Definitions of communication

Communication is the process of exchanging information, usually via common system of symbols.

The term ‘communication' covers just about any interaction with another
person. It includes sharing information, ideas and feelings between
people.

Communication is the process of transferring information from one source to another.

Communication is commonly defined as "the imparting or interchange of thoughts, opinions, or
information by speech, writing, or signs". Communication can be perceived as a two-way
process in which there is an exchange and progression of thoughts, feelings or ideas towards a
mutually accepted goal or direction.
Conveying one ideas, thoughts, feelings, emotions to another person.
It is a process of sharing, by which messages produce response/feedback.
Giving receiving and exchanging informations,idea and opinions by writing speech or by any
other visual means, so that the message communicated is completely understood by the
receipt(s). S. Tylor
Communication is a process that involves a sender who encodes and sends the message, which is then
carried via the communication channel to the receiver where the receiver decodes the message,
processes the information and sends an appropriate reply via the same communication channel.

Origin of the word “communication”

The Latin root word of "communication" is comunicare, which has three possible meanings
1. "to make common", which is probably derived from either 2 or 3
2. cum + munus, i.e. having gifts to share in a mutual donation.
3. cum + munire, i.e. building together a defense, like the walls of a city

History of communication

The history of communication dates back to the earliest signs of life. Communication can range
from very subtle processes of exchange, to full conversations and mass communication. Human
communication was revolutionized with speech about 200,000 years ago. Symbols were
developed about 30,000 years ago, and writing about 7,000.
This history runs from the circuits of exchange to the circulation of goods, people, and messages,
from the construction of railroads to the emergence of long-distance communication.
Why we communicate

No one can live in the world alone. Human fulfills his needs from others humans, environment,
and other creatures. No human can live isolated. So for making his existence possible he needs to
communicate with the above mentioned things. Communication is not only done for the survival
purposes but also to make life more comfortable and easy.
Types of communication based on communication channels

Based on the channels used for communicating, the process of communication can be broadly classified
as verbal communication and non-verbal communication. Verbal communication includes written and oral
communication whereas the non-verbal communication includes body language, facial expressions and
visuals diagrams or pictures used for communication.

1- Verbal
2- Non verbal

Verbal:
In verbal communication words are involved. Verbal communication is further
divided into written and oral communication. The oral communication refers to the spoken
words in the communication process. Oral communication can either be face-to-face
communication or a conversation over the phone or on the voice chat over the Internet.
Spoken conversations or dialogs are influenced by voice modulation, pitch, volume and
even the speed and clarity of speaking. The other type of verbal communication is written
communication. Written communication can be either via snail mail, or email. The
effectiveness of written communication depends on the style of writing, vocabulary used,
grammar, clarity and precision of language.

Nonverbal

• Non-verbal communication includes the overall body language

of the person who is speaking, which will include the body
posture, the hand gestures, and overall body movements. The
facial expressions also play a major role while communication
since the expressions on a person’s face say a lot about his/her
mood. On the other hand gestures like a handshake, a smile or
a hug can independently convey emotions. Non verbal
communication can also be in the form of pictorial
representations, signboards, or even photographs, sketches
and paintings.

Types of communication based on organization level

On organization level there also two types of communication.

1- internal communication
2- external communication
Internal communication

When communication is in the circle of an organization and don’t cross the premises
then this type of communication is called internal communication.

There are four types of internal communication.

1- Downward communication
2- Upward communication
3- Horizontal communication
4- Diagonal communication

Downward communication
Flow of documentation in downward direction from sender to receiver within the
organization is called downward communication.

Example

Management communication with their employees

Upward communication
Flow of documentation in upward direction from sender to receiver within the organization is
called upward communication.

Example

Staff communicates with his management

Horizontal communication
The communication between two same level persons is called horizontal communication.

Example

Communication between students

Diagonal communication
The communication between two different personalities of the different departments and
different levels but within same organization is called diagonal communication.

Example

Electrical department chairman communicates with civil department coordinator.

External communication
When an organization communicates outside the premises of the organization than this type of
communication is called external communication
Example

The communication between the vice chancellors of two different organizations.

Types of communication based on purpose

Based on the style of communication, there can be two broad categories of communication,
which are formal and informal communication that have their own set of characteristic features.
• Formal Communication

Formal communication includes all the instances where

communication has to occur in a set formal format. Typically
this can include all sorts of business communication or
corporate communication. The style of communication in this
form is very formal and official. Official conferences, meetings
and written memos and corporate letters are used for
communication. Formal communication can also occur
between two strangers when they meet for the first time.
Hence formal communication is straightforward, official and
always precise and has a stringent and rigid tone to it.

Informal Communication

Informal communication includes instances of free unrestrained communication between

people who share a casual rapport with each other. Informal communication requires two
people to have a similar wavelength and hence occurs between friends and family. Informal
communication does not have any rigid rules and guidelines. Informal conversations need not
necessarily have boundaries of time, place or even subjects for that matter since we all know
that friendly chats with our loved ones can simply go on and on.

Types of Communication based on styles

The Basics
Every time we speak, we choose and use one of four basic communication styles: assertive,
aggressive, passive and passive-aggressive.

Assertive Communication
The most effective and healthiest form of communication is the assertive style. It’s how we
naturally express ourselves when our self-esteem is intact, giving us the confidence to
communicate without games and manipulation.

When we are being assertive, we work hard to create mutually satisfying solutions. We
communicate our needs clearly and forthrightly. We care about the relationship and strive for a
win/win situation. We know our limits and refuse to be pushed beyond them just because
someone else wants or needs something from us. Surprisingly, assertive is the style most people
use least.
Aggressive Communication
Aggressive communication always involves manipulation. We may attempt to make people do
what we want by inducing guilt (hurt) or by using intimidation and control tactics (anger).
Covert or overt, we simply want our needs met - and right now! Although there are a few
arenas where aggressive behavior is called for (i.e., sports or war), it will never work in a
relationship. Ironically, the more aggressive sports rely heavily on team members and rational
coaching strategies.

Passive Communication
Passive communication is based on compliance and hopes to avoid confrontation at all costs. In
this mode we don’t talk much, question even less, and actually do very little. We just don’t want
to rock the boat. Passives have learned that it is safer not to react and better to disappear than to
stand up and be noticed.

Passive-Aggressive Communication
A combination of styles, passive-aggressive avoids direct confrontation (passive), but attempts
to get even through manipulation (aggressive). If you’ve ever thought about making that certain
someone who needs to be “taught a thing or two” suffer (even just a teeny bit), you’ve stepped
pretty close to (if not on into) the devious and sneaky world of the passive-

Types of communication on the basis of feed back

When two applications are trying to exchange information with each other, this is a form of communication. When
two components of an application are working together, calling methods and passing data between them, this is
another form of communication. There are basically two methods of communication. These methods are defined by
what the initiator of the conversation does once it stops sending. These two methods are synchronous and
asynchronous communication.

Synchronous
In a synchronous communication, when the initiator of the conversation stops sending their information to the
receiver, it goes into a waiting mode. It will remain in that waiting mode until it receives a response back from the
receiver with the information that the receiver is sending. Only once it receives this information will the initiator
continue on with its processing.
Synchronous communication is like making a function call. When you make a function call in an application, you
package up the information that you are sending to the receiver and call the function. Then you wait. Your program
will not continue to execute until the function returns the results of the function call to you.

Asynchronous
In an asynchronous communication, the sender in the conversation will send its information and then go on its
merry way. It will not wait for any response from the receiver in the conversation. In many cases, there is no
response that is ever sent back to the sender. If there is a response that is sent back, then the original sender can
decide for itself when and even if to process the response.
Asynchronous communication is similar to event handling in Visual Basic. In Visual Basic, you can cause something
to happen that will fire an event. But while you are waiting for that event to fire, you are free to go off and do
whatever other processing that you want to do. When that event is fired, you can choose to handle the event using
an event handling routine, or just ignore the event and continue processing.
Components of communication

1. CONTEXT
2. SENDER-ENCODER
3. MESSAGE
4. MEDIUM
5. RECEIVER-DECODER.
6. FEEDBACK.

1. CONTEXT.

Every message, whether oral or written, begins with context. Context is a

broad field that includes country, culture, organization and external and internal
stimuli. Every country, every culture and every company or organization has its own
conventions for processing and communicating information.

2. SENDER-ENCODER.

Sender is the person who communicates the idea, information, material,

etc. He acts in the capacity of speaker, writer, or encoder.

1. The message he intends to send

2. The message he actually sends

3. The message the other person receives or understands.

4. The other person interpretation of the message

5. The other person response.

3. MESSAGE.
The message may be in the form of order, opinion, advice, suggestion,
instruction, question answer or material. It is necessary and important that idea or

message received be identical to the idea or message sent. It

is possible only when both communicators sender and receiver are skillful in

communication and its language.

4. MEDIUM

Medium of communication includes letters report telegrams fax

mailgrams cables telefax postals telephones charts pictures or any other mechanical
device. Medium may be a person as a postman. It may be a device as a telephone. It
may also be an organization as a post office or news agency.

5. RECEIVER-DECODER.

The receiver is the decoder. He when receives decodes or interprets the

message. Since perfect communication is not possible, there is deviation

between the idea sent and the idea received or interpreted. If

the receiver is skillful in communication then the deviation will be small.

6. FEEDBACK.

Feedback can be an oral or a written message, an action or simply silence.

Theories of communication

Electronic theory

This theory states that for communication four things are required, sender,
message, channel, receiver.
To make our communication effective this theory stress upon the channel through
which we are going to send the message. If our channel is correct than we can have
effective communication.

Socio environmental theory

This theory further updates the previous theory of communication and states that
although the above four things are important of communication as well as effective
one but there are also two things more which needs attention.

1- Social status of receiver

2- Suitable environment
By social status we mean that the person to whom we are sending the
message is mentally fit and is able to understand our message.
If we write a letter in English than we should keep in mind that is the receiver
able to understand English.
By environment we means a suitable place, time and suitable conditions. Like
we cannot expect an effective communication if we call somebody at 2:00
am.

Rhetorical theory

This theory further updates both of the previous theories. It states that
communication is not linear process but it is circular process. For effective
communication all the above things are important but the most important for
effective communication is feedback. If there is no feedback than we cannot
say it communication, more specifically effective communication.

Benefits of communication

Here are a list of communication benefits and what, why, and how this amazing skill will
definitely change your life:
Gives you happiness - You’ve probably heard money can’t buy happiness. This is true. You
become happy by taking the right actions. Think about it. Happiness is at the core of the actions
you take. The actions you make are not happiness itself but create and surround happiness. By
taking action on developing yourself you become happier. Effective communication skills make
you happier by having joyous relationships, reduces anger of both parties talking, correctly
expresses yourself, and other reasons.
Makes you attractive - The law of attraction states that you are a living magnet. You attract the
people and resources in your life based on your internal self. Get excited because you do have
invisible forces that draw and repel people. This isn’t mystical mumbo jumbo. There are many
earthling factors such as communication and self development that you can control to attract
people in your life. Communication goes way beyond verbal and non-verbal language. It is also
the self development aspects such as confidence that create effective communication.
It is also important to know that you can turn people on like a flick of a light switch with
communication. Communicating attraction gets both males and females magnetized to you.
Interesting benefit, hey? Communication is what makes you interesting, it lets you connect with
people, build friendships, and get partners. Pick-up artists use communication in building
attraction to literally get someone they want within hours and sometimes minutes.
You become intimate - How do people become open in a relationship? Good communication of
course because it is the only “bridge” between a relationship. Intimacy is about both people
being open in a relationship. It is only through intimacy that a couple is able to know each other
thoroughly.
More loving - This benefit of communication ties in with intimacy. You can be more loving
towards your family by not only correctly communicating to them, but also through receiving
their communication by using active listening skills. Showing interest in someone’s live will
reciprocate their interest and love to you.
“Words are, of course, the most powerful drug used by mankind.” - Rudyard Kipling

Increased popularity - While a primary goal of mine in teaching others communication isn’t to
make them the best known and most liked person in their school/town/club, it is rather increasing
your popularity or likeability of the people you know now. However, effective communication
can definitely make you popular amongst others because your conversational skills and
friendliness will sky rocket.
Successful career - John Johanson and Carrie Fried in the 2002 Teaching of Psychology Journal,
asked graduates what their most useful skill was. The number one answer was interpersonal
skills. Drew Appleby in a well known psychology magazine “Eye on Psi Chi” asked what job
skills 39 employers desire in hiring people. Interpersonal skills were number one again. In fact,
Brian Tracy (world renowned personal business consultant) in “Change Your Thinking, Change
Your Life” says the highest paid form of intelligence in the United States is interpersonal
intelligence. A person with such intelligence understands other’s feelings and desires, and
employers are willing to pay for someone with these skills.
Relaxed - Stress is related to how we manage ourselves with the outside world. You can become
more relaxed by assertively telling someone “no” if they ask you to do something you do not
want to do. Also, by developing your communication and self using the techniques I teach in my
newsletter, you learn to manage your emotions and thoughts to control stressful experiences.
Satisfied - You receive satisfaction when you get what you want. To get what you want, either
someone gives it to you, or you get it for yourself. You cannot control what someone gives you
(although you can influence), which means to become satisfied you must do it yourself or learn
to relate to others. By developing your communication and self, you grow as a person enhancing
your skills and creating satisfaction.
Self control - We interact with people every day and often do things we later wish we hadn’t
done. By developing self understanding (very important part in communication) you develop self
control. Controlling yourself isn’t limited to stopping yourself from doing actions, but it also
‘controls’ you to do the right things.
Understand others - As you know, how we feel towards someone is all about our emotions.
What often happens is you do not understand the person and their current emotions so you
misunderstand them, respond inappropriately, or don’t know how they feel. By using effective
communication you learn to read another person’s emotions, understand another person’s
emotions, and communicate about another person’s emotions.
Understand yourself - I’m going to say this straight. If you are like most people, you do not
understand yourself to your potential and it unknowingly to you hurts your life. Do you know
why you behave the way you do? Do you always know what feelings you have? Why do you
experience anger towards someone you love? This is why self understanding is so important in
communication.
There are an abundance of further benefits to effective communication such as anger
management, increased likelihood of receiving a job promotion, more persuasion, better
leadership skills, and the list goes on. Hopefully now you can see the true power of
communication. Let effective communication change your life today.