Communication Skills Basics of Communication

1. Communication Skills
Basics of Communication

2. Syllabus
Communication Skills
• Definition
• Process of communication
• The level of communication
• The flow of communication
• Communication network
• The importance of technical Communication

3. Definition
• “Communication is the activity or process of
expressing ideas and feelings or of giving
people information and instructions”

4. Definition
• The progression of transmission and
interchange of ideas, facts, feelings or actions
is known as “Process of Communication”.
• It includes the giving; getting and sharing of
information with others may be oral or written.

5. Process of Communication

6. Process of Communication
• The word communication has its root in the
Latin word “communicare”, which means “to
share”.
• In brief communication can be defined as the
exchange of information, ideas, and
knowledge between sender and receiver
through an accepted code of symbols.

7. communicare

8. Process of Communication
• The communication process consist of 5 steps
• Ideation
• Encoding
• Transmission
• Decoding
• Response

9. Ideation
• The process of communication begins with
Ideation, which refers to formation of the idea or
selection of a message to be communicated.
It consist of what is to be communicated and is
concerned with the content of message to be
presented
Message are generally of two kind Logical and
emotional
Logical message contains factual information,
while emotional message consist of feelings and
emotions

10. Ideation

11. Encoding
• Encoding is the next step in communication
under this, message are composed of
symbols having translation of an already
conceived idea by the sender into the
message appropriate for the transmission
• Wording of the message may be different for
different methods of communication to be
used.

12. Encoding

13. Transmission
• Transmission refers to the flow of the
message over the chosen channel
• Transmission confirms the medium selected
during the process of encoding and keep the
communication channel free from
interferences or noise, so that the message
reaches the receiver without any disturbances
or distraction

14. Transmission

15. Decoding
• Decoding is the reverse of encoding it is the
process of converting a message into thoughts
by translating the received message into an
interpreted meaning. It is important to note
that it is the message that is transferred and
not the meaning
• Effective decoding is very important for effective
communication as any mis-interpretation of a
message leads to communication distortion

16. Decoding

17. Response
• Response is the last stage of communication
process. It is the last stage of communication
process. It is the action or reaction of the
receiver to the message. It helps the sender to
know that the message was received and
understood.
• •Response is thus the key to communication as
the effective communication depends on how
congruent the receivers response is with the
meaning intended by the sender.

18. Response

19. Language as A Tool of Communication
• Effective communication is made possible with the
help of language.
• It requires reasonably good command over
language. Language employs a combination of words
to communicate ideas in a meaningful way.
• By changing the word order in a sentence, you can
change its meaning, and even make it meaningless.

20. Language as A Tool of Communication

21. Characteristics of Language
• According to the ideas put forward by eminent
linguists:
• Language is Artificial
• Language is created by people.
• It does not exist in isolation or outside the minds
of people.
• It is created by human as they need it. Every
symbol is attached to a particular thought or
thing, called a referent which is created by
humans. That’s why language is Artificial.

22. Language is Artificial

23. Characteristics of Language
• Language is Restricted
• When we translate our thoughts into language,
some meaning is lost in the process.
• No symbol or word can transmit the exact
reality. That is one reason you sometimes find
yourself saying that you cannot find words to
express your feelings.
• This is because language is restricted. In
other words, it has limitations.

24. Language is Restricted

25. Characteristics of Language
• Language is Abstract
• Language is abstract as it represents
generalized ideas of things or thoughts. The
idea which the word represents is different
every time. A ‘table’ can be of different shapes
and sizes, and still be called a table. This
happens because meanings get associated with
symbols and users keep expanding the range of
meanings.

26. Language is Abstract

27. Characteristics of Language
• Language is Arbitrary
• There is no direct relationship between a word
and the idea or object it represents because
language keeps on changing to include new
concepts and words can attach a number of
specific and arbitrary meanings.

28. Language is Arbitrary

29. Characteristics of Language
• Language is Creative
• Language is very creative and it can create wonder.
Every year number of words can be added; taken from
different languages through the following processes:
• 1. Borrowing - taking over words from other
languages like ‘alcohol’ form ‘Arabic’
• 2. Constructing Portmanteau Words – words made
by combining the sound and meaning of two different
words (netiquette = net + etiquette)
• 3. Back Formation – where a word of one type,
usually a noun is reduced to a word of another type,
usually a verb like ‘opt’ from ‘option’

30. Language is Creative

31. Characteristics of Language
• Language is Repetitive
• Any language has characteristic of repetition
and redundancy.
• This may make or mar the communication.
• Moreover excessive and unnecessary
repetition may lead to verbosity or wordiness
without contributing to the meaning.

32. Characteristics of Language

33. Characteristics of Language
• Language is Recursive
• Recursiveness is the characteristic of
language which enables you to generate any
number of sentences using the same basic
grammatical templates.
• It also allows you to express any idea, thought
or feeling using the same finite vocabulary.

34. Language is Recursive

35. The level of Communication
• Human communication takes place at a
various levels
 Extra-personal
 Intrapersonal
 Interpersonal
 Organizational
 Mass Communication

36. Extra personal
• The communication between Human beings
and non human entity is extra-personal
communication
• Ex:-When your pet dog comes to you wagging its
tail soon as you return home from the work, it is
an example of extra-personal communication
• This form of communication requires
coordination and understanding between the
sender and the receiver.

37. Extra personal

38. Extra personal

39. Intrapersonal Communication
• This type of communication takes place within the
individual.
• We know that the brain is linked to all the parts of the
body by electrochemical system
• For ex, when you begin to feel hot this information is sent
to brain and you may decide to turn on the cooler,
responding to instruction sent from the brain to the hand. In
this case the relevant organ is the sender, electrochemical
impulse is the message and the brain is the receiver next the
brain assumes the role of the sender and sends feedback that
you should switch on the cooler.
• Thus the process is complete This kind of
communication which pertains to thinking is known as
Intrapersonal Communication.

40. Intrapersonal Communication

41. Interpersonal Communication
• Interpersonal communication differs from
the other forms of communication in that
there are few participants involved, the
interact ants are in close physical proximity to
each other, there are many sensory channels
and the feedback is immediate

42. Interpersonal Communication

43. Organizational Communication
• Communication in an organization takes
place at different hierarchical levels.
• It is extremely necessary for the sustenance
of any organization Since a large peoples are
involved in a organization the need of
communication becomes greater in an
organization.
• This kind of communication can be further
divided into:

44. Organizational Communication

45. Internal operational
• All communication that occurs within an
organization is classified as internal-
operational

46. External Operational
• The Work related communication that an
organization does with the people outside the
organization is called external-operational.

47. Personal
• All communication in an organization that
occurs without purpose as far as business is
concerned is called personal communication

48. Mass Communication
• For this kind of communication we require
a mediator to transmit information.
• There are several mass media such as,
television, newspaper, books which mediates
such communication.
• Oral communication through mass media
requires some equipments, such as
microphones, amplifiers etc. and the written
form needs print media or visual media.

49. Mass Communication

50. Characteristics of mass communication
• Large reach: Mass media communication
reach audience scattered over wide
geographical area
• Impersonality: This kind of Communication
is largely impersonal as the participants are
unknown to each other
• Presence of gate: Mass communication needs
additional person, Institution or organization to
convey message from the sender to receiver

51. Characteristics of mass communication

52. Flow of Communication
• Information flows in an organization both
formally and informally The term formal
communication refers to communication that
follows the official hierarchy.
• Formal communication can flow in various
directions-Downward, upward, lateral,
Diagonal

53. Flow of Communication

54. Downward Communication
• Downward Communication flows from a
manager, down the chain of command. When
manager inform, instruct, advice or request
their subordinates, the communication flow in a
down pattern.
• Downward communication can take any form-
memos, notices, face to face interactions, or
telephonic conversations however this should be
adequately balanced by an upward flow of
communication.

55. Downward Communication

56. Upward Communication
• When subordinate sent report to inform
their superiors or to present the findings and
recommendations the communication flows
upward.
• This type of communication keeps the
manager aware of how employee feel about
their job, colleagues and the organization in
general.

57. Upward Communication

58. Horizontal Communication
• This form of communication takes place
among peer groups or hierarchically
equivalent employee.
• Such communication is often necessary to
facilitate coordination, save time and bridge
communication gap among various departments.
Generally this form of communication is in
formal and can by pass the formal hierarchical
channel and expediteaction

59. Horizontal Communication

60. Diagonal Communication
• Diagonal or cross-wise communication flows in
all direction and cuts across functions and
levels in an organization.
• For ex, when a sales manager communicates
directly with the vice precedent, who is not only
in a different division, but also at a higher level in
the organization, they are engaged in diagonal
communication. Though this type of
communication deviates from the normal chain of
command ,there is no doubt that it is quick and
efficient

61. Diagonal Communication

62. Communication Networks
• A variety of pattern emerge when
communication combines through vertical and
horizontal channels.
• These patterns are termed as Communication
networks

63. Formal Network Models
• Chain Network:- The
chain network represents
a vertical hierarchy in
which communication
can flow upward or
downward. We can find
this type of network in
direct line of authority
communications with no
deviations

64. Y-Network
• Y-Network:-The y-
Network is in effect a
multi –level hierarchy
and a combination of
horizontal and vertical
level of flow If we
turn the Y upside
down, we see two
subordinates reporting
to one senior

65. Wheel Network
• Wheel network : refers
to several subordinates
reporting to a superior.
This is a combination of
horizontal and diagonal
flow of communication,
but here the subordinates
are of equal ranks all of
them report to one senior
and without any
interaction between
themselves.

66. Circle Network
• The circle network
allow the employees to
interact with adjacent
members but no
further.
• There is vertical
communication
between superiors, and
horizontal
communication at
lower level

67. All Channel Network
• The all channel network,
which is least structured,
enables each employee to
communicate freely with
the others there is no
restriction as on who can
communicate with whom.
All are equal as no
employee formally or
informally assumes a
leading role.
• Hence everybody’s view
are equally and openly
shared

68. Informal Network Model
• Besides flowing through the formal
network, communication in an organization
can also travels along an informal network-
the grapevine.

69. Single Strand
• In single strand the message is passed from
one person to another personal along a single
strand

70. Gossip
• In the gossip network one person passes
information to all others

71. Probability Network
• Probability type of network each person tells
other at random

72. Cluster
• In cluster network the flow of information is
passed by selected peoples to selected few of
the others.

73. Advantages of Grapevine
communication
• Not expensive
• Rapid
• Multidirectional
• It can resolve conflict
• Serves as an outlet for
anxiety ,worries,
frustration
• Voluntary and unforced

74. Dis-advantages
• Reveal some degree of
error
• Be harmful in case of
base less or imaginary
• Lead to mis-
understanding because of
incomplete information
• Can caused a damage to
organization because of
its of excessive swiftness
at times

75. Characteristics of General and Technical
communication
GENERAL COMMUNICATION TECHNICAL COMUNICATION
CONTAINS A GENERAL MESSAGE CONTAINS A TECHNICAL MESSAGE
INFORMAL IN STYLE AND APPROACH FORMAL IN STYLE
NO SET PATTERN OF COMMUNICATION FOLLOWS SET PATTERN
MOSTLY ORAL BOTH ORALAND WRITTEN
NOT ALWAYS FOR A SPECIFIC AUDIENCE ALWAYS FOR A SPECIFIC AUDIENCE
DOESN’T INVOLVE TECHNICAL
VOCABULARY, OR GRAPHICS
FREQUENTLY INVOLVE JARGONS,
GRAPHICS, ETC

76. Importance of Technical Communication
• Technical communication plays a pivotal role in an
organization, whether it is a business enterprise, an
industry, or an academic institution.
• All managerial or administrative activities involves
communication, be it is planning, organizing,
recruiting, coordinating, or decision making.
• The success of an organization largely depend upon
the quality and quantity of information flow
through its personal. The various types of
communication not only helps an organization to
grow, but also enables the communicator to develop
certain attributes.

77. Importance of Technical Communication

78. Technical communication can be divide into
2 –parts
• Oral & Written
ORALCOMMUNICATION WRITTEN COMMUNICATION
FACE TO FACE CONVERSATIONS MEMOS
TELEPHONIC COVERSATION LETTERS
MEETINGS EMAILS
CONFERENCES FAXES
PRESENTATIONS CIRCULARS
GROUP DISCUSSIONS REPORTS
INSTRUCTIONS MANUALS

79. Importance of Technical Communication
• It is not necessary that all forms of
communication exists in an organization
• How ever a organization gets organized
because of its communication
• It is Impossible for an organization to survive
without communication therefore its
importance cannot be ignored.

80. Books
Effective Communication: Skills and
Strategies to Effectively Speak Your
Mind Without Being Misunderstood- by
Keith Coleman

81. Books
Communication Skills Training: A Practical
Guide to Improving Your Social Intelligence,
Presentation, Persuasion and Public
Speaking (Master Your Communication and
Social Skills) Kindle Edition
by Ian Tuhovsky

82. Books
Communication Skills
by Sanjay Kumar

83. Ted Talks
• How to be Heard: Secrets for Powerful
Speaking and Listening
- Julian Treasure
• https://www.ted.com/talks/julian_treasure_how_to_speak_so_that_people
_want_to_listen?utm_campaign=tedspread&utm_medium=referral&utm
_source=tedcomshare

84. Ted Talks
• The Power of Communication
Nina Legath
• https://www.ted.com/talks/nina_legath_the_power_of_comm
unication?utm_campaign=tedspread&utm_medium=referral
&utm_source=tedcomshare

86. Thanks..