Communication Flashcards
Communication Defination
process of exchanging
b/w two and more person
two way process
circular process
start with sender and end with sender
Steps of communication
The basic steps of the communication process are:
- Idea Formation.
- Encoding.
- Message Transmission.
- Decoding
- Feedback
- Noise (interference)
Channels of communication
- Verbal communication:
- Written communication:
- Nonverbal communication:
- Visual communication:
- Digital communication:
- Mass Communication:
Communication Channels in Organization
- Formal Channels: (professional Setting)
a. Meetings:
b. Emails
c. Memorandums (Memos)
d. Reports
e. Formal Presentations - Informal Channels:
(less structured and more conversational)
a. Face-to-face Conversations:
b. Telephone Calls
c. Instant Messaging (IM)
d. Social Media
Formal Communication Networks
Formal communication networks refer to the official channels of communication
Chain of Command: from the top of the organization (e.g., CEO) to the bottom (e.g., employees) along a clear hierarchy.
Wheel: includes a central figure who communicates with various departments or individuals simultaneously.
Circle: similar to the wheel, but the central figure is replaced by a group or committee.
Grid: decentralized structure, where multiple individuals or groups are responsible for communicating with one another.
All-Channel: open structure, where all members of the organization can communicate with one another freely, regardless of their position in the hierarchy.
Multi-directional: different directions.
Verbal communication and its types
Verbal communication refers to the use of words
- Oral communication:
- Written communication
difference between oral and written communication
Oral communication and written communication are both forms of communication, but they have some key differences.
Medium of transmission: Oral communication is transmitted through speaking, while written communication is transmitted through writing.
Permanence: Oral communication is generally not recorded, so it is not permanent. Written communication, on the other hand, can be recorded and saved, making it more permanent.
Tone and style: Oral communication is usually more conversational and spontaneous, while written communication is typically more formal and structured.
Feedback: Oral communication allows for immediate feedback, as the sender can get a response from the receiver right away. Written communication, on the other hand, may take longer to receive a response.
Audience: Oral communication is typically used for small groups or one-on-one interactions, while written communication can be used to reach a larger audience.
Editing: Oral communication is often difficult to edit or change once it has been spoken, while written communication can be edited and revised multiple times before it is sent.
Suitability: Oral communication is more suitable for situations that require immediate response, such as in a crisis, while written communication is more suitable for situations that require a permanent record, such as in legal or official documents.
Both oral and written communication have their own advantages and disadvantages, and the choice of which to use depends on the situation, audience, and purpose of the message.
Difference between formal and informal communication
Formal communication and informal communication are both ways to convey a message, but they have some key differences.
Purpose: Formal communication is used for official or business purposes, while informal communication is used for personal or casual purposes.
Structure: Formal communication is typically more structured and follows a specific format, while informal communication is typically less structured and follows a more conversational tone.
Audience: Formal communication is typically directed at a specific audience, such as an organization or a group of people, while informal communication is directed at a more general audience, such as friends or family.
Language: Formal communication uses a more formal and professional language, while informal communication uses a more casual and relaxed language.
Channels: Formal communication often uses written channels such as emails, reports and memos, while informal communication often uses verbal channels such as phone calls, face-to-face conversation and social media.
Feedback: Formal communication often follows a chain of command and is more controlled, while informal communication is more flexible and open to feedback.
Rules: Formal communication often follows a set of rules and protocols, while informal communication is more relaxed and less constrained by rules.
Both formal and informal communication have their own advantages and disadvantages, and the choice of which to use depends on the situation, audience, and purpose of the message. Formal communication is often used in business or official settings, while informal communication is used in personal or casual settings.
Non Verbal communication and its types
Nonverbal communication refers to the use of nonverbal cues, such as body language, facial expressions, tone of voice, and gestures, to convey a message. It is an important form of communication, as it often provides cues that supplement or contradict verbal communication.
There are several types of nonverbal communication, including:
Kinesics: This type of nonverbal communication involves the use of body language, such as facial expressions, gestures, and posture, to convey a message.
Proxemics: This type of nonverbal communication involves the use of space, such as distance and proximity, to convey a message.
Haptics: This type of nonverbal communication involves the use of touch, such as a handshake or a pat on the back, to convey a message.
Chronemics: This type of nonverbal communication involves the use of time, such as punctuality or the pace of speech, to convey a message.
Vocalics: This type of nonverbal communication involves the use of vocal cues, such as tone of voice and pitch, to convey a message.
Artifacts: This type of nonverbal communication involves the use of objects, such as clothing or jewelry, to convey a message.
Facial expressions: This type of nonverbal communication is one of the most powerful and expressive ways to convey emotions and intentions, it can be used to show happiness, sadness, anger, surprise and more.
Nonverbal communication can be more powerful than verbal communication, as it can reveal feelings, attitudes, or intentions that may not be expressed verbally. It’s important to be aware of the nonverbal cues that you are sending and receiving in order to communicate more effectively.
Barriers of communication
Barriers of communication refer to anything that interferes with the effective exchange of information between a sender and a receiver. These barriers can occur at any point in the communication process and can prevent the message from being accurately conveyed or understood. Some common barriers of communication include:
Physical barriers: These barriers include anything that physically blocks the transmission of a message, such as distance, poor lighting, or loud noise.
Psychological barriers: These barriers include anything that affects a person’s ability to communicate, such as fear, anxiety, or bias.
Semantic barriers: These barriers include anything that affects the meaning of a message, such as the use of jargon, technical terms, or cultural differences.
Organizational barriers: These barriers include anything that affects the flow of communication within an organization, such as lack of communication channels, poor leadership, or conflicting goals.
Personal barriers: These barriers include anything that affects an individual’s ability to communicate, such as lack of confidence, poor listening skills, or lack of education.
Interpersonal barriers: These barriers include anything that affects the communication between individuals, such as lack of trust, emotional barriers, or power imbalances.
Cultural barriers: These barriers include anything that affects the communication due to cultural differences, such as language, customs, and beliefs.
Dogmatism: Dogmatism refers to an attitude or belief that certain ideas or concepts are absolute and should not be questioned or challenged. People who are dogmatic tend to be rigid in their thinking and unwilling to consider alternative perspectives or ideas.
Halo effect: The Halo effect is a cognitive bias in which a person’s overall impression of an individual or group influences their perception of that individual or group’s specific traits or characteristics. This means that if someone has a positive impression of an individual, they tend to attribute positive characteristics to that person, regardless of whether or not those characteristics are actually present.
Overcoming these barriers requires understanding the barriers, being aware of them, and taking steps to address them, such as providing training, using plain language, providing feedback, developing trust and respect between the parties.
Seven elements of effective communication
Effective communication is the process of transmitting information and ideas clearly and effectively. The seven elements of effective communication are:
Clarity: The message should be clear and easily understood by the intended audience.
Conciseness: The message should be brief and to the point, without unnecessary details or information.
Completeness: The message should include all relevant information needed for the audience to understand and respond to it.
Correctness: The message should be accurate and free of errors or misinformation.
Consideration: The message should be tailored to the audience’s needs, interests, and level of understanding.
Concreteness: The message should be specific and use concrete examples, facts, and figures to support the main point.
Credibility: The message should come from a credible and trustworthy source, and be supported by evidence.
By considering these elements, you can ensure that your communication is effective, clear and understandable, and more likely to achieve your goals. Effective communication is a two-way process and requires active listening, understanding and feedback.
Role of IT in communication, its advantages and disadvantages
Information Technology (IT) plays a critical role in modern communication. It has revolutionized the way we interact and share information with one another. Some of the advantages of IT in communication include:
Speed: IT has made communication faster than ever before. With the use of email, instant messaging, and video conferencing, messages can be sent and received in real-time, enabling faster decision making and increased productivity.
Convenience: IT has made communication more convenient. With the use of smartphones and other mobile devices, people can communicate from anywhere at any time. This has made it easier for people to stay in touch with friends and family, as well as for businesses to communicate with customers and clients.
Global reach: IT has made it possible for people to communicate with others from around the world. This has led to the development of global networks, which have made it possible for businesses to expand into new markets, and for individuals to connect with people from different cultures.
Cost-effective: IT has made communication more cost-effective. With the use of email, instant messaging, and video conferencing, businesses can save money on travel expenses, and individuals can save money on long-distance phone calls.
Increased collaboration: IT has made it easier for people to collaborate on projects. With the use of shared documents and video conferencing, people can work together on the same project, even if they are located in different parts of the world.
However, IT in communication also has its disadvantages, some of them are:
Cybersecurity risks: The increased use of technology in communication has led to an increase in cybersecurity risks. Hackers can gain access to sensitive information, and viruses can spread through networks, causing damage to systems and data.
Social isolation: The use of technology in communication can lead to social isolation. People may spend more time communicating with others online, and less time interacting with people in person.
Dependence on technology: People have become dependent on technology for communication. If technology fails or is not available, people may have difficulty communicating with others.
Privacy concerns: The use of technology in communication has led to concerns about privacy. People are concerned about the collection, storage, and use of their personal information by companies and governments.
Miscommunication: Communication through technology can lead to miscommunication and misinterpretation. The lack of nonverbal cues, such as facial expressions and tone of voice, can make it difficult to understand the intent behind a message.
In conclusion, IT has greatly improved communication by making it faster, more convenient, and more cost-effective. However, it also has its disadvantages, including cybersecurity risks, social isolation, dependence on technology, privacy concerns and miscommunication. It’s important to be aware of these potential drawbacks and take steps to mitigate them, while still taking advantage of the benefits that technology offers for communication.
