Basics of Communication

Chapter 1

Language employs a combination of words to communicate ideas in a meaningful way.

By changing the word order

Language as a Tool of Communication

Change the meaning of the sentence

Or make it meaningless

How did words acquire their meaning?

Can language exist in isolation?

Is language universal or individualistic?

Is language still evolving?

Some questions??

1. Artificial2. Restricted3. Abstract4. Arbitrary5. Creative6. Redundant7. Recursive

Characteristics of Language

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 Artificial

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 Restricted

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 Abstract

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 Arbitrary

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 Creative

Every language has a capacity of repetition or redundancy

Example:- Many students are writing in their notebooks.

Language is Repetitive

Can generate any number of sentences using the same basic grammatical templates.

There is no limit to the potential length of a sentence.

Example –

Language is Recursive

Human communication takes place at various levels◦ Extra personal◦ Intrapersonal◦ Interpersonal◦ Organizational◦ Mass

Levels of Communication

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

Takes place within the individual. Self-motivation, self-determination happens

at this level. Example – Feeling hot ->message from and

to brain and organ.

Intrapersonal Communication

Sharing of information among people

Can be Formal and Informal.

Interpersonal Communication

Takes place at different hierarchical levels.◦ Internal-operational

◦ External-operational

◦ Personal

Organizational 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

Mass 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

Flow of Communication

Downward

Upward

Horizontal/Lateral

Diagonal

Various directions of Formal 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

Downward 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.

Upward 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 or 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

Lateral/ Horizontal 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.

Diagonal or Crosswise communication

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

Communication Networks

Five Communication networks1. Chain network2. Y-network3. Wheel network4. Circle network5. All-channel network

Formal Network Models

Chain 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 ◦ 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.

Formal Network Models

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

Points to note

Informal Network is also called grapevine Very active in all organizations Types are

◦ Single strand◦ Gossip◦ Probability◦ Cluster

Informal Networks

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.

The Importance of Technical Communication

Types of Technical Communication

Oral Written

Face-to-face conversationsTelephonicMeetingsSeminarsConferences etc

MemosLettersE-mailsFaxesNoticesCirculars etc

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.

In the end..