Unit 4: Introduction to Communication

INTRODUCTION TO COMMUNICATION

Communication is the process of sharing information, ideas, feelings, and messages between two or more people to achieve understanding.

Simple definition: Communication = sending + receiving + understanding the message.

Key elements:

• Sender
• Message
• Channel
• Receiver
• Feedback

Levels of Communication

Communication operates at different levels:

1. Intrapersonal Communication

• Within oneself (self-talk, decision-making, thinking)

2. Interpersonal Communication

• Between two individuals Example: boss–employee, friends

3. Group Communication

• Among people in a small group Example: meetings, discussions

4. Organizational Communication

• Formal communication inside a company
• Policies, memos, instructions

5. Public Communication

• One speaker addressing a large audience Example: seminars, speeches

Barriers to Communication

Barriers are obstacles that disturb understanding.

A. Physical Barriers

• Noise
• Poor lighting
• Distance

B. Semantic Barriers

• Misinterpretation
• Jargon
• Language problems

C. Psychological Barriers

• Stress
• Anger
• Low confidence

D. Cultural Barriers

• Different beliefs or customs

E. Organizational Barriers

• Long communication chain
• Poor management
• Rigid rules

F. Technological Barriers

• Poor internet
• Incorrect tools

Process of Communication

The communication process has seven steps:

1. Sender – originator of message
2. Encoding – converting idea into message
3. Message – information
4. Channel – medium (email, phone, paper)
5. Receiver – target audience
6. Decoding – understanding the message
7. Feedback – response from receiver

Noise may interrupt at any stage.

Non-Verbal Communication

Non-verbal communication means expressing messages without words.

Types:

1. Body language (kinesics) - Posture, gestures, facial expressions
2. Eye contact
3. Proxemics (space)
4. Haptics (touch)
5. Paralanguage - Tone, pitch, speed of voice
6. Appearance and dress
7. Silence
8. Symbols and signs

Importance:

• Supports verbal communication
• Shows emotions better
• Builds trust
• Helps in interviews and presentations

The Flow of Communication

There are three main flows within an organization:

A. Downward Communication

From top level to lower level Example: Instructions, orders, policies, notices.

Benefits:

• Clear direction
• Helps maintain discipline

B. Upward Communication

From lower level to top level Example: Reports, feedback, complaints.

Benefits:

• Helps management understand problems
• Encourages employee participation

C. Lateral / Horizontal Communication

Between employees at the same level Example: Peer group discussions, coordination between departments.

Benefits:

• Improves teamwork
• Reduces confusion

Technology-Enabled Communication

Technology has changed how people communicate.

Examples:

• Email
• WhatsApp
• Video conferencing (Zoom, Teams)
• Social media
• Intranets
• Cloud platforms
• Chatbots
• Collaborative tools (Slack, Trello)

Impact of Technology on Communication

Positive Impacts

1. Fast communication
2. Global connectivity
3. Accuracy and clarity
4. Digital record keeping
5. Efficient teamwork (online collaboration)

Negative Impacts

1. Information overload
2. Misinterpretation in text-based messages
3. Over-dependence on gadgets
4. Cybersecurity issues

Selection of Appropriate Communication Technology

Choose communication technology based on:

1. Nature of message Urgent? — Call, Formal? — Email, Confidential? — Encrypted systems
2. Audience size - Large group → webinar, video meeting
3. Cost - Use cost-effective tools when possible
4. Speed required - Instant → WhatsApp, SMS
5. Record needed or not - Email is best for documentation
6. Complexity of message - Detailed → Reports, PPT

Importance of Technical Communication

Technical communication is communication in the field of engineering, IT, science, and technology.

Importance:

1. Helps convey complex information clearly
2. Essential for project reports & documentation
3. Improves teamwork in technical tasks
4. Supports decision-making
5. Ensures safety and accuracy
6. Needed for user manuals, software documentation
7. Improves professional reputation

Quick Revision for Exams

• Communication = sharing information for understanding
• Levels = intra, inter, group, organizational, public
• Barriers = physical, semantic, psychological, cultural
• Process = sender → encoding → message → channel → receiver → decoding → feedback
• Non-verbal = body language, eyes, tone, posture
• Flow = downward, upward, horizontal
• Tech-enabled = email, video calls, social media
• Technical Communication = essential for clarity in technical fields