A brief description of Communication

1. Communication
Col Zulfiquer Ahmed Amin
M Phil, MPH, PGD (Health Economics), MBBS
Armed Forces Medical Institute (AFMI)

2. The word communication is derived from the
Latin noun ‘communis’ and the Latin verb
‘communicare’ that means to ‘make common’.

4. Definition

5. And making an understanding.

8. Scope
Scope of communication means the normal
functioning area of this subject. Since
communication is essential in every sphere of
human life, its scope is wide and pervasive.
From cradle to grave, human beings are
somehow engaged in communication. No one
can pass even a day without communication.

9. 1. Communication in personal life:
Communication is closely related to every part of human life. We
depend on communication for doing our various activities from
dawn to dusk. Everybody needs to communicate with different
people and organizations daily.
2. Communication in social life:
Humans are social beings and everybody in the society are related
to each other. The presence of communication helps the people to
share their sorrows, happiness etc. In social life, people need to
develop social bondage. Communication helps us in creating and
strengthening this social bondage.
Scope of communication

10. 3. Communication in the state affairs:
The government maintains the functions of the state by the
different modes of communication. Without communication, the
state neither can administer its various wings nor can maintain
relationships with the other part of the world. The whole world
has turned into a global village due to revolutionary change in
communication.
4. Communication in business:
Communication is the lifeblood of business. It provides
necessary information in formulating business plans and policies.
Communication is directly related to the production of goods
and services, purchasing and selling, warehousing, distribution
and other business activities.

11. 5. Communication in management:
Management is the means of achieving organizational goals. The
level of management like planning, organizing, recruiting,
leading, motivation, coordination, and control depend on sound
communication method. Every function of management depends
on communication.
6. Communication in industrial relations:
Industrial relation refers to the management of labor relationship
in the industry or in an organization. The good industrial relation
means the relationship of owner and employee. Free flow of
information lessens doubt, confusion and controversies between
workers and management.

12. 7. Communication in international affairs:
All the countries are exchanging their cultural, economic, social,
political, educational , technological affairs with each other. Various
regional and international organizations such as the United Nations,
World Bank, NAFTA, SAFTA, ASEAN, SAARC, EU etc have been
formed which facilitate cooperation and communication among
countries.
8. Communication in religion:
Communication is also present in spreading and circulating various
religious doctrines. Prophets and saints have preached the verses of
almighty to their followers. Even now, many religious thinkers are
performing the duty of preaching and circulating religious verses.

13. 9. Communication in integration
Communication is the one which connect people from different
parts of the world. It develops integration and tolerance towards
each other. The different cultures are merged together through
the medium of communication. It integrates different people
from the different background of the world. It works as a source
of persuasion. The well functioning of the society depends on
the integrating element of communication.

14. Purpose of Communication:

15. Types of Communication
Diction: Style of speaking and writing

16. • One way Communication: No mechanism to obtain feed-back.
• Two way communication: There is feed-back mechanism.
Types of Communication (As per process):

17. Communication Process
The communication process is the steps we take in order to
successfully communicate. Components of the communication
process include a sender, encoding of a message, selecting of a
channel of communication, receipt of the message by the
receiver and decoding of the message.
The communication is a dynamic process that begins with the
conceptualizing of ideas by the sender who then transmits the
message through a channel to the receiver, who in turn gives the
feedback in the form of some message or signal within the given
time frame.

19. Process of Communication

20. Element of Communication
Sender: The sender or the communicator is the person who initiates
the conversation and has conceptualized the idea that he intends to
convey it to others.
Encoding: The sender begins with the encoding process wherein he
uses certain words or non-verbal methods such as symbols, signs,
body gestures, etc. to translate the information into a message.
The communicator has to arrange his thoughts and ideas in such a
manner that he organizes his message for the benefit of the
receiver. This process of arranging the ideas and preparing the
message is called ‘encoding’. Encoding is the transmission of ideas
into a message by the source.

21. Message: Message is the information or idea that the
communicator tries to get across to the communicatee.
Once the encoding is finished, the sender gets the
message that he intends to convey. The message can be
written, oral, symbolic or non-verbal such as body
gestures, silence, sighs, sounds, etc. or any other signal
that triggers the response of a receiver.

22. Message: It has 3 dimensions
-Code: Any group of symbols that can be structured or
arranged to give meaning to someone. eg. Words of
vocabulary of a language, pictures or painting, sign
and symbols etc.
-Content: Substance or the materials in the
message for expressing the objective or purpose of
particular communication.
-Treatment: Manner in which message is prepared,
processed and delivered.

23. Communication Channel: The Sender chooses the medium
through which he wants to convey his message to the recipient. It
must be selected carefully in order to make the message effective
and correctly interpreted by the recipient. Oral, virtual, written,
sound, gesture, etc. are some of the commonly used
communication mediums.
Receiver: The receiver is the person for whom the message is
intended or targeted.

24. Decoding: Here, the receiver interprets the sender’s message and
tries to understand it in the best possible manner. An effective
communication occurs only if the receiver understands the
message in exactly the same way as it was intended by the sender.
The degree to which the receiver decodes the message depends
on his knowledge of the subject matter, experience, trust and
relationship with the sender.
Feedback: The Feedback is the final step of the process that
ensures the receiver has received the message and interpreted it
correctly as it was intended by the sender. It increases the
effectiveness of the communication as it permits the sender to
know the efficacy of his message. The response of the receiver can
be verbal or non-verbal.

27. Causes of Noise in Communication
Causes of Noise:

28. Physical noise is interference that is external to both speaker
and listener; it hampers the physical transmission of the
signal or message. Examples of physical noise: loud party at
the neighbors, others talking in the background, Other
physical conditions that can hinder communication are
physical illness, being under the influence of drugs or
alcohol, or being tired.
Physical noise

29. Physiological noise is created by barriers within the sender or
receiver. Examples:
-Articulation problems
-Mumbling
-Talking too fast
-Talking too slow
-Forgetting to pause
-Forgetting to breathe
-Hearing problems.
Physiological noise is also caused by hunger, fatigue, headaches,
medication and other factors that affect how we feel and think.
Physiological noise

30. Psychological noise can be more difficult to define in a particular
situation, as the mental makeup of every person is different. This
type of noise includes concepts like prejudices, narrow-mindedness
and personal bias. 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 to a conversation or lecture.
When we come into a conversation with ideas about what the other
person is going to say and why, we can easily become blinded to
their original message.
Psychological noise

31. Semantic noise affects communication when people communicate
from different playing fields. In other words, they are working from
different understandings, such as different primary languages,
dialects or basic cultural characteristics. Poor handwriting and using
slang can also be semantic noises that complicate effective
communication.
This type of noise occurs when grammar or technical language
(Jargon) is used that the receiver (the decoder) cannot understand,
or cannot understand it clearly.
Semantic noise

32. Effective Communication

33. Principles/Characteristics of Effective Communication
(7 C’s and 4 S’s)

34. Completeness.
By completeness means the message must bear all the necessary
information to bring the response you desire. The sender should
answer all the questions and with facts and figures. and when
desirable, go for extra details. Completeness brings the desired
response.
Correctness.
At the time of encoding, if the encoder has comprehensive
knowledge about the decoder of message, it makes the
communication an ease. Correctness in message helps in building
confidence.
Correctness means:
-Use the right level of language
-Correct use of grammar, spelling and punctuation
-Accuracy in stating facts and figures

35. Clarity
Clarity demands the use of simple language and easy sentence
structure in composing the message. When there is clarity in
presenting ideas, it’s easy for the receiver/decoder to grasp the
meaning being conveyed by the sender/encoder. Clarity makes
comprehension easier.
Consistency:
This principle states that communication should always be
consistent with the policies, plans, program and objectives of the
communication and not in conflict with them. If the messages and
communications are in conflict with the goals; then there will be
confusion in the minds of the receiver and effective communication
will be hampered. Consistency reinforces the message.

36. Concreteness
Being definite, vivid and specific rather than vague, obscure and
general leads to concreteness of the message. Facts and figures
being presented in the message should be specif. Correctness in
message helps in building confidence.
Conciseness
A concise message saves time of both the sender and the
receiver. Conciseness, in a business message, can be achieved by
avoiding wordy expressions and repetition. Using brief and to
the point sentences, including relevant material makes the
message concise. Achieving conciseness does not mean to loose
completeness of message. Conciseness saves time.

39. Principles of Communication
(‘Health Education-A New Approach’ by L Ramachandran)
• Perception of sender and receiver should be as close
as possible.
• There should be involvement of more than two
sensory organs to give a cumulative effect.
• The more communication takes place face-to-face,
the more is its effectiveness.
• Any communication without two-way process is less
effective.

40. Factors Influencing Communication
• Source/ Sender:
- Skill in communication: Verbal, written
- Knowledge of channel and audience
- Attitude towards topic, channel, audience
- Source credibility
- Skill in encoding and decoding
- Skill in utilizing the channel
- Confidence or attitude towards self.

41. • Message should fulfill:
-Satisfy the objective
-Clear
-In level with the mental, social, economic capabilities
of the audience
-Specific
-Simple
-Timely
-Appropriate
-Accurate
-Appealing
-Attractive
-Adequate
-Applicable

42. • Channel (Medium)
- Selection of right type of channel.
- Readily accessible and available to the
both sender and receiver.
- Acquainted and accustomed to utilize.
- Noise is eliminated or minimum.
- Medium itself should not become a
barrier.

43. • Receiver:
- Physically, mentally & psychologically prepared
to receive the message.
- Ability to decode the message for
understanding; and encode for feedback.
- Positive attitude about the message.
- Have faith in source.
- Be convinced that the message is helpful.
- Participatory communication.

44. Other Influencing Factors for communication
• Perceptions of sender & receiver
• Personal space/Proxemics
• Territoriality
• Roles and Relationships
• Time and distance
• Attitudes
• Emotions and Self-Esteem
• Gender
• Culture
• Personality

45. Perception and Communication

46. Perception

47. Personality in Communication

48. Proxemics is the study of space and how we use it, how it makes us
feel more or less comfortable, and how we arrange objects and
ourselves in relation to space.
There are four kinds of distance that people generally use in
communication.
-Public space is the space that characterizes how close we sit or
stand to someone, like a public figure or public speaker. So, if you
are at an event listening to a professor give a lecture, you are
probably about 12 - 25 feet away.
-Social space means we're getting a little closer, about 4 - 12 feet
away. This is the kind of space you're probably in if you're talking to
a colleague or a customer at work.
Proxemics in Communication

49. -Personal space is even closer. In this case, you're probably
about 1 - 4 feet away from someone. This is reserved for
talking to friends or family.
-Intimate space is for people who you are very close to. In this
case, one is probably less than a foot away and might even be
touching the other person. This is the space someone is in with
a romantic partner, for example.

51. Territoriality in Communication
What does Territoriality Mean?
By definition it is the behavior of animals (Including human)
that is meant to secure a personal or a group's geographical
area for food and reproduction.
We as humans have a tendency to establish territory in
personal areas we claim as our own and expect others not to
trespass. This is called territoriality. People tend to react
negatively when someone invades there territory without
permission and appreciate it when someone respects our
personal space.
In making effective communication, principle of territoriality
should be kept in mind.

52. Gender and
Communication
Communication can be affected or hindered because of the
different ways men and women express themselves and interpret
others. The idea that men and women are different in their ability
to communicate has been one of the most popular beliefs about
gender differences that exists to this day. It is commonly
generalized that females communicate in a more indirect,
elaborate, and emotional, sense that can reflect uncertainty,
tentativeness, and a lack of authority.

53. Culture and Communication
Effective communication with people of different cultures is
especially challenging. Cultures provide people with ways of
thinking, ways of seeing, hearing, and interpreting the world.
Thus the same words can mean different things to people from
different cultures.

54. There are four basic personality types: dominant, influential,
steady and conscientious (Mnemonic- DISC).
-Dominant (D): Described as demanding, vocal, adventurous and
competitive, people with dominant personalities often make the
first move in social situations and take the lead at work. People
with this personality type may seem rude as they are often in a
hurry and tend to interrupt other people as they are speaking.
-Influential (I): Influential people are the social butterflies of the
world. They love to communicate, to perform and joke around.
They often appear excited, open and friendly with everyone they
meet.
Personality and Communication

55. -Steady (S): Steady personality types are stable, deliberate and
follow a system. These are the people that like routine and
dislike distractions. They proceed carefully and like to have all
the details before making a decision. People with this personality
type are rarely jealous and tend to keep their emotions on an
even keel.
-Conscientious (C): Precise, logical and preferring perfection,
conscientious personality types are hard on themselves and like
to follow the rules. They are often not very expressive in person
and prefer to communicate in writing. For this reason, they can
come across as cold and distant.
Communication needs to be adjusted according to the
personality of the receiver.

57. Barriers to Communication

59. Filtering:
Filtering implies willful distortion of information.
Language:
Words mean different things to different people. Age, education
and cultural background are three of the more obvious variables
that influence the language a person uses and the definitions he or
she gives to words.
Projection:
Projecting one's own motives into others behavior. For example,
managers who are motivated by money may assume their
subordinates are also motivated by it. If the subordinate's prime
motive is something other than money, serious problems may
arise.

60. Selective perception

64. Please