Understanding Communication AN INTRODUCTION TO COMMUNICATION

2 What as per you is the meaning of communication?

3 Communication is the single most important leadership skill. -- Lin Bothwell The Art of Leadership

4 The Meaning and Definition of Communication What is communication? According to the Concise Oxford Dictionary the word means the act of imparting, especially news, OR the science and practice of transmitting information. It also means transference and understanding of meaning. Perfect communication is creating the perfect mental picture.

5 Communication is the exchange of meaning, facts, ideas, opinions or emotions with others. Communicate is derived from the Latin word communicare – means share or participate. The Meaning and Definition of Communication Why do you think humans need to communicate?

The Purpose(s) of Communication The purpose(s) of communication (in a group or organization) is/are: 1.Control a)Formal: instruct, sell etc. b)Informal 2.Co-ordinate 3.Motivate a)Appreciation b)Goal setting 4.Emotional Expression a)Colleague b)Social Interaction: greet, abuse, cheat etc. 5.Information Sharing 6.Problem Solving 7.Conflict resolution

7 Communication Process Sender / Source Encodes Expresses Message Channel Person to person Radio, TV Telephone Internet, Print media, etc. Receiver Hears/sees/perceives Gives Attention Understands Accepts message Message Verbal Non-Verbal Feedback improves and completes the communication

8 Types of Communication Communication VerbalNon verbal Oral Paralanguage Written Body LanguageSign Language

Posture (Erect, Slouching Body Language Hand Gestures (Waving, Pointing) Sounds (Laughs, Sighs, Groans) Head Movements (Nods, Shakes) Eye Movements (Winking, Rolling) Distance (Proxemics) Too Close, Aloof Facial Expressions (Smile, Frown, Smirk) Body Contact Touch, Handshake Patting, Back Slapping

Different Communication Networks Communication Networks Vertical Horizontal UpwardDownward Grapevine

Downward Communication… The communication channel which pushes the flow of information downward known as downward communication. Information flows downward through various tiers of its hierarchical structure. Generally used to: Give orders/instructions/information to the employees. Managements way of exercising control over the employees. Includes notices, circulars, instructions, group meetings, orders,letters, etc. Disadvantages: Distortion of the original message sometimes. Strictly hierarchical. May be time-consuming.

Downward Communication Board of Directors Managing Director General Manager Heads of Departments Officers WORKERS

Upward Communication… The communication channel which pushes the flow of information upward is known as upward communication. Information flows upwards through various tiers of its hierarchical structure. Generally used to: Get feedback from the employees/ members of the organization. To keep in touch with the market/ public sentiments and opinions. Includes media like suggestion boxes, phone calls, s, feedback forms (online and offline),meetings, reports, grievance committees etc. Could be disrupted by : Hesitation of the lower-level employees in giving honest opinion/ feedback. Feeling of insecurity by middle-level employees etc.

Upward Communication… The communication channel which pushes the flow of information upward is known as upward communication. Information flows upwards through various tiers of its hierarchical structure. Generally used to: Get feedback from the employees/ members of the organization. To keep in touch with the market/ public sentiments and opinions. Includes media like suggestion boxes, phone calls, s, feedback forms (online and offline),meetings, reports, grievance committees etc. Could be disrupted by : Hesitation of the lower-level employees in giving honest opinion/ feedback. Feeling of insecurity by middle-level employees etc.

Upward Communication Board of Directors Managing Director General Manager Heads of Departments Officers WORKERS

Horizontal/ Lateral Communication Board of Directors Managing Director General Manager Heads of Departments Officers WORKERS

Grapevine Communication An informal transmission of information, gossip or rumor from person to person. Informal and unsanctioned information network within every organization. Helps the people in the organization understand what is happening around them. Provides relief from emotional stress. Grapevine is an expression of healthy human motivation to communicate. Unstructured and not under complete control of management. Grows in every direction.

Grapevine Communication

Types of Grapevine Single Strand: Message is passed from one person to another along a single strand. Gossip: One person passes information to all the others. Probability: Each person tells others at random. Cluster: Most popular type of grapevine network. Some people tell a select few of the others. Which persons are active on the grapevine often depends upon the message.

Grapevine Communication C B A A A F D Single Strand Gossip Probability Cluster

Any Questions ?

I am grateful to: Shri Khushrwo Irani and Shri Sanjay Kale S & K Associates (Potential Unlimited), Nasik for inputs in this presentation.

You can download this and other presentations at:

P. P. THAKUR, ASSISTANT PROFESSOR OF ENGLISH, G.S. SCIENCE, ARTS & COMMERCE COLLEGE, KHAMGAON