Basics of Communication Chapter 1

Language as a Tool of Communication Language employs a combination of words to communicate ideas in a meaningful way. By changing the word order Change the meaning of the sentence Or make it meaningless

Some questions?? How did words acquire their meaning? Can language exist in isolation? Is language universal or individualistic? Is language still evolving?

Characteristics of Language Artificial Restricted Abstract Arbitrary Creative Redundant Recursive

Language is Artificial Is created by people Every symbol is attached to a particular thought or thing called “Referent” There is no connection between the symbol and the thing Example:- Table Evolution of the word Nice

Language is Restricted Language has got limitations Sometimes we cannot find words to express our feelings. Example:- “My school” To avoid restriction we should use describing words

Language is Abstract It represents generalized ideas of things and thoughts Example:- Dress It’s abstract nature helps us to generalize things like pins, books , tables etc..

Language is Arbitrary There is no direct relationship between a word and the idea or object it represents. Example:- Chair Language keeps evolving to include new concepts and words

Language is Creative It creates new words every day. Example :- Netettiquette Edutainment Twenty20 Either words can be borrowed from other languages or new words can be created by combining two existing words

Language is Repetitive Every language has a capacity of repetition or redundancy Example:- Many students are writing in their notebooks.

Language is Recursive Can generate any number of sentences using the same basic grammatical templates. There is no limit to the potential length of a sentence. Example –

Levels of Communication Human communication takes place at various levels Extra personal Intrapersonal Interpersonal Organizational Mass

Extra personal Communication Communication between human being and non-human entities. This form of communication requires a good understanding, perfect co-ordination between sender and receiver. It can also involve some sign languagem

Intrapersonal Communication Takes place within the individual. Self-motivation, self-determination happens at this level. Example – Feeling hot ->message from and to brain and organ.

Interpersonal Communication Sharing of information among people Can be Formal and Informal.

Organizational Communication Takes place at different hierarchical levels. Internal-operational External-operational Personal

Mass Communication A mediator transmits information to a large audience Has large reach Impersonal Presence of a gatekeeper Examples:- Books, television, large gatherings addressed by a leader, newspaper

Flow of Communication Flow of communication in an organization can be formal or informal. Formal Communication Refers to communication that flows through formal channels Follows official hierarchy Is required to do one’s job Internal-operation and external-operational communication are both types of formal communication

Various directions of Formal Communication Downward Upward Horizontal/Lateral Diagonal

Downward Communication Flows from manager , down the chain of command Can be routine information, instruction, advise, request, new policies, to ask clarification etc from sub-ordinates Can also be feedback from superiors Forms – Can be in the form of memos, notices, face-to-face, telephonic conversations etc

Upward Communication Flow from subordinates to their superiors Subordinates send reports, present their findings recommendations, suggestions, grievances etc to their managers In an open culture , a lot of upward communication will take place. In a authoritative culture, downward communication will dominate.

Lateral or Horizontal Communication Horizontal communication takes place among peer groups or hierarchically equivalent employees. This kind of communication helps in coordination, saves time an bridges communication gap between teams. Eg:- development team and testing team

Lateral/ Horizontal Communication Advantages 1. Enables sharing of information between various departments 2. Is very vital for growth of organization 3. Fills in any communication gaps that might occur Disadvantages 1. Can create conflicts when vertical channels are bypassed by employees 2. Sometimes superiors find that they have not been consulted for decision making

Diagonal or Crosswise communication Flows in all directions and cuts across functions and levels in an organization Eg:- Sales manager communicating with VP of Software Development division Is very quick and efficient Is quite prevalent nowadays due to lot of communication happening by email.

Communication Networks Communication networks are patterns that emerge when communication combines through horizontal and vertical channels. Two types of Communication Networks 1. Formal Network Models 2. Informal Network Models

Formal Network Models Five Communication networks Chain network Y-network Wheel network Circle network All-channel network

Formal Network Models Chain network Y-network Wheel network Represents vertical hierarchy in which communication can flow downward or upward. Y-network Represents multi-level hierarchy and a combination of horizontal and vertical communications Wheel network represents several subordinates reporting to a superior. Can be a combination of horizontal and diagonal flow of communication

Formal Network Models Circle Network All-channel Network Allows members to interact with adjacent members but no further All-channel Network Which is least structured, enables all employees to interact freely Everybody’s views are equally and openly shared.

Points to note No single network is suitable for all occasions If speed is a priority – Wheel and All channel are preferred If accuracy is crucial – Chain, Y and Wheel networks are preferred

Informal Networks Informal Network is also called grapevine Very active in all organizations Types are Single strand Gossip Probability Cluster

The Importance of Technical Communication Plays a pivotal role in success of any organization Success of any organization can be recognized by the quality and quantity of information flowing through it’s personnel. Communication becomes more and more important when you go higher in the organizational hierarchy. You have to develop your communication skills to be successful in your career.

Types of Technical Communication Oral Written Face-to-face conversations Telephonic Meetings Seminars Conferences etc Memos Letters E-mails Faxes Notices Circulars etc

In the end.. Communication is like a vehicle through which all organization personnel perform their functions It is impossible for an organization to survive without this vehicle. It is of utmost importance and can never be ignored.