by BEGAE- 182 BLOCK 01 UNIT 01 THE PROCESS OF COMMUNICATION.
BLOCK 01 UNDERSTANDING COMMUNICATION.
UNIT 01 THE PROCESS OF COMMUNICATION.
Introduction: What is Communication?
Communication is the process of exchanging ideas, information, and emotions from one person to another or from one place to another place. Communication can be oral and written form. Facial expressions, body language, tone, signs, symbols, etc also included in the communication.
THE PROCESS OF COMMUNICAION.
Communication is a continuous process that consists of primarily three elements such as sender, message, and receiver. In other words, it is a step-by-step action that takes place between sender and receiver or speaker and listener.
The Process of Communication consists of the following elements.
Sender: The sender is the one who generates and conveys the message. He is the one who converts messages into code. He is known in different names such as encoder, writer, and speaker.
Message: Message can be ideas, information, emotions, etc. It is generated or produced by the speaker.
Receiver: The receiver is the one who decodes and receives the message and gives feedback for the message. The receiver also has different names such as decoder and listener.
Encoding: Encoding is the process of converting ideas and information into different forms like words, pictures, signs, and symbols. The sender is the one who encodes the message.
Decoding: Decoding is the process of converting, words, pictures, or symbols into the form of information, ideas, and emotions. The receiver is the one who decodes words, pictures, and symbols.
The Channel: The channel is the media through which the message passes. That can be a letter, telephone, Email, etc.
The Setting: The physical and social context or situation is called the setting.
BARRIERS OF COMMUNICATION.
There are several obstacles to effective communication.
Code: Code means language. Language can be a barrier between the addresser and the addressee. Addressee may not know the language of the addresser. In such a situation, communication would not be successful.
The Language Differences: Language variation also can be a barrier to communication. Variations in pronunciation, intonation, accent, etc also lead to confusion between sender and receiver.
Cultural Difference: The meaning of words, signs, and symbols varies based on cultural differences. As a result, communication may not be successful when two people from different cultural backgrounds talk to each other.
Unfamiliar Concepts: The unfamiliar concept also can be a barrier to effective communication. Technical terms and jargon words from the particular field may not understand all people.
Lack of Background Information: If we have sufficient background knowledge on any topic that helps us to understand very easily. At the same time, if we don’t have background knowledge, the topic may make any sense.
Affective factors: Affective factors are also known as personal factors. Anxiety, fear, attitude, lack of interest, and lack of motivation also can be communication barriers.
Physical environment: Noise and other environmental disturbances and physical distance between addresser and addressee lead to poor communication.
TYPES OF COMMUNICATION.
Communication can be categorized into different groups.
I. Communication based on the expression: Written, spoken, and gestural communication.
II. Communication based on the flow of information: Internal and external communication.
III. Communication based on relationship: Formal and informal communication.
I. Communication based on expression:
A. Written, oral and gestural communication.
The communication by various media such as writing, speech, gestures, and action come under 1st category
Examples for written forms: Letters, circulars, reports, house journals, and magazines are examples for the form of communication.
Examples for oral form: Telephone conversations, lectures, meetings, etc. Gestural communication means communication by body language.
Examples for gestural communication: direct eye contact, head nodding, facial expression, etc.
II. Communication, based on the flow of information: Internal and external communication
The flow of information can be within the organization and outside the organization/company/institution. In the case of any company or institution, different people or different sections have to interact with each other. Sometimes people have to interact or pass information from inferior to superior and superior to inferior and people between the same rank. Based on the passing of information, communication can be divided into three types such as downward, upward and horizontal communication.
Internal Communication.
A. Downward communication.
In downward communication superior officer communicates with the inferior. There is a flow of information from superior to inferior. Such a flow of information is called downward communication.
B. Upward communication.
It is quite opposite of downward communication. Subordinate passes information to a superior or higher authority. Such a flow of information from the interior to a higher authority is called upward communication.
C. Horizontal communication.
Communication or interaction between people who belong to the same rank is known as horizontal communication.
Example:- communication between production manager and marketing manager.
III. Communication, based on relationships.
Based on the relations, communication can be divided into two types formal and informal communication.
Formal communication is communication through the official channel and passes official information. There are rigid rules and regulations that govern formal communication.
External Communication.
Communication with outside the institution/company is known as external communication. Companies have to communicate with outside agencies and other companies, government and private bodies newspapers, advertisers, builders, clients, and customers. Such communication is known as external communication.
WRITTEN Vs ORAL COMMUNICTION.
Verbal communication is one category of communication as we learned from the previous part. Verbal communication can be further divided into two oral communication and written communication. Let us have a look at the difference between oral communication and written communication.
| Written Communication. | Oral Communication. |
| Make use of symbols. | Make use of sounds. |
| Slow process. | Speedy process. |
| Legally valid. | Legally not valid |
| Immediate feedback is not possible. | Immediate feedback is possible. |
| No fear of interruption by the audience. | The possibility of interruption by the listener. |
| Well organized. | It is not well organized because it is the spontaneous one. |
| There is no possibility of immediate clearance of doubt and misunderstanding. | Doubts and misunderstandings can be cleared. |
| A permanent record for future reference. | Ephemeral in nature, therefore, cannot be stored for future reference. |
| It is complete, precise, and unambiguous. | It contains incomplete sentences and phrases |
| It is more reliable. | Less reliable. |
| It is expensive and consumes more time. | Less expensive and less time-consuming. |
CONVERSATION
Interactive communication between two or more people is called conversation.
Characteristics and conventions of conversation.
- Be polite and cooperative.
The conversation is the act of exchanging information between two. Therefore it is very important to corporate and respect other speakers for a successful conversation.
2. Adjacency pair.
Adjacency pair is a unit of conversation produced by two speakers. In a conversation, there will be different units like greeting, question-answer, complementing, etc.
3. Closing and openings
Closing and opening are other aspects of the conversation. In the case of non-native speakers, it is very important to give attention to the opening and closing of the conversation. Usually, a conversation is open with a greeting, request, question-answer, statement-response. This is not a good practice to close a conversation abruptly. Instead of an abrupt ending, you have to end the conversation with future plan or by making a positive impact on their exchange.
4. Topic development.
Topic development is another aspect of a conversation. There will be strategies for selecting, introducing, and developing the topic. The meaningful and coherent conversation always follows and respects certain norms and rules.
5. Turn-taking
A conversation is an act involving two or more people. Each participant has to take their opportunity or turn to talk. This is governed by turn-taking norms which would say who talks, when, how long, etc.
6. Repair.
Repair is a process by which the speaker realizes the error and repeats what has been said with some corrections. The repair may be initiated by either speaker or listener. This is one of the important conventions of meaningful communication.
DIFFERENCE BETWEEN CONVERSATION AND OTHER SPEECH EVENTS
| CONVERSATION | OTHER SPEECH EVENTS LIKE LECTURE |
| Reciprocal | Non-reciprocal |
| Adjacency pairs | No adjacency pairs |
| Turn-taking | No turn-taking |
| Immediate verbal feedback | No immediate feedback |
| Interactive. | Can be interactive but controlled by lecture |
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