Communication Flashcards
When is communication effective?
When you convey your message to other people clearly and ambiguously and receive information with as little distortion as possible
Where is the word “communication” derived from? What does it stand for?
It is derived from the Latin word “communis” which means common. It stands for the natural activity of all human beings to convey opinions, ideas, informations, feelings and emotions to others through speaking, writing, body language or signs.
George Vardaman’s definition of effective communication
Purposive interchange resulting in a workable understanding and an agreement between the sender and the receiver of the message
Peter Little’s definition of communication
Communication is the process by which information is transmitted between individuals or organizations so that an understanding response results
Allen Louis’ definition of communication
Communication is the sum of all things a person does when he wants to create an understanding in the mind of another; it involves a systematic and continuous process of telling, listening, and understanding.
What is the process of communication?
Communication is a two-way process in which the exchange of ideas links the sender and the receiver in a mutually accepted direction. The transmission of the sender’s ideas to the receiver and the receiver’s feedback or reaction to the sender makes up the communication process.
How many steps are in the process of communication ?
7
Name the 7 steps in the process of communication
Sender Encoding Message Channel Receiver Decoding Feedback
Define sender
The process of communication begins with the sender, the person who has an idea and wants to communicate it to the receiver
Define encoding
The conversion of an idea into a message through verbal or non-verbal methods
Define message
A message is the thought, idea, or emotion that the sender wants to convey. It can be verbal or non-verbal.
Define channel
The medium through which a message is sent is called a channel
Define Receiver
The receiver is the other party who receives the message from the sender
Define decoding
Decoding is the process which converts the message into understanding. There are chances of misinterpretations
Define feedback
Feedback is the reaction or response from the receiver after receiving the message from the sender. This is the last part of the communication process and is based on the understanding of the message.
What are the types / channels / dimensions of communication?
Downward Communication
Upward communication
Diagonal/Horizontal communication
Grapevine communication
What is downward communication?
Downward communication is the act of relaying important information in a company or organization from higher levels to lower levels
Objectives of downward communication
- To give specified directions about a job being entrusted to a subordinate
- To explain policies and organizational procedures
- To appraise the subordinates for their performance
- To give information to the subordinates regarding the rationale of their job so that they understand the significance of their job in relation to the organizational goals
Limitations of downward communication
- May cause under-communication or over-communication (????)
- time-consuming process which may cause some loss of information
- It is an authoritarian process where the subordinates can rarely take part in the decision-making process
What is upward communication?
Upward communication is the process of information flowing from the lower levels of a hierarchy to the upper levels
Advantages of upper communication
- Provides the management with necessary feedback
- Provides valuable feedback on what the employees think about the organization and its policies
- Gives an opportunity to workers to voice their problems and complaints
- Provides a chance for workers to take part in the decision-making process
Limitations of upward communication
- Workers hesitate to initiate upward communication
- Same as above 4 more times in different ways
- Workers at the lower levels are not efficient communicators, so their communication may not be accurate or welcomed by the superiors (ignorant)
What is diagonal/horizontal communication?
Communication between departments or employees in an an organization without any hierarchy is called diagonal communication. It is the most used channel of communication.
Why is diagonal communication important?
Diagonal communication is extremely important for promoting understanding and co-ordination among various departments. It is most effective through oral communication. Example - group discussions, face-to-face conversations.
What is grapevine communication?
An informal channel of communication in an organization is called grapevine communication. It follows no set lines or definite rules and spreads very fast in any direction
Important features of grapevine communication
- Provides much need release to emotions
- Information spreads very fast
- Information that can’t be transmitted to employees through official channels can be conveyed via grapevine communication
- It provides feedback to management
Limitations of grapevine communication
- It may spread baseless information that may harm the people involved
- Misunderstandings can take place
- It can cause serious damage before management becomes aware of it
Name all the levels of communication
- Intrapersonal
- Interpersonal
- Extrapersonal
- Organizational
- Mass Communication
What is intrapersonal communication?
To communicate with oneself is known as intrapersonal communication. When we communicate with others, intrapersonal communication continues - verifying the truth, using logical reasoning, etc.
What is interpersonal communication?
Interpersonal communication is the process of exchange of information, ideas, and feelings between two or more people by verbal on non-verbal methods. This communication can be formal or informal
What is extrapersonal communication?
Communication which occurs between human beings and non-human entities are known as extrapersonal communication. Example, a dog barking to their owner when they see a stranger
What is organizational communication?
Communication between members of an organization is called organizational communication. This can be upward, downward, diagonal, or grapevine.
What is mass communication?
In this level of communication, information is transmitted to the public at large through media such as television, radio, internet, books, journals and newspapers.
What is technical communication?
Technical communication is an exchange of technical ideas, information, knowledge, and experience. It includes simple definition of tools and machines, and interpretations of principles which they follow scientifically.
What makes technical communication different from general communication? / What are the characteristic features of technical communication?
- Conveys a particular message to a particular audience
- Contains professional information related to tools and machines
- Requires specialized words and phrases
- Involves understanding and analysis of graphical information
- Adequate knowledge of the subject
- Firsthand knowledge of all the four skills of language - listening, speaking, reading, and writing
- It is always formal in style, structure, and organization
- It requires complex exposition techniques
