Written by: Ankit Kumar Shroff,
Assistant Professor, English, Swami Vivekanand Subharti University, Meerut.
------------------------------------------------------------------------------------------------
Communication Skills Notes (For BTech Professional Communication Course)
_________________________________________________________________
Unit 1: Introduction to Communication:
1.1 Definition of Communication:
Communication is the process of transmitting and receiving information, thoughts,
ideas, emotions, or messages between individuals or groups. It is essential for
collaboration, decision-making, and personal or professional relationships.
Key Definitions ( given by Scholars):
According to Claude Shannon & Warren Weaver:
“Communication is the process of sending and receiving messages or transferring
information from one part (sender) to another (receiver).”
According to McFarland:
“Communication is the process of meaningful interaction among human beings.”
According to Peter Little:
“Communication is the process by which information is transmitted between
individuals and/or organizations so that an understanding develops.”
Example: Imagine a teacher explaining a concept to students in a classroom. The
teacher (sender) encodes the message (information) and delivers it verbally. The
students (receivers) decode the message by listening and understanding. Their
responses (feedback) ensure effective communication.
---------------------------------------------------------------------------
1.2 Importance of Communication:
Communication plays a crucial role in various aspects of life:
1. Personal Development:
Effective (Good) Communication Skills:
- Enhances critical thinking and decision-making.
- Builds self-confidence and self-expression.
- Strengthens relationships and social connections.
Example: Practicing public speaking improves confidence in expressing ideas.
2. Professional Growth:
Effective (Good) Communication Skills:
- Improves teamwork, collaboration, and leadership skills.
- Enhances negotiation and conflict-resolution abilities.
- Helps in career advancement and professional networking.
Example: A well-structured resume and interview skills increase job opportunities.
3. Organizational Success:
Effective/ Good Communication Skills:
- Ensures smooth workflow and operational efficiency.
- Encourages employee engagement and motivation.
- Reduces misunderstandings and errors.
Example: A company-wide email clarifying a new policy avoids confusion.
3. Academic Success:
Effective/ Good Communication Skills:
- Helps in effective presentations, research, and writing.
- Enhances comprehension and interpretation of complex subjects.
- Improves academic collaboration and discussions.
Example: A research paper with clear arguments gets better evaluations.
4. Societal Impact:
Effective /Good Communication Skills:
- Strengthens democracy through informed decision-making.
- Promotes awareness about social, political, and economic issues.
- Facilitates cultural exchange and understanding.
Example: Social media campaigns raise awareness about climate change.
----------
1.3 The Process of Communication:
Communication follows a structured process involving multiple elements:
Elements of the Communication Process:
1. Sender (Encoder): The initiator of the message.
2. Message: The idea, information, or thought being conveyed.
3. Encoding: Converting thoughts into a communicable format (e.g., speech,
writing, gestures).
4. Channel (Medium): The means of transmitting the message (e.g., verbal, written,
electronic).
5. Receiver (Decoder): The person or group interpreting the message.
6. Decoding: Understanding and processing the message.
7. Feedback: The receiver’s response ensures clarity and understanding.
8. Noise (Barrier): Any interference distorting the message (e.g., background noise,
misinterpretation).
Communication Flow Chart:
Sender → Encoding → Message → Channel → Decoding → Receiver →
Feedback
Example:
A manager emails a project deadline (message) to employees (receivers). If
employees respond with queries (feedback), it ensures clarity.
------------------------------------------------------------------------------------
1.4 Types of Communication:
Communication can be classified based on different criteria:
A. Based on Mode (Medium Used):
1. Verbal Communication: Spoken or written words.
Examples: Conversations, presentations, reports, emails.
2. Non-verbal Communication: Body language, gestures, facial expressions, tone
of voice.
Examples: Nodding for agreement, crossed arms indicating defensiveness.
3. Visual Communication: Use of images, charts, diagrams, infographics, videos.
Examples: Traffic signs, marketing posters, PowerPoint presentations.
B. Based on Formality:
1. Formal Communication: Structured communication following organizational
rules.
Examples: Business letters, official emails, reports.
2. Informal Communication: Casual interactions without structured rules.
Examples: Office gossip, personal chats, social media messages.
C. Based on Purpose:
1. Interpersonal Communication: One-on-one interaction.
2. Group Communication: Communication within small teams.
3. Public Communication: A speaker addressing a large audience.
4. Organizational Communication: Internal communication within an organization.
5. Mass Communication: Broadcasting information to large audiences through
mass media.
-------------
1.5 Levels of Communication:
1. Intrapersonal Communication: Self-reflection and internal thought processes.
Example: Writing a diary, self-motivation.
2. Interpersonal Communication: One-on-one interaction.
Example: A conversation between friends.
3. Group Communication: Communication within a small group.
Example: A team discussing a project.
A staff meeting in a company.
4. Mass Communication: Dissemination of information to a large audience.
Example: A news broadcast, Newspapers.
-----------------------------------
1.6 Flows of Communication:
1. Downward Communication: From higher to lower levels.
Example: A manager giving instructions to employees.
2. Upward Communication: From lower to higher levels.
Example: Employee feedback to the manager.
3. Horizontal Communication: Among colleagues at the same level.
Example: A discussion between marketing and sales teams.
4. Diagonal Communication: Between different levels across departments.
Example: An employee from HR directly discussing with a project manager.
5. Grapevine Communication:
Grapevine communication is an informal network within an organization that
spreads unofficial or unverified information.
Example: Rumours about a company’s financial crisis spreading among employees
before an official announcement.
--------------------------------------------------------------------------------------
1.8 Barriers to Communication:
1. Physical Barriers: Noise, distance, technological issues.
2. Language Barriers: Different languages, jargon, complex terminology.
3. Psychological Barriers: Stress, emotions, preconceptions.
4. Cultural Barriers: Differences in values, beliefs, traditions.
5. Organizational Barriers: Bureaucratic processes, hierarchical restrictions.
6. Technological Barriers: Poor internet connectivity, outdated communication
tools.
Ways to Overcome Barriers:
- Use clear and simple language.
- Encourage active listening.
- Provide feedback mechanisms.
- Use appropriate communication channels.
----------------------------------------------------
Mass Communication:
2.1 Introduction to Mass Communication:
Mass communication involves disseminating information to a large audience
through various media channels. It plays a significant role in journalism,
advertising, entertainment, and public relations.
2.2 Types of Mass Communication:
A. Print Media:
- Newspapers: Daily or weekly news.
- Magazines: Specific topics like fashion, health, or politics.
- Books: In-depth knowledge sources.
- Pamphlets & Brochures: Awareness campaigns.
B. Electronic Media:
- Television: News, entertainment, education.
- Radio: Audio-only communication.
- Internet & Social Media: Real-time updates, interactivity.
2.3 Role of Mass Communication in Society:
- Information Dissemination: Educates and informs the public.
- Entertainment: Movies, music, TV shows.
- Advertising & Marketing: Promotes products.
- Public Awareness & Social Change: Raises awareness on key issues.
- Political Influence: Shapes public opinion.
__________________________________________________________________
