Unit 1

Question Bank

1. What are the major barriers to effective communication?

Communication is only complete if the message received by the recipient is interpreted in the same way as was intended by the sender. But due to the presence of a wide number of factors the message may be destroyed. These factors act as barriers to effective communication. It is essential to locate and eradicate these factors in order to allow free flowing communication.

Some of the barriers that block communication are listed below:

1. LinguisticBarriers– The linguistic ability of both the sender and receiver define their ability to effectively communicate. Especially when technical communication is concerned, the free flow of communication requires both parties to be sufficiently acquainted with the information that is being exchanged. For example, if two people from different backgrounds converse with the technical terminology of their own fields they are bound to misunderstand each other.

2.     PsychologicalBarriers- The psychological state of the receiver plays a significant role when processing information. Factors such as personal issues, worries and stress might affect the receiver’s ability to decode information as they might be preoccupied with their own concerns.

Anger on the sender’s end is also an example of a psychological barrier, while angry one tends to convey thoughts one doesn’t mean only to regret later. Shyness, anxiety and depression may also act as barriers.

3.     Interpersonal Barriers- There are six ways in which people can distance themselves from one another:

• Withdrawal - is an absence of interpersonal contact.
• Pastimes - Pastimes fill up time with others in social but superficial activities.

4.     PhysicalBarriers- Physical barriers such as noise, physical distance between the speaker and receiver, conditions of the topography, poor lighting, speech impediment, hearing disability also affect effective communication.

5.     PerceptualBarriers- The difference in how individuals perceive things also play a role in communication. People often find themselves unable to accept messages that go against their upbringing and values. Here even though the communication is effective, the feedback suffers. A similar situation might be perceived differently by different individuals and therefore might create disagreement.

6.     CulturalBarriers- Different cultures possess different norms of social interactions and communication. Something deemed appropriate in one culture might not be the same in another. Body language and gestures play a vital role in non-verbal communication which might suffer due to cultural differences.

7.     Inattention- One of the most common barriers towards effective communication is inattention, the receiver might simply be uninterested or might be daydreaming while the message is being conveyed to him.

8.     Organizational Barriers- Organisational policies should be clear to avoid misinterpretations. Expressly stated policies are better understood than implicit policies. As implicit policies are subject to interpretation of behaviour of top managers, people may be subjective in interpretation. Different people can draw different meaning of behavioural gestures which obstructs the effective flow of communication. Strict rules and regulations make observance to these rules also rigid. People lose creativity in transmitting messages. Choice of channels, medium and dimension of communication can be against the willingness of people and, thus, stand in the way of effective communication. Too many levels in the organisational hierarchy can delay processing of information. Information can be filtered, particularly in case of upward communication as negative information is generally not transmitted.

2.     What are some methods for overcoming communication barriers?

These barriers can be easily avoided with a little effort and dedication. Below are some methods useful for avoiding these communication barriers:

1. Clarity of words and purpose - Clarity is one of the most essential requirements of communication. While writing, it is necessary to write in good handwriting with proper grammar and sentence formation. While speaking one should use proper vocabulary and speak each word clearly and carefully along with proper inflections.

2.     Active Listening- One should listen carefully what the speaker is saying in order to understand properly and provide feedback. One should be attentive while listening, ask open ended questions and should be able to summarize the information provided by the speaker.

3.     Focus should be the other - While conversing one should maintain eye contact with the speaker as this shows the speaker that the message is being received by the listener. While speaking the focus should always be on the receiver.

4.     Non-Verbal Communication- One’s body language often speaks as loud as his words. While communication one should show one’s reactions and interests through their body language.

5.     Avoid Interruptions- It is essential to let the speaker finish talking before conveying one’s own thoughts. Interrupting is not only rude but also can be disadvantageous as one may not totally grasp the meaning of the speaker. If an interruption is absolutely necessary, one must use polite words like “pardon me” or “excuse me” instead of cutting the speaker in the middle of their thought process.

6.     Controlling Emotions and Thinking before Speaking- It is said one must think twice before they speak. One must always consider the opinions and feelings of others before speaking their mind. One must also consider one’s own emotions and not speak out of anger or frustration. The process of communication should be logical rather than emotional.

7.     The Message- The message one wishes to convey must always be clear and concise, there should be no doubts in one’s mind while speaking. The central idea of the message should always be conveyed completely and indubitably.

8.     Eliminating Noise- One must eliminate all the outside forces that might disturb the conversation in order to maintain the flow of the communication process.

9.     Feedback- One must pay attention to what the other person is saying and try to understand it as closely as possible to his intended meaning. This will allow him to provide proper responses.

3.     Describe personal and social communication as different forms of communication?

Personal Communication

Personal communication refers to the exchange of information between two people. It may be formal or informal, social or business. Personal communication is usually carried out when both the sender and receiver of the message know each other personally and share a relationship.

Personal communications comprise of private letters, memos, some electronic forms of communications such as e-mails), personal interviews, and telephonic conversations.

Features of personal communication include:

1. Clarity- Clarity is one of the most essential requirements of communication. While writing, it is necessary to write in good handwriting with proper grammar and sentence formation. While speaking one should use proper vocabulary and speak each word clearly and carefully along with proper inflections.

2.     Active Listening- One should listen carefully what the speaker is saying in order to understand properly and provide feedback. One should be attentive while listening, ask open ended questions and should be able to summarize the information provided by the speaker.

3.     Eye-Contact in Oral Communication- While conversing one should maintain eye contact with the speaker as this shows the speaker that the message is being received by the listener.

4.     Non-Verbal Communication- One’s body language often speaks as loud as his words. While communication one should show one’s reactions and interests through their body language.

5.     Two-Way Conversation- It is essential to let the speaker finish talking before conveying one’s own thoughts. Interrupting is not only rude but also can be disadvantageous as one may not totally grasp the meaning of the speaker. If an interruption is absolutely necessary, one must use polite words like “pardon me” or “excuse me” instead of cutting the speaker in the middle of their thought process.

6.     Thought- It is said one must think twice before they speak. One must always consider the opinions and feelings of others before speaking their mind.

7.     The Message- The message one wishes to convey must always be clear and concise, there should be no doubts in one’s mind while speaking. The central idea of the message should always be conveyed completely and indubitably.

Social Communication

Social communication refers to the emergence of verbal and nonverbal skills, social interaction, and social cognition. It may be verbal or non-verbal.

It is often viewed as a form of communication that is ‘unwritten’ and that people seem to ‘just know.’ Communication in this area includes interaction with peers, family members, friends and colleagues. Social communication behaviours include understanding and using appropriate facial expressions, eye contact, and body language.

Types of social communications include public gatherings, group discussions, conversations between friends and/or colleagues, social and informal meetings, etc.

Social communication has the following characteristics:

(1) Formation through Social Relations:

This communication is born out of social relations who mean that it is beyond the restrictions of the organisation. No superior-subordinate relationship figures therein. A more sociable superior can gather much information through this channel.

(2) Two types of Information:

Through this type of communication, both information about work and personal lives of different individuals can be collected and transferred.

(3) Unstructured:

There is no hierarchical structure for social communication and hence they do not generally follow a pattern of information flow like business communication.

(4) Possibility of Rumour and Distortion:

In social communication, there is always a possibility of distortion of the information being transferred. This is known as the grapevine effect where individuals may add or subtract information irrelevant to what was originally stated. Responsibility for the true or false nature of communication does not lie on any individual and, therefore, not much attention is paid to its meaning while communicating.

(5) Quick Relay:

Social communication is essentially faster than other types of communication as it transfers information in an informal manner. It is especially useful for announcements when a large number of people are to be addressed in a social setting.

4.     What is business communication? Describe its characteristics.

In this age of globalisation every business enterprise, big or small, requires proper communication for its existence. The success of any business concern largely depends upon successful communication.

In this age of speed, complexity and competition, sending of information regarding the product to the ultimate consumer is very important. Unless they know about the product of the business enterprise, it is not possible for them to make contact and buy the product. Communication plays a vital role in this sphere.

Communication made among persons to convey their personal information, message or thought are personal communication; but exchange of information, facts and ideas relating to business may be termed as “Business Communication”. Business Communication refers to the communication relating to business activity which means providing goods and services to the consumers with a view to earning profit.

It is a process through which information, facts, ideas, orders, advices, decisions, etc. are conveyed, sent or exchanged between/among the persons associated with business. Thus, Communication relating to trade, law, Finance, administration, management, etc. of a business enterprise may be termed as ‘Business Communication’.

Characteristics of business communication include:

Below are the six main characteristics of business Communication:

1. Addresses a Particular Demographic

Documents and presentations are always created with the receiver in mind. Business communication is used to provide direct information regarding specific topics with no digressions. It is essential to create an audience profile before initiating conversation. Business conversations are direct and to the point therefore, it has no place for ambiguity or obscurity.

2.     Problem Solving

Business communication is generally carried out in order to resolve an issue or problem. It only deals with information which is relevant to the problem at hand and works towards finding resolution. Analysis and synopsis are two important elements with regards to problem solving.

3.     Reflects on Goals and Culture

Business communication is done with a common goal in mind. It respects the culture of an organisation and works towards the goal with the basic principle of being culturally appropriate. Words and phrases specific to an environment are used during discussions or discourses.

4.     Is a Collaborative Effort

Forms of business communication such as documents, projects or letters are often a result of a team of business communicators. Any informational document requires a number of people working on it. Even when a project is to be finished by a single person, the way they acquire technical information is always dependent on a number of sources.

5.     Use of Designing Features in Written Technical Communication

Documents often use various design features such as colour, typography, spacing and indenting, etc. to make the document look more attractive and professional. Apart from that design features allow the reader to navigate the document with greater efficiency and help them understand the document more easily.

6.     Use of Technology and Terminology

The terminology used during a business conversation is of the specific field it is carried out in. Words and phrases used during business communication process are often only understood by the people who are involved in it. Technological tools such as computers are often involved in business communications. Presentations and graphical representation of various topics are extremely relevant to business communication.

5.     What do you understand by the terms interpersonal and intrapersonal communication?

Interpersonal Communication

Interpersonal communication skills are the skills one uses while communication with individuals or groups in their everyday lives. People with good interpersonal communication skills often tend to be more successful than people who lack them. Interpersonal communication skills are vital in all areas of one’s life. People with good interpersonal communication skills are able to work well with other people and are also good with social interactions.

Though they are more targeted towards communication, interpersonal skills also include understanding body language, active listening, using gestures to express thoughts and feelings, and also dealing with different attitudes. They also include the skills and attributes associated with emotional intelligence, or being able to understand and manage your own as well as others’ emotions.

Interpersonal skills are extensively useful in work environments, they help maintain good social relationships among colleagues and also help mitigate employer-employee affairs.

Some of the most common interpersonal skills are:

1. Active listening

2. Collaboration

3. Problem-solving

4. Conflict resolution

5. Empathy

6. Diplomacy

7. Adaptability

8. Leadership

9. Mediation

10. Patience

Intrapersonal Communication

Intrapersonal communication can be described as a conversation with one’s own self, often for the purpose of clarifying ideas or analysing a situation. Other times, intrapersonal communication is undertaken in order to reflect upon or appreciate something.

Three aspects of intrapersonal communication are self-concept, perception and expectation.

Self-concept:  It determines how a person sees him/herself and is oriented toward others. Self-concept (also called self-awareness) involves three factors: beliefs, values and attitudes.

Beliefs are basic personal orientation toward what is true or false, good or bad; beliefs can be descriptive or prescriptive. Values are deep-seated orientations and ideals, generally based on beliefs, about right and wrong ideas and actions. Attitudes are tendency toward or against a topic and generally are consistent with values. Attitudes often are global, typically emotional.

Beliefs, values and attitudes all influence behaviour, which can be either spoken opinion or physical action. It also includes body image as an aspect of intrapersonal communication. Body image is a way of perceiving ourselves, positively or negatively, according to the social standards of our culture

Perception: Whereas self-concept focuses internally, perception looks outward. Perception of the outside world also is rooted in beliefs, values and attitudes. It is so closely intertwined with self-concept that creating a harmonious understanding of both oneself and one’s world.

Expectations: Expectations are future-oriented messages dealing with long-term roles, sometimes called life scripts. These sometimes are projections of learned relationships within the family or society.

6.     What is organizational communication? State its importance and describe its various channels.

The term “Organizational Communication” may be broadly defined as the use of language to convey thoughts dealing with a specific field or Industry. Organizational communication can be considered to be “transactional” in nature, it carries a specific purpose to be carried out between the sender and receiver, a transaction of information that may be useful for practical purposes. Effective in communication allows one to collect, organize, convey and instruct new thoughts and ideas. Organizational communication is generally tailor made towards the audience or the individual to whom the information is to be conveyed. Communication can either be verbal or non-verbal, oral or written.

Organizational Communication comes in many different forms that include not just oral and written methods but also various types of correspondence based on technology, dependent upon the audience, situation and purpose.

One must be thoroughly familiar with all styles of correspondence in order to facilitate effective communication. The channel of communication intrinsically depends upon the purpose and the central idea of the message to be conveyed. For example, it is feasible to acquire information or provide information using a formal phone call or an email whereas while conveying bad news to a particular individual a face-to-face conversation is considered rather apt.

The following table shows the types of channels one can use for effortless communication:

Apart from oral and written methods, being acquainted with technology is extremely essential when it comes to organizational communication.

Significance of Organisational Communication:

The purpose of Organisational communication is to make information clear and understandable in order to make business more productive and consumer goods more convenient.

Organisational communication helps to advance our economy by ensuring viable research and development, safeguarding design and manufacturing, and protecting consumers through accurate and informative documents. Good Organisational communication will:

• Help employers understand and complete job tasks more successfully.
• Provide backgrounds on which new ideas can be built without repetition.
• Prevent problems with the development and manufacturing of products.
• Inform consumers how to assemble, fix or use a product.
• Provide effective customer service to the consumers.

7.     Why is communication importance? What are its functions in an business organization?

English Communication serves four major important functions within any group or organization. These are:

• Acquiring Jobs
• Control
• Motivation
• Emotional expression
• Information

Acquiring Jobs

Most Organizations today, be it abroad or in India deal with other countries due to globalization. And English being a world language most of the documentation and day to day operations are carried out in English. Therefore, having command over both spoken and written forms of the English language makes one desirable for these jobs. Not only fluent English makes a good impression but also facilitates deeper understanding and better communication between colleagues and external organizations.

Control

Communication in English serves a controlling function in a hierarchical structure. When a teacher has to control her students or a manager has to control his employees and ask them to perform the required tasks, controlling words and tone has to be used. This function is mostly applicable in a formal setting however there may be some exceptions (Parents and children).

Motivation

Proper communicative English can be used to motivate employees to perform well. Motivational communication includes praising people for a well-done job, inspiring them to do even better and pointing out where they are going wrong and helping them rectify their mistakes. Motivational speakers also use communication as a tool to inspire and influence people.

Emotional Expression

Communication is useful tool for showing a whole range of emotions such as frustrations, happiness, anger. Therefore, it provides for the emotional expression of feelings which can be understood and provided with proper feedback.

Information

English communication facilitates decision-making, by passing information from one party to another. News channels, newspapers, current affairs all provide information regarding the daily events taking place in the word, this keeping one well informed.

8.     What is verbal communication? Describe its different types.

Verbal communication is the type of communication that includes the utilization of language and words to pass on the intended message. Verbal Communication implies communication though spoken form only. Be that as it may, with regards to forms of communication, verbal communication can be in the spoken or the written structure. Therefore, the verbal form of communication may contain oral as well as written communication as discussed below:

Written Communication: This sort of correspondence includes any sort of trade of data in the composed structure. For instance, messages, emails, letters, reports, SMS, posts via web-based networking media, records, handbooks, banners, flyers, and so on.

Oral Communication: This type of communication is carried out orally through direct or indirect channels. Sound is the only channel through which oral communication can take place. Face to face conversations, chatrooms, voice podcast, telephone conversations are some examples of oral communication.

Verbal communication can be divided into 3 types:

1. Interpersonal communication: This type of communication takes place between two individuals. It can be face-to-face, telephonic or written. The two individuals here will assume the role of sender and receiver in the communication process.
2. Group communication: Here more than two people exchange information and ideas. Press conferences, social gatherings, board meeting, and group discussions are some examples of group communication.
3. Public communication: In this type of communication, one individual addresses a large group of people. This is usually a one-way conversation except for questionnaires and feedback. Election speeches, presentations, public speeches are some examples of public communication.

9.     What are the various types of conversations in verbal communication?

Conversations are a tool and a vehicle for expressing ideas, feelings and experiences are very important. It's a great sight and a blessing and is one of the most important ways of preserving and expanding knowledge. One can better reveal one's mind, intentions, ideas, purpose and personality through word of mouth or speech. The man is known by his words and expressions. Speech expresses the inner man’s personality, thoughts and feelings.

Conversation is also participation, cooperation and communication. These are the best ways to communicate with a talk and the oldest and richest. Our oldest and most important religious and spiritual activities have been through oral communication, discussions and discussions. The promotion of information is vital to success, social interaction, business, learning and education. In a broad and general sense, the discussion is very comprehensive and includes speech, talk and public discourse. In conversation a talk is put on three-to-three people but in an interview or lecture it reaches a lot of people who make up a large audience.

In addition, talking is more or less an option. While conversation is about intimacy, education, equal participation, warmth, respect, etc. Good and pleasant conversation is an art in which the heart and mind are completely involved. It is respectful, fun, smart, endearing and intimate. Conversational art is crucial to influencing people to make friends, increase following and achieve success. It can be cultivated and developed. It is a great way to be caught by training, practice, patience and persistence.

The Four Types of Conversations: Debate, Dialogue, Discourse, and Diatribe:
 

When you talk to someone, it helps to know what kind of conversation you are having. You can do that depending on the direction of the communication (a one-way street or two) tone / purpose (competition or collaboration).

When you talk to someone, you talk with somebody, rather than to somebody. When in a two-way conversation, participants listen and speak. In a competitive discussion, people are more concerned about their opinion, and in collaborative discussions participants are more inclined to view everyone involved.

Based on understanding and voice, I have organized the discussion into four types: debate, dialogue, speech and diatribe.

• Debate is a competitive, two-way conversation. The goal is to win an argument or to convince someone, such as a participant or a sidekick.
• Dialogue is a collaborative, two-way conversation. The role of the participants is to exchange information and build relationships with others.
• Discourse is a collaborative, harmonious conversation. The purpose is to bring information from the speaker / author to the audience / readers.
• Diatribe is a competitive and one-way conversation. The goal is to express feelings, to attack those who disagree with you, and / or to include those with the same opinion.
   

To highlight the differences between these types of conversations, let's use politics as an example:

10. What are the different kinds of non-verbal communication methods?

Nonverbal communication is the type of communication that is carried out without the use of words. Nonverbal communication is usually utilized as an aid to verbal communication. This type of communication employs gestures, body language, symbols and expressions.

Nonverbal actions office set the tone of the conversation. Nonverbal communication is useful for expressing one’s mood, opinion or reaction. Below are some forms of non-verbal communication:

Physical nonverbal communication: This is the sum of the physically observable. For instance, hand gestures, visual communication, facial expressions, the tone of one’s voice, posture, stance, touch, gaze, and so on. Research shows that nonverbal communication constitutes about 55% of our daily communications

These are subtle signals that are picked up as a part of our biological wiring. for instance, if you rest your head on your palms, it'll mean that you simply are very disappointed or angry. Similarly, other subtle hints will convey your reactions to the person you want to communicate with and vice-versa.

Paralanguage:This type of communication is carried out by the tone of one’s voice. It almost 38% of all the communication that we do every day.

Along with the tone of voice, the style of speaking, voice quality, stress, emotions, or intonation all serve the purpose of expressing intent and reaction. All of these aspects are not verbal.

Visual Communication -

This type of communication is carried out with the help of drawings, illustrations, placards, presentations and symbols.

Aesthetic Communication: An important means of communication, however underrated, is art. Some of the strongest messages and inexpressible feelings and emotions have been conveyed through art throughout history.

Art as an effective form of nonverbal communication, has played an important role in influencing people even before documented history.

Appearance

First impressions formed by apparel, grooming, politeness, the colours one wears, all are essential mediums of communication.

11. What are the various functions or uses of non-verbal communication?

Following are the various appropriate uses of Non-verbal Communication:

1. Replacing speech

Non-verbal communication is an effective way of communicating without speaking in both formal and informal settings. Not only can one express a lot without words through their expressions and gestures but one can also use non-verbal signs to supplement speaking.

Below are some ways by which non-verbal communication can replace or supplement verbal communication:

1. Using hands, legs feet or the whole body to indicate something.
2. Using gestures with fingers, hands and arms to express a point.
3. Tilting of head such as nodding to say yes or no
4. Using expressions to express joy, sadness, approval, disapproval, frustration etc.

2. Controlling conversation

During a conversation, both parties take turns to speak to express their thoughts. Therefore, if a conversation requires one to take control such as in a debate, non-verbal communication can be used to drag the ball into one's court.

Below are some ways by which one can take control of the conversation using non-verbal communication:

1. Cutting into speech to take control.
2. Using voice modulation and tone to retain control.
3. Pausing between sentences to add dramatic effect.
4. Stopping between sentences to allow others to speak.
5. Leaning forward to show interest and request others to speak.
6. Looking away or leaning backwards to show disinterest or unpreparedness to listen.

3. Impression through Appearance

As Non-verbal communication goes beyond bodily actions to anything that sends subtle messages, one's attire and the way they look in general can affect the audience in many ways. Thus, one's appearance can be a useful tool to create an impact on the listener.

Below are some things which can be used to create a lasting impression:

1. Appropriate attire for a formal or informal setting and proper grooming.
2. Personal accessories such as watches, jewelry, etc.
3. Organization of workspace such as the setup of desks, chairs and computers.
4. Status symbols such as cars, houses etc.

4. Expressing emotion

While Verbal communication is useful fro expressing thoughts, Non-verbal communication is useful for expressing emotions and subtle feelings. The tone of one's voice, their expressions and their body language can tell much more about a person than words can. In particular, if one feels that he is unable to express emotions verbally, their words and body language can easily be in contradiction, sending messages that may be interpreted as stress or deceit.

12. Define communication? What is formal and informal communication?

Communication is the process of transferring information by means of speaking, reading, listening and writing. Although the act of communication is heavily dependent on these four skills, it goes beyond these and also incorporate non-verbal elements such as body language, expressions, sign language, electronically transmitted codes (Morse code etc.) etc. It is both an art and a science.

Although every individual communicates simply by being in the world, learning effective communication skills requires hard work and determination. Developing good verbal and body language skills involves learning and consciously using your skills to improve.

One must be thoroughly familiar with all styles of correspondence in order to facilitate effective communication. The form of communication intrinsically depends upon the purpose and the central idea of the message to be conveyed. For example, it is feasible to acquire information or provide information using a formal phone call or an email whereas while conveying bad news to a particular individual a face-to-face conversation is considered rather apt.

Communication can be formal or informal

1. Formal communication: Formal Communication is the exchange of official information that flows along the different levels of the organizational hierarchy and conforms to the prescribed professional rules, policy, standards, processes and regulations of the organization.
2. Informal communication: Informal Communication is the casual and unofficial form of communication wherein the information is exchanged spontaneously between two or more persons without conforming the prescribed official rules, processes, system, formalities and chain of command.

13. State some points that describe the nature of the communication process.

The nature of communication can be understood from the following points:

1. Two-way process:

Communication is essentially a two-way process of understanding between two or more persons – sender and receiver. A person cannot communicate with himself.

2. Continuous process:

Exchange of ideas and opinions between people and groups is a continuous process in formal organisations as well as social groups. Continuous interaction promotes understanding and exchange of data relevant for decision-making.

3. Dynamic process:

Communication between sender and receiver takes different forms and medium depending upon their moods and demeanour. It is, thus, a dynamic process that keeps changing depending upon the situations.

4. Pervasive:

Communication is a pervasive activity. It takes place at all levels (top, middle, low) dealing with all functional areas (production, finance, personnel, sales) of a business.

5. Two people:

A minimum of two persons — sender and receiver — must be involved in order to facilitate communication. It may be between superiors, subordinates and colleagues, intra or inter se.

6. Exchange:

Communication involves exchange of ideas and opinions. People interact and develop understanding for each other.

7. Means of unifying organisational activities:

Communication unifies internal organisational environment with its external counterpart. It also integrates the input of human and physical resources and converts them into organisational output.

8. Verbal and non-verbal:

Though words are active carriers of data, gestures can sometimes be more powerful than words. Facial expressions, sounds, signs and symbols are the non-verbal varieties of communication.

9. Mutual understanding:

Communication is effective when sender and receiver develop interdependent understanding of the topic. Messages conveyed should be understood by the receiver within the desired sense.

10. Goal-oriented:

Communication is goal-oriented. Unless the receiver and sender know the aim they intend to achieve through communication, it has little practical utility.

11. Foundation of management:

Though communication could be a directing function, it's important for other managerial functions also. Designing organisation structures, motivating people to accomplish personal, short term and log term goals and controlling organisational activities; all require communication amongst managers at various levels.

12. A means, not an end:

Communication is not an end. Effective communication may be a means towards achieving the end, that is, goal accomplishment. It smoothens administrative operations by allowing planning, organising, staffing, directing and controlling functions.

13. Human activity:

Since communication makes accomplishment of organisational goals possible, it's essential that individuals understand and like one another. If people don't understand each other’s’ viewpoint, there can't be effective communication.

14. Inter-disciplinary:

Communication is essentially the art of how communicators use knowledge of various fields of study like anthropology, psychology and sociology. It is, thus, an inter-disciplinary area of management.

14. What are the elements involved in the process of communication? Describe the communication cycle in brief.

The process of communication can be easily understood from the following flowchart:

The communication process comprises of the following components:

1. Sender: Sender is the individual who wants to send the message to the receiver. A sender makes effective use of words, symbols, pictures, graphs etc. available to him to construct the message. The views, background, approach, skills, competencies, and knowledge of the sender determine whether the message is approachable or not.

2.     Encoding: Since the subject matter of communication is theoretical and intangible, its further passing requires use of certain symbols such as words, actions or pictures etc. Conversion of subject matter into these symbols is the process of encoding.

3.     Message: The message comprises of the information that is to be exchanged between the sender and the receiver. The central idea of the message must be clear and should be easily understood by the receiver.

4.     Channel: The medium of communication should be chosen with respect to the purpose of the message and the ability of the receiver to comprehend it. Hence, the sender must choose an appropriate medium for transmitting the message. The channel can be oral or written, the use of oral medium is preferred when the message is urgent and requires an immediate response, the written medium is preferred when the message is technical and there is a need for it to be documented.

5.     Decoding: The person who receives the message or symbol from the communicator tries to convert the same in such a way so that he may extract its meaning to his complete understanding.

6.     Receiver: The receiver is the individual to whom the message is addressed. The ability of the receiver to decode the message depends on the knowledge of the receiver, the reliance of the encoder, responsiveness of the receiver to the message.

7.     Feedback: After the receiver receives the message he tries to decode it, understand it and tried to provide a proper feedback to the sender, who then tries to interpret the feedback.

8.     Noise: It is the hindrance in the process of communication. It can take place at any step in the entire process. It reduces the accuracy of communication e.g. 1) Disturbance in the telephone lines, 2) An inattentive receiver 3) Improper Decoding of Message etc.