FUN - Video on Personal Space in Communication

Everyone has a personal space around him / her. Personal space refers to a certain area around one's body that one considers one's own and when any person invades that space, it makes one feel downright uncomfortable.

Watch this funny video to know what exactly personal space is:

Maintain safe distance, folks! ;)

7 Cs of Communication

There are 7 qualities of effective communication and each one of them begin with the alphabet "C". This brings us to the interesting topic called 7 Cs of Communication. The 7 Cs are:

1. Completeness
2. Conciseness
3. Consideration
4. Concreteness
5. Clarity
6. Courtesy
7. Correctness

Completeness:  One cannot have effective communication without completing it in the first place. Every communication must therefore be complete. The communication must convey all facts that are required or requested by the audience. The communication must answer all the WH questions - What?, When?, Who?, Why?, Where? and How?. Answering all these questions ensures that the communication is complete in all respects.

Conciseness: Although completeness is desired in a communication, care must be taken to ensure that only relevant information is provided. Any extra information that are not required by the audience can lead to waste of time and energy too. This is because the receiver then has to spend time to sift through the details to separate the relevant from the irrelevant.

Consideration: Consideration basically refers to remembering where the interest of the receiver lies and then communicating to satisfy that interest. One needs to think from the receivers' perspective and provide information as per their liking. This helps in striking a better deal due to effective communication.

Concreteness: It is always better to send messages that are specific instead of general. General messages often create an ambiguity which does not render itself to proper understanding at the first attempt. Sometimes ambiguous messages are so vague that the entire essence of the communication is lost.

Clarity: Clarity emphasizes on sending across a specific message or achieving a particular goal at a time rather than trying to achieve too much at once. One needs to use precise and familiar words to achieve clarity. Use of slang in communication makes the message unclear.

Courtesy: This C of communication refers to the 'You Attitude'. A message is never well received as long as it does not demonstrate professional courtesy. It is therefore very important to keep the feelings and perspective of the receiver in mind as the effectiveness of the communication is lost if the sender comes across as rude or offensive. 

Correctness: This C of communication does not just mean delivering the apt message. It also involves usage of proper grammar, punctuation and spelling. All mechanics of writing must be followed and the message should be adjusted according to the situation - formal or informal, etc. 

Etiquette

Etiquette is nothing but a set of unsaid rules governing socially acceptable behaviour. There are different types of etiquette, depending on the type of situation one is in. We have restaurant etiquette, handshake etiquette, e-mail etiquette, phone etiquette, apart from the most important - business etiquette. As action speaks louder than words, I have chosen a few videos that explicitly deal with the aforementioned etiquettes. Have fun watching them.

Restaurant Etiquette: Here is an interesting video which deals with the whats and hows of dining out

Handshake etiquette: Shaking hands is an integral part of a business environment. Needless to say, there are rules governing that too. Have a look at the video to ensure that you do not mess up the next time.

E-mail Etiquette: How quick is it to send an e-mail and get done with your intended communication! But, as always, there are etiquettes that one need to follow here as well.

Phone Etiquette: In the increasingly gadget centric world, we spend most of our times on the phone, talking, texting, gaming, browsing and what not! Follow these rules to ensure that your phone manners are immaculate.

Business Etiquette: Last, but not the least, business etiquette. This must be followed to build up trust among the customers as well as employees. It helps in creating and retaining goodwill in the market.

Apart from the ones mentioned above, there are other etiquettes too. The over all gist is that one must not feel offended or troubled by any of your actions. The moment we learn that, more than half of all kinds of etiquette is taken care of.

Stay tuned for a complete analysis on the 7 Cs of communication.

Face to Face Communication - Advantages and Disadvantages

Face to face communication is synonymous with oral communication. Therefore most of the advantages and disadvantages mentioned for oral communication apply in this case too. However, this particular type of communication warrants a special discussion for the reason that it is possible to distinguish between face to face communication and oral communication in certain situations. It is a sum total of both verbal and non-verbal communication. This type of communication can be defined as a type of communication wherein people meet personally to discuss and deliberate on certain issues or facts, etc. Given below are the advantages and disadvantages of face to face communication.

Advantages of Face to Face Communication:

Addition of Non-verbal Cues: Facial expressions, gestures and tone of voice help us to communicate in a better manner as all these non-verbal cues supplement our oral communication. Can u imagine talking to a person without any facial expressions or gestures whatsoever? No, we cannot!! It is not for nothing that we make fun of Kristen Stewart for having and maintaining the same look and expression in the entire movie. Compare the two images below to understand the point.

Particularly Suitable to Discussion: Face to face communication helps in better discussion of matters at hand. Since one can see the other people involved and guess from their expressions and reactions about what exactly is in their minds, it becomes easier to arrive at a decision or conclusion.

Instant Feedback: This point is common to advantages of oral communication. During face to face communication, it is always possible to get instant feedback from the receiver of the message. There is no delay caused due to any external factors.

Disadvantages of Face to Face Communication:

Difficult to Employ in a Large Setup: A large sized organisation has various departments and a complex hierarchical structure. Often times, it may not be possible to discuss each and every policy or rule with each employee before implementing them. So, in spite of all the aforementioned benefits, it isn't feasible at all times.

Not Effective in a Large Gathering: In a large gathering, the personal touch is often missing. The speaker cannot connect to each and every listener and give personal attention to each. Hence, although the speaker and the listeners face each other and there is discussion involved, the effectiveness of face to face communication is curtailed.

Ineffective if the listener is not attentive: In spite of all the benefits of face to face communication, if the listener involved engages in passive listening, or simply hearing without listening, the whole purpose of a face to face communication is lost in this conversation. There has to be some involvement from the listener too. After all, communication is a two way process.

The following video highlights three steps for effective face to face communication.

Stay tuned for a fun-filled discussion on etiquette..

Written Communication - Advantages and Disadvantages

Written communication is the most common and sought after mode of communication in a business environment. Various types of letters, memos, reports and paragraphs are examples of business correspondence. There are a plethora of reasons why written communication is the preferred mode of communication for any business. At the same time, there are reasons which does not make it very viable enough. The following points will elaborate the pros and cons of written communication, in the light of business environment.

Advantages of written communication:

Legal Evidence: The first and foremost reason why written communication is sought after is because it works as a legal evidence in case of any glitch arising in the future. Written documents need to have the signature of the sender / writer and therefore work as evidence in a court of law.

Permanent Record: Whatever we write can be preserved and referred to in the future. This also helps in maintaining a permanent record of the organisation. This permanent record creates a goodwill not only among the employees but also among the shareholders / investors, who can get access to information if they so desire.

Accurate and Precise: There is usually no chance of a miscommunication in written communication. The information is almost always relevant and error free because the writers are expected to make special efforts in that direction.

Wide Circulation: Multiple copies of the written communication can be made which makes it easier to circulate among a wide group of readers / learners. It is not always possible to hold oral conversations with a huge number of people.

Fixing of Responsibility: The fact that written communication automatically forms a permanent record as well as that it bears the signature of the writer / sender, helps to fix the responsibility in case of an error. Even credit cannot be taken by someone else, in case of some good work and therefore prevents the occurrence of fraud in an organisation.

Suitable for Lengthy Messages: Written communication is especially suitable for lengthy messages as it is tiring and often impossible to convey lengthy messages during oral conversation.

Corporate Image: When care is taken to write the content in a persuasive and innovative manner, it can help in building and maintaining the corporate image of the firm in the market and among the investors.

Disadvantages of Written Communication:

Time Consuming: It takes a lot of time for the writer / sender to draft the content and then send it through post / courier or some other channel. It may also take time for the reader to finally open and read it. It may take further time for the reader to comprehend what the message is all about. Therefore, written communication is very time consuming.

Expensive: Compared to oral communication, written communication is expensive as it consumes stationery, ink and the cost of sending through post or courier. Moreover, the time of the writer also costs  money. So, written communication is considered a dent in the pocket of the firm.

Problem of feedback: Written communication can always receive feedback BUT it is not instantaneous. Instant feedback completes the process of the communication and that correspondence ends there. In case of written communication, it drags on because of a slow feedback. Sometimes, the feedback may not even arrive altogether.

Problem of instant clarification: Doubts or questions in the mind of the receiver cannot be addressed immediately due to the time-consuming nature of written communication. This creates the problem of instant clarification.

Problem of writers: Some writers may not be great communicators, their grammar may not be up to the mark and their choice of words may be poor. This can often create a misrepresented image of the form in the minds of the readers. This can also create doubts or raise questions in the minds of the readers.

Secret Information: Written communication can always be intercepted or they may fall into the wrong hands. This makes it difficult to convey secret or sensitive information.

Will be right back with the pros and cons of face to face communication. Stay tuned.

Oral Communication - Advantages and Disadvantages

If people were given a choice, we would all rather talk to each other than write to each other. It takes hardly any time and there is no question of rewriting, editing or distributing. Oral communication also provides immediate feedback. Oral Communication, however, limits the scope of legal validity to the message and increases the chances of miscommunication. This means there are both advantages and disadvantages of oral communication. The following post will run through the advantages and disadvantages of oral communication briefly.

Advantages of Oral Communication:

• Saves Time: Oral Communication saves a lot of time when compared to other kinds of communication. One need not spend time on writing, editing, sending and waiting for feedback. Everything happens instantly in oral communication.
• Less expensive: Since oral communication does not need stationery and ink and does not incur postal charges in sending the message, it is least expensive. Most of the times, oral communication is also totally free.

• Instant Feedback: As discussed above, the only form of communication that gives a scope for instant feedback is oral communication. One need not wait at all for the message to reach its intended recipient and for the intended recipient to get back to the original sender. All that happens fairly quickly within the blink of an eye.
• Develops Relations: Gone are the days when you had a pen friend in Australia or Germany. Now you have several friends who are in constant touch over the phone or social networking sites, especially the ones which offer facilities of video chat, etc. Talking frequently with someone develops relationship with the person and helps better understanding.

• Motivates The Speaker: Since there is instant feedback, the speaker is often motivated to continue speaking and does so with a renewed vigour. This lacks in written communication, where the original sender is not able to even see the reader of the message.
• Confidential and Secret Information: Oral communication can be used to deliver confidential and secret information. The confidentiality can be maintained by ensuring that no other person is within hearing distance and the surroundings are not bugged by electronic surveillance devices.

Disadvantages of Oral Communication:

• Problem of Retention: Not all of oral communication is always retained. Even while receiving the information, there is always a chance that some part may be missed or not understood at all. In written communication, one can always go back to the text.
• Lacks Legal Validity: Oral communication usually has not record and therefore lacks legal validity. In case of any dispute, the speaker can easily deny the facts and figures which he may have spoken. Therefore, oral communication lacks legal validity.

• Lacks Accountability: One cannot be held responsible for what one said or uttered due to the lack of permanent record of oral conversations. Therefore, one can easily get away with it as one cannot be held accountable for one's words.
• Chances of Misunderstanding: Oral communications are at a greater risk of being misunderstood. The audience may not pay attention and therefore fail to grasp the essence of the message or the manner of speaking of the speaker (pronunciation or accent) may also affect the quality of the message being conveyed and thus aid miscommunication.

• Problem of Distance: Oral communication may not always be suitable for extremely long distances due to technical glitches in the telephone network or the instrument itself. This, although not a drawback of oral communication by itself, is another factor which makes it unreliable at times.
• Not suitable for lengthy official messages: Imagine a friend recollecting the complete details of a legal contract. One does not have the patience to listen to such long message nor is it feasible. Long messages must always be written down to make it easier to be understood and comprehended at the same time.

• Diversion of subject matter: It is quite easy to get distracted and deviate from the topic being addressed during an oral conversation. Unlike, in written communication, the person can go back and edit the irrelevant matter, here, the damage has already been done and cannot be rectified.

Advantages and disadvantages of written communication.. Coming soon.. Stay tuned..

Methods of Communication - Part II

NON-VERBAL COMMUNICATION

As the name suggests, this type of communication, transfers messages without the use of any word from any language. Messages here, are conveyed through gestures, postures, facial expressions, tone of voice, head movements, eye contact, etc. In general, non-verbal communication can also be referred to as communication through body language. This is because, in all the ways of non-verbal communication, stress is laid on some or the other body movement or position. Let us analyse some of the common types of non-verbal communications.

Gestures: Gestures mean actions. Many a times, in fact on a daily basis, we communicate using, not words, but actions. We wave at our best buddy, we wink when we indulge in some mischief, we give the thumbs up sign to someone we support. All these actions and many more convey the desired intention or meaning without using any particular word or sentence. These actions are so universal that the meaning doesn't change as you move from place to place. The only exception is the thumbs up sign, which in some places is considered a form of insult. However, the same culture attributes universal meaning to the same action.

Posture: Proper posture can convey a lot about the speaker or communicator. This type of non-verbal communication assumes greater importance in situations where impressions matter, for instance, a job interview. In a job interview, the first impression created is usually the last impression and candidates get selected on the basis of many such non-verbal aspects apart from their qualifications and eligibility. For instance, a person with an upright posture has a greater chance of being selected for a position than another person with similar qualifications and experience but carrying himself / herself in a slouched manner or with the shoulders drooping.

Tone of Voice: This is where the subtlety of language comes in. When talking about the tone of voice, we do not mean the words we choose, but the tone we choose to utter them. The same sentence can have different meaning when said in different tones, laying stress at different positions. Sometimes, the tone of voice also is a clue to hidden sarcasm in a sentence.

Head Movements: Head movements often convey straight forward messages across. The nod of one's head during a discussion always means an agreement or positive response from the receiver whereas a shake of the head means a negative response or disagreement. Head movements are also a great way of offering instant and quick feedback to the sender.

Eye contact: Eye contact shows confidence. This is also another requirement during formal situations to create a lasting impression. However, too much of eye contact can be intimidating and hence a judicious use of eye contact is necessary during any situation - formal or informal. In informal situations, eye contact conveys support and expresses love.

The following video explains the aspects of non-verbal communication in greater detail.

Stay tuned for a detailed discussion on the advantages and disadvantages of various channels of communication

Methods of Communication - Part I

There are various ways to convey that thought in your mind. Several people do it in different ways that suit them and the situation. Depending on the task at hand, one may choose one or a combination of several methods to convey the message to the opposite person or group of people. There are primarily two methods of communication, verbal and non-verbal. Verbal communication, as the name suggests uses words to convey the thoughts, idea or feelings. Non-verbal communication, on the other hand, relies primarily on actions and gestures and all other means to convey the information, all except words from any language.

Types of Verbal Communication

Oral Communication: There are two main types of verbal communication - oral and written. Oral communication uses words in the form of spoken language. A classroom lecture, speech by a politician, a battalion of soldiers being briefed before a task are all examples of oral communication. Oral communication can also take place among individuals who are currently not face to face with each other. At such times, one may rely upon technology to overcome the barrier of distance and may use a telephone, a walkie-talkie or a similar device.

Oral Communication is also the primary mode of communication in situations such as group discussions, meetings (formal and informal), conferences, etc. One may note down the important points in a written format at such situations, but the conversation always takes place orally.

Written Communication: Written Communication uses words in the form of text which is usually written down or in some cases typed and published. This type of verbal communication needs more grasp of the language because of the need to strictly adhere to the rules of grammar, in order to make the text an effective piece of communication. This type of communication mainly takes place when the two parties are not face to face with each other. Written communication offers several advantages over oral communication, especially in the case of a corporate environment. We shall discuss the advantages and disadvantages of both in a later post.

Written communication is primarily used in the case of letters, memos, submitting or preserving reports, issuing notices and circulars, etc.

Stay tuned for a detailed analysis on non-verbal communication in the next post.

FUN - SIX pillars of Effective Communication

Here is a short video explaining SIX pillars that can build the foundation for effective communication skills.

Barriers of Communication

How often have you faced the brunt of a miscommunication and wondered where this actually stems from? Have you ever felt that communication was clear from your end but external factors made the message unclear to the recipient? If you have ever cursed yourself saying that had you been aware of the external forces in action, you would have been careful to ensure that the message reaches the recipient in the intended manner, then this is the perfect place where you can learn about all the barriers and prevent a miscommunication in future. Broadly, there are five types of barriers, namely Language barriers, Physical barriers, Psychological barriers, Organisational barriers and Cross-cultural barriers.

Language / Linguistic Barriers: For effective communication to take place, one of the foremost requirements for both the parties involved is to share a common language. It is very easy to mis-communicate or send wrong signals through a communication which relies primarily on actions or gestures, unless, both the parties are adept are understanding and deciphering actions of people from different cultural backgrounds.

Physical Barriers: Physical barriers are also known as environmental barriers. As the name suggests, any physical obstruction in between the sender and the receiver of message can cause a barrier in their communication. Barrier of space or time may also be included under the broad category of physical barriers. Barrier of space refers to a huge distance between the two parties involved and barrier of time refers to time limitations on the part of the sender or receiver or both.

Psychological Barriers: This barrier refers to the various mental barriers that prevent a communication from being wholesome and effective. Superiority or inferiority complex, hot-headedness, snap reaction, bias or prejudice are all examples of various psychological barriers. These barriers prevent a person from giving all to the communication process and thereby causes gaps or ambiguity in the message which further leads to barriers.

Organisational Barriers: This refers to a specific kind of barrier arising in a business environment where certain rules and regulations or complexity in the organisational structure or individual differences of opinions cause a barrier in communication. An employee with a ground-breaking idea on boosting the company sales failing to deliver his strategy to the top level management due to a complex hierarchical structure and thus never being recognized for his efforts is an example of an organisational barrier in communication.

Cross-cultural Barrier: This refers to a certain barrier in communication which arises due to a limited knowledge of different cultures. Two people with two widely different cultures will often find it difficult to understand each others' actions or phrases. This is an example of cross-cultural barrier.

The following is a beautiful video on how to overcome barriers in communication very briefly

Stay tuned for a detailed discussion on different modes and methods of communication.

Channels of Communication

Before introducing the concept of 'channels of communication', it is imperative to know what the term 'hierarchy' means. Hierarchy is nothing but the 'line of authority'. The formal setup of an organisation which enables it to function smoothly is an example of hierarchy. The powers to take policy related decisions lie with the top level management which consists of the President, Chairman, Board of Directors, etc. The execution of policies may be entrusted to Managing Directors or Divisional Managers who supervise the Departmental Heads in their work. It is the duty of the Departmental Heads to take care of the daily work and needs of each departmental supervisors and officers who handle the greatest work force comprising of Clerks, Operators and Workers. The following diagram clarifies the hierarchical setup of an average organisation.

In a formal setup, there are two primary channels of communication - Formal and Informal. Formal communication is official communication where written messages, having legal validity, are exchanged. An informal communication has no written proof and therefore lacks legal validity. A boss explaining the policy decision to his subordinates and directing them to their work or a subordinate submitting the daily / weekly / monthly / annual report to the superior is an example of formal communication. Whereas, employees exchanging greetings in the canteen or engaging in friendly banter among themselves (both superiors and subordinates inclusive) is an example of informal communication.

 


Formal Communication has three main types - (1) Vertical (2) Horizontal and (3) Diagonal

• Vertical Communication - This type of formal communication takes place among employees at different hierarchical levels. A Chairman communicating to the Board of Directors or the Departmental Heads expressing their approval to the Managing Director are examples of such communication. This type of formal communication has two main types - Upward and Downward.
• Upward Communication - Upward Communication involves formal exchange of information from subordinates to the superiors. The information moves upward in the hierarchical setup and hence the name.
• Downward Communication - It is exactly the opposite of Upward Communication. Here the information flows downward in the hierarchical setup. For instance, Departmental Heads briefing the supervisors on the nature of the task at hand.
• Horizontal Communication - This type of formal communication takes place among employees belonging to the same level in the hierarchy. For instance, different Departmental Heads discussing policy implementation or a group of workers, from all departments, deliberating on their issues with the management.
• Diagonal Communication - This type of communication in an organisation takes place, as the name suggests - diagonally. The Production Head of an organisation issuing a notice to a worker from the marketing department or the clerk from the sales department communicating with the head of supply department are examples of diagonal communication.

The following diagram explains the formal and informal channels of communication in an organisation.

Formal Communication in an organisation is supplemented by a secondary network of communication known as Informal or Grapevine Communication.

Informal Communication - The reason why this network of communication is also called grapevine communication is because there is no particular direction of movement. Messages go upward, downward or even diagonally - all at the same time. There is no guarantee as to the number of people receiving the message at one go. Just like a grapevine has one branch, from which many other branches stem, an informal communication too has innumerable branches. The best example of such communication is a rumor, which spreads like wild fire.

Informal communication does not follow any particular direction as there lacks a line of command. The source is almost always unknown and various versions of the message is known or heard of by almost all workers in the said organisation.

Come back, for a detailed discussion on different barriers of communication.

Objectives of Communication

Like every action, communication too has its own set of objectives. We do not just communicate without expecting to accomplish anything by it. Even mindless chatter is expected to make us feel light, provide an outlet to our emotions, create a bonding with another person and what not! So, here is a compilation of all objectives of communication. Why do we communicate? What are the reasons why we pick up the pen? Why do we feel the urge to say something all the time? The answers to all these questions can be found in the compilation below:

• Social Life: Man is a social animal and cannot help but live in a society. To maintain this relation because of its inherent nature, sometimes, human beings are compelled to communicate. A nod when you see an acquaintance on the road, a smile when someone greets you on the sidewalk, a casual conversation with a fellow traveler or shopper are all instances of communication as a social necessity.
  
• Motivation: Sometimes, when life gives you lemons, it is necessary to find some motivation. And at that time, we refer to stories of those who faced similar adversities as us and try to keep ourselves going. We do so by reading up on them or by listening to someone speak. Reading and writing are both examples of communications which can motivate us. Similarly, we can ourselves motivate someone by writing to them or speaking directly to them. Motivation thus becomes an objective of communication.

       

• Advice: The concept is very close to the aforementioned concept of motivation with only a slight difference. Imagine a situation where you have to advice somebody on any topic without communicating at all. Not even using actions or signs or symbols. Difficult? Impossible? Yes, it is downright impossible. If advice is what you need, communication is what you will get. Therefore, advice is another objective of communication.

• Sharing information: Sharing a thought, feeling, idea or information becomes the core objective of communication. One cannot do so without using words, signs, symbols or actions. Depending on the situation, one may choose verbal or non verbal means of communication. But just like in the case of advice, it is impossible to share information of any kind without resorting to communication. The same goes for warning, order and instructions, persuasion, boosting morale, etc.

• Entertainment: This objective is so important that it deserves to be ranked first among all objectives of communication. There is an entire entertainment industry based on it, worth millions or trillions, or maybe quadrillions! A simple example of a movie is sufficient to explain concepts of all types of communication - formal, informal, verbal, non verbal, written, oral, etc.

The following short video of a classroom presentation describes in detail the objectives of communication in the corporate world:

Stay tuned for a detailed discussion on the various channels of communication.

FUN - Animal Communication

Communication is not just limited to humans. Animals communicate too. Although for entirely different reasons. Their world of communication is way different than ours. Here is a short video that explains how animals communicate with each other. A brief knowledge of their communication paves the way for a better understanding of our own communication. After all, humans are social animals too!

The Elements of Communication

Now, that's a pretty straightforward concept which does not need much explanation or elaboration. Many of the points covered under this topic broadly corresponds to the previous post on Process of Communication. Elements of communication simply refers to all the components of the communication process. Here is a comprehensive list of all the elements of communication.

• Source: The source refers to the sender who wants to transmit his / her thoughts, feelings, ideas or emotions. If there is no source, there will be no sound, action or word, which will then result in no communication.

• Message: Can you think of a communication which does not have any message? Certainly not. A communication can simply not exist without a message. Just like the purpose of a journey is to reach a destination, the purpose of communication is to deliver a message. There may be several objectives of delivering the said message. We shall deal with objectives in a later section.
• Encoding: Encoding, as described in the previous post is nothing but transferring the thoughts and ideas into words and sentences. It is necessary, so as to be able to make the message understandable to the receiver. Although science has proven the existence of telepathy (mind to mind communication) as a means of communication, we cannot rely on it because we shall never know for sure if the message was actually conveyed or just thought in our own mind.

• Channel: This refers to the pathway we use to send our message. We could speak about it, write it down for someone to read, use signs and symbols or even use actions or gestures to send the message. Modern channels of communication include telephone (both fixed lines and cellular), e-mail, text messages, blogs, etc.
• Decoding: As explained in the Process of Communication, decoding refers to transferring the words and sentences back into thoughts and ideas. It is necessary for the sender and the receiver to have similar ideas about the words used, so as to be able to decode properly.
• Receiver: This element of Communication refers to the person who receives the message, hence the term - receiver. One can receive message through any one or a combination of the channels mentioned above. One can also receive messages from one or more channels simultaneously.
• Feedback: Feedback refers to the response given by the receiver, based on the message sent across by the sender. The feedback may be positive or negative, may use words or actions, may simply be the nod or shake of the head. What matters is some response from the receiver. As mentioned in the previous post, this completes the process of communication.

• Context: This is similar to the first step in the process of communication. It basically refers to the origin of thought in the mind of the sender, without which there can not be a communication. Context provides the seed for communication through which grows the various branches and fruits, like the various objectives of communication and feedback.

Coming soon... Objectives of communication... Stay tuned!

The Process of Communication

So, how does communication actually take place? Communication is a simple process with many complexities involved. Babies communicate from the day they are born. Animals communicate with each other constantly. Some pet animals also communicate to their masters. In spite of all the complexities involved, communication is fairly easy. A working knowledge of the steps is essential for one to be able to communicate effectively. Effective communication follows the following steps:

• Origin of thought: The sender of the message needs to first have a thought originating in their mind. Without a well defined thought, the sender can in no way convey the same to the receiver(s). A person can make an attempt to communicate despite having no clear idea about the same. That gives rise to a certain ‘barrier’ in communication. We shall deal with barrier at a later stage. So, the first step at effective communication is having a clear notion of the thought or idea to be conveyed.
  

• Encoding: Encoding basically means transferring the thoughts and ideas into words or language. Linguistically speaking, a language is referred to as a code. So, just like one would embed secret messages in a code, normal communication also encodes the thoughts and ideas into a language. The only difference being that this type of code is not secret and a vast majority of people have access to the ‘key’ that can decode the message. Encoding involves using signs and symbols that will have the same meaning in the mind of the receiver as was prevalent in the mind of the sender.

• Channel: The channel basically means the route. There are a variety of options that one can use to send a message across. One can write it down for someone to read, one can say it out aloud, one can use certain non verbal means of communication (actions, gestures, etc.), one can also use visual or electronic medium to send the message. All this depends on certain factors like the nature of the message, the urgency or the importance, the expense of sending the message, the number of receivers and so on.

•  Decoding: This is exactly the opposite of encoding. In decoding, the receiver transfers the words and sentences into thoughts and ideas. Depending on the care taken by the sender, one can find whether the receiver has received the same thought that the sender wanted to send across.

• Feedback: The last step in the process of communication is feedback. In fact, feedback completes the process of communication. No message can be ever complete without it eliciting a response from the receiver. The feedback maybe verbal or nonverbal, immediate or delayed. It varies across different situations and from person to person. However, communication is considered effective only when feedback is received by the original sender of the message. Hence, feedback is a very essential component in the process of communication. 
  The following video makes the process of communication very clear 

         Keep visiting for the next post dealing with the ‘elements of communication’