SEMESTER I

SUBJECT ENGLISH
FACULTY MRS. SUMITA DEY

TOPIC COMMUNICATION

TIME TO COMPLETE 10HRS

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Communiation

Flow chart of the process of communication

INTRODUCTION

" Communication is the transfer of information and understanding from

one person to another person. It is a way of reaching others with facts,
ideas, thoughts and values."

When we look around we find that people are involved in several activities like
informal conversations, discussions, meetings, presentations, phone calls,
teleconferencing, video conferencing, gossiping, net surfing, chatting and so on.

In short we need to communicate in order to interact. Communication is one of the

essential conditions of social interaction. Without communication social interaction
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may not be possible because human interaction is essentially communicative

interaction.
The term communication comes from the Latin word communicare meaning to
share, to impart or to commune. Its literal meaning is giving or sharing information.
It is this sharing of information that makes the process of communication so
important to us.

Learning objectives:

A. Understanding the concept of Communication:

1) Concept,

2) Process,

3) Forms,

4) Style,

5) Importance of effective communication on-board ship

B. Difference between General and Technical Communication

C. Barriers to communication and ways to overcome the barriers

D. Means/Modes of communication on board ship.

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A. Understanding the concept & process of communication

Key elements of communication

Ideation: Sender has Idea
Encoding: Sender converts the idea into words or gestures
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Transmission: Message travels over channel

Decoding: Receiver decodes message
Feedback: Receiver responds
Ideation:
The process of communication begins with ideation which refers to the formation of
the idea or selection of a message to be communicated. The scope of ideation is
generally determined by the sender’s knowledge, experiences, and abilities, as well
as the purpose of communication and the context of the communicative situation.
Messages generally have two kinds of content, logical and emotional.
i. Logical messages consist of factual information
ii. Emotional messages consist of feelings and emotions

Encoding
Encoding is the next step in communication. It is the process of changing the
information into some form of logical code in message. The encoding process is
based on the purpose of communication and the relation between the sender and
the receiver. In a formal situation an encoding involves:
● Selecting a language
● Selecting a medium of communication
● Selecting an appropriate communication form
Selecting the right language is essential for effective encoding. Verbal messages
need a common language code which can be easily decoded by the receiver. If the
receiver is not able to decode or understand the message communication will fail.
For example, a person who does not understand German cannot decode a message
encoded in German. We generally use our first language (L 1) in informal situations
while we prefer official language in formal business academic or professional
situations.
As selecting the right medium of communication involves making the right choice
out of many available options, this determines the effectiveness of encoding.
Making the right choice is the beginning of effective communication. There are
three basic options for sending interpersonal messages
1. Speaking
2. Writing
3. Non-verbal signs and symbols
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The spoken word involves vocalisation while nonverbal messages cues are generally
visual auditory and tactile. Nonverbal cues play a significant role in oral
communication. These cues include body movements, facial expressions, touching
patterns, speech mannerisms.
The selection of the appropriate form largely depends on the sender-receiver
relationship and the overall goal of the communicative situation. oral
communication maybe face-to-face interpersonal communication, group
communication, speaker-audience communication, or telephonic communication.
Writing involves the selection of the correct written form like letter, memo, notice,
report, proposal, email etc.

Communication forms

Forms Examples

Interpersonal face to face casual conversations, formal

communication interactions, student-student
negotiations, job interviews

Group communication meetings, conferences, group

discussions, panel discussions

Speaker audience communication speeches, debates, seminars,

workshops, oral presentations

Telephonic communication personal interactions business deal

telephone interviews

Written communication reports, proposals, memos, letters,

emails etc

Transmission
Transmission refers to the flow of message over the chosen channel. Transmission
confirms the medium selected during the process of encoding and keeps the
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communication channel free from interference on noise so that the message

reaches the receiver without any disturbance. It is one of the most basic aspects of
communication because it also involves choosing

proper time (when to communicate),

proper place (where to communicate),
proper way (how to communicate)
For example when you want to tell your teacher that you will not be able to attend
his or her next class, you decide whether you should tell him/her before the class or
after the class, in the classroom itself or in his/her chamber. For communication to
be effective it is essential that the right time, right place and the right method is
chosen.
Decoding
Decoding is the process of converting a message into thoughts by translating the
received stimuli into an interpreted meaning in order to understand the message
communicated. It is important to note that it is the message that is transferred as
meaning cannot be transferred from one person to another. The receiver has to
assign meaning to a message in order to understand it.
decoding in written communication refers to reading and understanding a written
[Link] the other hand in oral communication decoding includes listening and
understanding. Effective recording is very important for successful communication
as any misinterpretation of a message leads to communication breakdown and
creates confusion and misunderstanding.
Feedback/Response
Feedback is the last stage in the communication process. It is the action or reaction
of the receiver to the message. It helps the sender know that the message was
received and [Link] feedback that goes to the centre makes it clear
whether the receiver has accepted the information and filled it in his or her memory
or reject it. he or she may ask for more information or [Link] or
response is therefore the key to communication as the effectiveness of
communication depends on how congruent receivers responses with the meaning
intended by the sender.
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Understanding the process of communication

Process # 1. Sender:

Communication starts with the sender, who is the initiator of the message. After
generating an idea, the sender encodes it in a way that can be comprehended by
the receiver. Encoding refers to the process by which the sender translates his
thoughts into a series of verbal and non-verbal actions that he feels will
communicate the message to the intended receiver. For example, translating the
thought into any language.

Process # 2. Transmission:

The information that the sender wants to communicate is transmitted over a

channel through which the message travels to the receiver. A channel connects the
sender to the receiver. Channels for communication may include a memorandum, a
computer, a telephone, a telegram, or a television.
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The choice of a channel depends on the communication situation. For instance,

when dealing with confidential information, direct face-to-face interaction or a
sealed letter are more effective channels than a telephone conversation.

Process # 3. Noise:

Noise is anything that has a disturbing influence on the message. Since noise
hinders communication, the sender should choose a channel that is free from noise.
Noise may occur at the sender’s end, during transmission, or at the receiver’s end.
i. Ambiguous symbols that lead to faulty encoding

ii. A poor telephone connection

iii. An inattentive receiver

iv. Faulty decoding (attaching the wrong meaning to the message)

v. Prejudices obstructing the poor understanding of a message

vi. Gestures and postures that may distort the message

Process # 5. Receiver:

The receiver is the person to whom the message is transmitted. In order to decode
the message, the receiver has to be ready to receive the message. That is. the
receiver should not be preoccupied with other thoughts that might cause him to pay
insufficient attention to the message. Decoding refers to the process of translation
of symbols encoded by the sender into ideas that can be understood.

Communication can be considered effective only when both the sender and the
receiver attach similar meanings to the symbols that compose the message. For
example, a message in technical jargon requires a recipient who understands such
terms. Communication is not complete unless it is understood by both the sender
and the receiver.
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Process # 6. Feedback:

A message generated by the receiver in response to the sender’s original message

is known as feedback. Feedback is necessary to ensure that the message has been
effectively encoded, transmitted, decoded and understood.

It helps a sender evaluate the effectiveness of his message, so that he can modify
his subsequent messages. Feedback also confirms whether there has been any
change in the behavior of the individual or in the organization as a result of
communication.

The communication model discussed above provides the basic framework of the
communication process, identifies the key elements (sender, transmission, receiver,
noise and feedback), and shows their relationships. This framework helps managers
pinpoint communication.

TYPES OF COMMUNICATION :-

> EXTRAPERSONAL COMMUNICATION

> INTRAPERSONAL COMMUNICATION
> INTERPERSONAL COMMUNICATION
> ORGANIZATIONAL COMMUNICATION
> MASS COMMUNICATION

a) EXTRAPERSONAL COMMUNICATION-
- Communication between human beings and non human entities is called as extra
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personal communication.

- For e.g. when I am talking with my cat or dog it is extra personal communication.
Because I am human being and dog or cat is animal. According to definition I am
sharing my impressions from my environment with other life form.
For example: the barking of a dog on seeing a stranger informs its master of some
stranger‘s arrival. More than any other form, Extrapersonal communication requires
perfect understanding between sender and receiver in which one of them transmits
information or responds in sign language only.
- In this type of communication understanding is required between sender and
receiver.
"Receiver responds in sign language "

b) INTRAPERSONAL COMMUNICATION-
-This takes place within the individual. Intrapersonal communication takes place
within the individual. We know that there is a constant exchange of information
between our organs of body and brain. This communication is very essential to
locate the eminent danger to human body. One more type of communication we
experience within us is soliloquy where the person talks to himself.
-Sender = Our relevant organ.
-Receiver = Our brain.
-Feedback by brain.

c) INTERPERSONAL COMMUNICATION-

Interpersonal communication means the sharing of information among people. In

this type of communication, the role of the sender and the receiver keeps altering.
This form of communication is advantageous because direct and immediate
feedback is possible. If doubts occur, it can be instantly clarified. Interpersonal
communication can be formal or informal. For example; Interaction between two
friends is different from the interaction between the members in business meeting.
- Communication at this level refers to the sharing of information
among people
- Interpersonal communication can be formal or informal.
- For eg. The interaction with family members , friends and different kind of people.
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d)ORGANIZATIONAL COMMUNICATION-
-Communication in an organization takes place at different hierarchical levels.
Communication takes place among the various parts of the organization is called
organizational communication. To run the organization, communication among
various parts is very essential. The need of communication is greater in
organization because a large number of employees are involved in various
activities. For example; the college organization includes principal, lecturers, non-
teaching staff, students etc. we usually find that there is a constant communication
among them to run the college. This kind of communication can be further divided
into:

√ Internal-operational
√ external operational
√ personal

e) MASS COMMUNICATION-

This kind of communication calls for a mediator to transmit information. Mass

communication requires strong mediator such as journals, books, T.V., newspapers,
news channels, etc. These mediators transmit information for the countless
receivers (audience, reader, etc.). This type of communication requires utmost care
on the part of the sender in encoding the message. Since the information is to reach
thousands of people, it should be flawless and true. Oral communication through
mass media requires some equipment such as microphones, amplifiers,
transmitters, etc. and written form needs print or visual media. Mass
communication is very effective because it spreads information at a lightening
speed across the world.
-Communication through mass media like books , journals , TV ,
newspapers etc..

-For this kind of communication we require a mediator to transmit

information.
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Comparison Chart

BASIS FOR INTRAPERSONAL INTERPERSONAL

COMPARISON COMMUNICATION COMMUNICATION

Meaning Intrapersonal Communication Interpersonal Communication is

is one, that we have with the communication between
ourselves, i.e. the two or more person, through
communication that occurs in verbal or non-verbal messages.
our mind.

Persons Involved One At least two

Occurrence Continuous due to human Regular, due to social needs.

nature.

Media Only a person's internal senses Supported by a verbal and non-

are involved. verbal media.

Concerned with Thinking and Analysis Exchanging and sharing of ideas

or information

Differences Between Intrapersonal and Interpersonal Communication

The difference between intrapersonal and interpersonal communication, can be

drawn clearly on the following grounds:

1. The communication that we have with ourselves, i.e. the communication that
occurs in our mind, is known as intrapersonal communication. The
communication between two or more person, through verbal or non-verbal
messages, is called interpersonal communication.
2. The intrapersonal communication is the communication with oneself, and so
only one person is involved in it. On the contrary, interpersonal
communication is always between two or more persons.
3. Intrapersonal communication occurs continuously because it is the human
tendency to think, analyse and interpret things. Conversely, Interpersonal
Communication occurs regularly on a personal and professional level.
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4. In intrapersonal communication, only an individual’s internal senses are

involved. As against this, interpersonal communication requires media, i.e. to
pass on the message to the other party.
5. In intrapersonal communication, is based on the thinking and analysis while
interpersonal communication is concerned with the exchange of ideas,
information, opinions, feelings and so on.