The process of communication involves the exchange of thoughts, facts, information, and impacts between two or more individuals through signals, signs, expressions, and behavior. Communication is what organizes, selects, and transmits signals to make the message meaningful for the recipient. The word ‘communication’ is a synonym in Hindi for English communication. Its origin traces back to the Latin word ‘communis,’ which means common or general.
In simple terms, communication is the mutual exchange of information and ideas using common understanding. Communication should be structured so that the receiver comprehends its meanings and emotions.
Types of Communication: Communication primarily divides into two parts:
- Verbal Communication Verbal communication occurs solely through words. It can be oral or written.
a) Oral Verbal Communication: This happens face-to-face, via phone calls, video conferences, broadcasting devices, conferences, or discussions.
b) Written Verbal Communication: Messages in this form are conveyed through written words.
Non-verbal Communication: This type of communication conveys messages without using words. It includes gestures, facial expressions, touch, body language, and eye contact, aiming for easy understanding.
a) Oral Non-verbal Communication: This includes using vocal expressions like ‘yes,’ ‘um-hum,’ screaming, laughing, etc., without using words.
b) Visual Cues and Facial Expressions: It communicates through eye movements or smiling expressions.
c) Touch: A pat on the back or a hand on the shoulder can convey warmth or appreciation.
Communication’s Constraints: Communication faces various constraints that render it ineffective, including:
- Excessive Verbalization: Overloading the recipient with more content than necessary hinders their comprehension.
- Inappropriate Language: Incorrect language usage can distort the message’s intended meaning.
- Physical Discomfort: When any party experiences physical discomfort, communication falters as it hampers full receptivity.
- Lack of Suitable Environment: Inadequate meeting setups, improper use of communication tools, or lack of engagement affect effective communication.
- Repetition beyond Necessity: Repeating the message excessively hampers effective communication.
- Ignoring Attention: Not gaining the recipient’s attention leads to incomplete comprehension.
- Lack of Message Adequacy: Incomplete information or partially conveyed messages hinder full comprehension.
- Lack of Simplicity: If communication isn’t presented in an understandable manner, it impedes actionability.
Features of Communication: Communication encompasses several key features:
- It establishes connections between individuals.
- It involves two primary sides: the sender and the receiver.
- Active participation from both sides is crucial for effective communication.
- Communication is a dynamic process.
- It requires politeness and humility.
- The language and content of the message need to be impactful.
- It involves mutual exchange of thoughts, emotions, and facts.
- Communication contributes to maintaining a humane and social environment.
- Interaction and feedback are vital in the communication process.
Benefits of Effective Communication: Efficient communication results in time and resource savings. It aids in quick understanding of processes. Written communication doesn’t necessarily require direct interaction. It prevents misconceptions even when parties are physically distant. Written communication serves as evidence for future reference. Speedy decision-making and execution are aided by effective communication. Lastly, proficient communication fosters manager-employee trust, enhancing enthusiasm for work and contributing to overall progress.
Communication Coordination among Different Departments: Through communication, departments understand what’s happening, what tasks remain, and which employees contribute to progress.
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