart from that, financial crisis, missing a
beloved person, the exhausting schedule may originate the psychological noise.

Example of Semantic Noise

Ela is an international student who studies at University Putra Malaysia. She is listening to
lectures from her Malaysian lecturer. In the meantime, her lecturer says, ” I believe SEMUA
understand this topic.” SEMUA is a Malaysian word that means everyone. Ela does not
understand the meaning of SEMUA as she is not a Malaysian student. It is an example of
semantic noise.
Additionally, jargon words, mispronunciations, unique words, and grammatically
wrong sentences are Semantic Noise examples.
Example of Cultural Noise
Jon is a Russian citizen who is studying at University Putra Malaysia. He offers his Malaysian
woman friend to handshake, but she denies it. It makes Jon felt very embarrassed. Later, he
understood that women do not like to handshake men in Malaysia, which is a cultural norm.

Noise in Organisational communication

The encoding-decoding noises in corporate communication lack sensitivity to the receiver, basic
communication skills, insufficient knowledge of the subject, information overload, emotional
interference, etc. Additionally, the transmitting noises in organizational communication are the
faulty connection of transmitting lines and channel barriers.

Noise in Group discussion

The group discussion has many stages, tensions, conflicts, and so more. According to Tuckman’s
Theory, the five stages of group discussion are Forming, Storming, Norming, Performing, and
Adjourning. Members must need to overcome all these stages to achieve the independent and
interdependent goal.
List of Classroom Distractions
Lateness
Teachers are adamant that students are on time for a reason. When a student is late, she distracts and
disturbs everyone in the classroom.
Talking
When a student talks to another during a lecture, he is distracting all the other students around him.
Technology
With the new technology of cell phones and laptops, students can miss whole lessons. Texting is an activity
loved by students and if they have their cell phones on them, they will try to text each other while in
class.
Being Unprepared
Students who come into class without the necessary materials distract themselves and those around them.
They will distract their neighbors out of boredom or ask them for missing materials.
Eating or Gum Chewing
The rustling of wrappers can cause teachers to lose their train of thought while the smell of foods can cause
students to pay attention to the grumbling in their stomach instead of the lesson going on.
 Types of communication
Formal communication is defined as the communication in which the information is reached
through proper channels or routes. It is also called official communication. The main aim of this
communication is to properly converse and making sure that the information has reached
correctly. This communication is considered as an effective communication mode as it saves
time through its systematic flow of communication.

Informal communication is defined as communication that does not undertake formal methods
to communicate. People/ subordinates do not follow the rigid rules of the organization. People
converse freely without any bondage. On an organizational level, informal communication is the
spontaneous kind of communication in which the subordinates and the superior can talk freely.
There are no official rules, systems, or guidelines to communicate. One of the major advantages
of informal communication is that it is very flexible. There is no rigidity or any kind of formality
to hinder the communication. Grapevine communication is a significant kind of informal
communication.
 Examples
Examples of formal communication include reports, post descriptions, work command,
information related to sales and inventory, etc. There are four kinds of formal
communication, i.e., upward communication, downward communication, vertical
communication, and horizontal communication. The superior and the subordinate
conversation comes under formal communication. One of the major disadvantages of
formal communication is that rules and regulations are very rigid.

More importance is given to the rules; instead of the person. It results in low cordiality
among relationships between the superior and subordinates.

Talking to your friend or family is a common example of informal communication. The

disadvantage of this kind of communication is that rumors or misinformation spread at a
rapid pace.
 Key points:
Reliability: Formal communication is the more reliable form, as there is a paper trail. Compared to
informal communication which has comparatively less reliability, and is very unlikely to have a paper
trail.

Speed: Formal communication is slower, sometimes feeling unbearably slow due to bureaucracy. On
the other hand, informal communication is very quick, often being instantaneous.

Time-Consuming: Formal communication requires a number of different processes before the whole
communication flow is complete, whereas informal communication requires very little process time.

Information Flow: Information through formal communication is only through predefined channels,
whereas information through informal communication moves freely.

Secrecy: Secrecy is maintained with formal communication, whereas informal communication makes it
hard to maintain full secrecy due to its reliance on individuals.
Types of Formal Communication
● Memos
● Intranet
● Meetings
● Conferences
● Formal One-on-Ones
● Bulletin Boards
● Handouts
● Letters
● Presentations
● Speeches
● Notice Boards
● Organizational blogs
● Emails from managers and leaders
Types of Informal Communication
● Gossip
● Single Strand – a form of informal communication wherein each
person communicates with the next in a single sequence.
● Cluster - a very common form of informal communication, in
cluster networks a person will receive information and choose to
pass it on to their cluster network or keep the information to
themselves. Each individual will pass on the information to the
next cluster network
● Probability Chain – each individual randomly tells another
individual the same piece of information.
 Grapevine communication
The meaning of grapevine communication is communication held without
following a recommended structure in an organization is informal
communication. So, grapevine communication can be described as a casual
and unofficial communication system within the organization.
Building rapport is a crucial aspect of workplace communication. It leads to
better interpersonal relationships that factors into accomplishing
organizational goals a lot more efficiently and effectively.
One of the greatest advantages of grapevine communication is team
building and interpersonal relationships. Not only are you able to get on the
same page as your coworkers but also allow them to get to know you.
 The advantages of grapevine communication are:

GRIEVANCE REDRESSAL Often, during informal meetings, employees are able to

talk about their requirements and express their opinions and feelings to others
without any hesitation. In a more restricted environment, they may not have raised
any issues. This also helps reduce the turnaround time for conflict to be resolved.

IMPROVED RELATIONSHIPS An informal communication system effectively

solves most of the problems or clashes between employees and the organization’s
management. This, in turn, creates positive relations among the teams and the
management.

INCREASED EFFICIENCY Employees share their concerns and issues openly under
the informal system. This helps the management and the organization get precise
feedback and solve the problems. Consequently, it develops and improves the
efficiency of the employee
 Disadvantages of Grapevine communication

RISK OF MISUNDERSTANDINGS

When it comes to informal meetings, employees sometimes don’t follow the formal authorization process.
This may create misunderstanding among the team members and the management. If someone doesn’t
understand the brief or misunderstands information that has been shared, it can lead to wasted time and
effort. This can be problematic for the leadership if it hampers your work.

DIFFICULT TO CONTROL

As informal conversations have no set rules or policies to be followed, controlling the spread of
information can become difficult. This usually means important and sensitive information gets out. It’s
difficult to contain information that has gotten out of control. Important client information or financials can
cause a problem in the professional environment.
 What does formal communication look like?
Formal communication can sound rather complex and convoluted, but generally formal communication is
governed by a chain of command and follows organizational convention. Within the organizational
set-up, formal communication can make up any of these forms:

1. Downward Communication

Downward communication represents the most stereotypical form of formal communication.

Information flows from management level down to lower levels. It is the most common form of
formal communication. Downward communication includes orders and instructions represented in
oral or written format. Reports, emails, letters and manual communication are commonly used
downward communication tools.

2. Upward Communication

Upward communication contains information which passes from subordinate levels up to

management and senior levels. Common forms of upward communication include (from employees
to managers and above) reports, suggestions, requests, instructions and complaints.
3. Horizontal Communication

Horizontal communication refers to communication between individuals who are at the same or similar
levels within an organization but have different areas of responsibility. Horizontal communication is
slightly more fluid and dependent on cross-individual communication. Typical examples exist as
communication between managers of different departments (HR, Marketing, Sales, etc.).

4. Diagonal Communication

This occurs when employees of different departments at different levels communicate with each other
irrespective of the chain of command. Communication between a floor manager and a Sales team is a
prime example of diagonal communication.

Both formal and informal communication have their time and place in the workplace, and both are
effective when used correctly. Communication also has a role to play in building a culture of work ethic.