Basics of Communication Chapter 1 Language as a

Basics of Communication Chapter 1

Language as a Tool of Communication � Language employs a combination of words to communicate ideas in a meaningful way. � By changing the word order Change the meaning of the sentence Or make it meaningless

Some questions? ? � How � Can did words acquire their meaning? language exist in isolation? � Is language universal or individualistic? � Is language still evolving?

Characteristics of Language 1. 2. 3. 4. 5. 6. 7. Artificial Restricted Abstract Arbitrary Creative Redundant Recursive

Language is Artificial � Is created by people � Every symbol is attached to a particular thought or thing called “Referent” � There is no connection between the symbol and the thing � Example: � Evolution Table of the word Nice

Language is Restricted � Language has got limitations � Sometimes we cannot find words to express our feelings. � Example: � To “My school” avoid restriction we should use describing words

Language is Abstract � It represents generalized ideas of things and thoughts � Example: - Dress � It’s abstract nature helps us to generalize things like pins, books , tables etc. .

Language is Arbitrary � There is no direct relationship between a word and the idea or object it represents. � Example: - Chair � Language keeps evolving to include new concepts and words

Language is Creative � It creates new words every day. � Example : - Netettiquette � Edutainment � Twenty 20 � Either words can be borrowed from other languages or new words can be created by combining two existing words

Language is Repetitive � Every language has a capacity of repetition or redundancy � Example: - Many students are writing in their notebooks.

Language is Recursive � Can generate any number of sentences using the same basic grammatical templates. � There is no limit to the potential length of a sentence. � Example –

Levels of Communication � Human levels ◦ ◦ ◦ communication takes place at various Extra personal Intrapersonal Interpersonal Organizational Mass

Extra personal Communication • Communication between human being and non-human entities. • This form of communication requires a good understanding, perfect co-ordination between sender and receiver. • It can also involve some sign languagem

Intrapersonal Communication � Takes place within the individual. � Self-motivation, self-determination happens at this level. � Example – Feeling hot ->message from and to brain and organ.

Interpersonal Communication � Sharing � Can of information among people be Formal and Informal.

Organizational Communication � Takes place at different hierarchical levels. ◦ Internal-operational ◦ External-operational ◦ Personal

Mass Communication �A mediator transmits information to a large audience ◦ Has large reach ◦ Impersonal ◦ Presence of a gatekeeper ◦ Examples: - �Books, television, large gatherings addressed by a leader, newspaper

Flow of Communication � Flow of communication in an organization can be formal or informal. � Formal Communication ◦ Refers to communication that flows through formal channels ◦ Follows official hierarchy ◦ Is required to do one’s job ◦ Internal-operation and external-operational communication are both types of formal communication

Various directions of Formal Communication � Downward � Upward � Horizontal/Lateral � Diagonal

Downward Communication � Flows from manager , down the chain of command � Can be routine information, instruction, advise, request, new policies, to ask clarification etc from sub-ordinates � Can also be feedback from superiors � Forms – Can be in the form of memos, notices, face-to-face, telephonic conversations etc

Upward Communication � Flow from subordinates to their superiors � Subordinates send reports, present their findings recommendations, suggestions, grievances etc to their managers � In an open culture , a lot of upward communication will take place. � In a authoritative culture, downward communication will dominate.

Lateral or Horizontal Communication � Horizontal communication takes place among peer groups or hierarchically equivalent employees. � This kind of communication helps in coordination, saves time an bridges communication gap between teams. ◦ Eg: - development team and testing team

Lateral/ Horizontal Communication � Advantages ◦ 1. Enables sharing of information between various departments ◦ 2. Is very vital for growth of organization ◦ 3. Fills in any communication gaps that might occur � Disadvantages ◦ 1. Can create conflicts when vertical channels are bypassed by employees ◦ 2. Sometimes superiors find that they have not been consulted for decision making

Diagonal or Crosswise communication � Flows in all directions and cuts across functions and levels in an organization � Eg: - Sales manager communicating with VP of Software Development division � Is very quick and efficient � Is quite prevalent nowadays due to lot of communication happening by email.

Communication Networks � Communication networks are patterns that emerge when communication combines through horizontal and vertical channels. � Two types of Communication Networks � 1. Formal Network Models � 2. Informal Network Models

Formal Network Models � Five 1. 2. 3. 4. 5. Communication networks Chain network Y-network Wheel network Circle network All-channel network

Formal Network Models � Chain network ◦ Represents vertical hierarchy in which communication can flow downward or upward. � Y-network ◦ Represents multi-level hierarchy and a combination of horizontal and vertical communications � Wheel network �represents several subordinates reporting to a superior. �Can be a combination of horizontal and diagonal flow of communication

Formal Network Models � Circle Network ◦ Allows members to interact with adjacent members but no further � All-channel Network ◦ Which is least structured, enables all employees to interact freely ◦ Everybody’s views are equally and openly shared.

Points to note � No single network is suitable for all occasions � If speed is a priority – Wheel and All channel are preferred � If accuracy is crucial – Chain, Y and Wheel networks are preferred

Informal Networks � Informal Network is also called grapevine � Very active in all organizations � Types are ◦ ◦ Single strand Gossip Probability Cluster

The Importance of Technical Communication � Plays a pivotal role in success of any organization � Success of any organization can be recognized by the quality and quantity of information flowing through it’s personnel. � Communication becomes more and more important when you go higher in the organizational hierarchy. � You have to develop your communication skills to be successful in your career.

Types of Technical Communication Oral Face-to-face conversations Telephonic Meetings Seminars Conferences etc Written Memos Letters E-mails Faxes Notices Circulars etc

In the end. . � Communication is like a vehicle through which all organization personnel perform their functions � It is impossible for an organization to survive without this vehicle. � It is of utmost importance and can never be ignored.
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