BY DR.

RAVI BHATT (ENG1004: EFFECTIVE TECHNICAL COMMUNICATION)

• MODULE 3
• Principals of Communication
Introduction to communication: Process and functions; Verbal & Non Verbal Communication,
Barriers to Communication, Urban Behavior.
 BY DR. RAVI BHATT (ENG1004: EFFECTIVE TECHNICAL COMMUNICATION)

COMUNICATION:

Communication is the act of transferring information (which could be factual or emotional in nature)
from one place, person or group to another. Every communication involves (at least) one sender, a
message and a recipient. The transmission of the message from sender to recipient can be affected by
a huge range of things. The Process of communication has ve stages: ideation, encoding,
transmission, decoding, response.

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 BY DR. RAVI BHATT (ENG1004: EFFECTIVE TECHNICAL COMMUNICATION)

DEFINITIONS:
1. “Communication is transfer of information from one person to another, whether or not it elicits con dence. But the
information transferred must be understandable to the receiver” – G.G. Brown.

2. “Communication is the intercourse by words, letters or messages”- Fred G. Meyer.

3.“Communication is a process of passing information and understanding from one person to another.” - Keith Davis.

4.“Communication is essentially the ability of one person to make contact with another and make himself or herself
understood.” - John Adair.

5.“Communication is an exchange of ideas, facts, opinions or emotions of two or more persons.” - William Newman and
Charles Summer.

6.“Communication is a bridge of meaning. It involves a systematic and continuous process of telling, listening and
understanding.” - Louis Allen.

7.“Communication is a process by which information is transmitted between individuals and / or organizations so that an
understanding response results.” - Peter Little.

8.“Communication is a process of transmitting and receiving verbal and non-verbal messages. It is considered e ective when
it achieves the desired response or reaction from the receiver.” -Murphy, Hildebrandt, Thomas.

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 BY DR. RAVI BHATT (ENG1004: EFFECTIVE TECHNICAL COMMUNICATION)

COMUNICATION PROCESSS/CHANNEL:

IDEATION
ENCODING
TRANSMISSION
DECODING
RESPONSE
 BY DR. RAVI BHATT (ENG1004: EFFECTIVE TECHNICAL COMMUNICATION)

Fig. 1.1: Explains the process:

 BY DR. RAVI BHATT (ENG1004: EFFECTIVE TECHNICAL COMMUNICATION)

Ideation:
The process of communication begins with ideation, which refers to the formation of the idea or
selection of a message to be communicated. It consists of the ‘What’ of communication and is
concerned with the content of the speci c message to be presented. 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. However, the form of ideation depends
on several other factors. Messages generally have two kinds of content, logical and emotional. Logical
messages consist of factual information, while emotional messages consist of feelings and emotions. In a
formal communicative situation, ‘ideation’ may consist of nding and selecting a subject or general
topic, looking for ideas and thoughts, and deciding the type, scope, and sources of information.
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 BY DR. RAVI BHATT (ENG1004: EFFECTIVE TECHNICAL COMMUNICATION)

Encoding:
Encoding is the next step in communication. It is the process of changing the information into some form of logical and coded message. The encoding process
is based on the purpose of communication ( and Form of communication as shown in next slide) and the relation between the sender and the receiver. In a
formal situation, encoding involves:
(a) Selecting a language
(b) Selecting a medium of communication
(c) 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 Tamil cannot decode a
message encoded in Tamil. We generally use our rst language (L 1) in informal situations while we prefer of cial language in formal business, academic, or
professional situations.
There are three basic options for sending interpersonal messages, that is: Speaking,
Writing,
Non-verbal signs and symbols.
The spoken word involves vocalisation while non-verbal message cues are generally visual (auditory and tactile). Non-verbal cues play a signi cant role in
oral communication. These cues include body movements, facial expressions, touching patterns, speech mannerisms.
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 BY DR. RAVI BHATT (ENG1004: EFFECTIVE TECHNICAL COMMUNICATION)

COMMUNICATION FORMS:
FORMS EXAMPLES

Interpersonal face-to-face communication

Casual conversations, formal interactions, student- student negotiations, job interviews

Group communication
Meetings, conferences, group discussions, panel discussions

Speaker-audience communication
debates, seminars, workshops, oral presentations

Telephonic communication
Personal interactions, business deals, telephone interviews

Written communication
Reports, proposals, memos, letters, emails
 BY DR. RAVI BHATT (ENG1004: EFFECTIVE TECHNICAL COMMUNICATION)

Transmission:
Transmission refers to the ow of message over the chosen channel. Transmission con rms the medium selected
during the process of encoding and keeps the communication channel free from interference or 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 the proper time (when to communicate), proper place (where to communicate), and a
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
class room itself or in his/her chamber. For communication to be effective, it is essential that the right time, the
right place, and the right method is chosen.

(NOISE: The different types of noise are (but not limited to): physical, semantic, and psychological. Each interferes
with the process of communication in different ways. Physical noise is any sort of outside communication effort by
someone or something, for example a loud noise that interrupts or distracts you. Semantic noise is the interference
during the construction of a message, as when your professor uses unfamiliar words. Psychological noise is the
different biases and predispositions that can unconsciously shape how we interpret messages.)
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 BY DR. RAVI BHATT (ENG1004: EFFECTIVE TECHNICAL COMMUNICATION)

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.
The process of decoding involves interpretation and analysis of a message. Decoding in written
communication refers to reading and understanding a written message. On the other hand, in
oral communication, decoding includes listening and understanding. Effective decoding is very
important for successful communication as any misinterpretation of a message leads to
communication breakdown and creates confusion and misunderstanding.
 BY DR. RAVI BHATT (ENG1004: EFFECTIVE TECHNICAL COMMUNICATION)

Response:

Response 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
understood. The feedback that goes to the sender makes it clear whether the receiver
has accepted the information and led it in his/her memory or rejected it. He or she may
ask for more information or clari cation. Response is, thus, the key to communication
as the effectiveness of communication depends on how congruent a receiver’s response is
with the meaning intended by the sender.
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 BY DR. RAVI BHATT (ENG1004: EFFECTIVE TECHNICAL COMMUNICATION)

7 Cs of communication and their need: (Importance of Communication)

•  Clear

• Concise

• Concrete

• Correct

• Coherent

• Complete

• Courteous












 BY DR. RAVI BHATT (ENG1004: EFFECTIVE TECHNICAL COMMUNICATION)

Need of effective communication for professionals:

• Motivation

• Impress the clients

• Raising morale

• Business proposals

• Facilitate business meetings

• Managerial ef ciency

• Better decision

• Unity

• Avoiding controversies




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 BY DR. RAVI BHATT (ENG1004: EFFECTIVE TECHNICAL COMMUNICATION)

Communication Flows:

• Downward communication

• Upward communication

• Horizontal communication

• Diagonal communication

• External Communication








 BY DR. RAVI BHATT (ENG1004: EFFECTIVE TECHNICAL COMMUNICATION)

Downward Communication Flows

Downward communication is when company leaders and managers share information with lower-level employees. Unless requested as part of the message, the
senders don’t usually expect (or particularly want) to get a response. 

Upward Communication Flows

Information moving from lower-level employees to high-level employees is upward communication (also sometimes called vertical communication). For
example, upward communication occurs when workers report to a supervisor or when team leaders report to a department manager. 

Horizontal Communication Flows

Horizontal communication involves the exchange of information across departments at the same level in an organization (i.e., peer-to-peer communication).
The purpose of most horizontal communication is to request support or coordinate activities. People at the same level in the organization can work together to
work on problems or issues in an informal and as-needed basis. 

Diagonal Communication Flows

Diagonal communication is cross-functional communication between employees at different levels of the organization. For example, if the vice president of
sales sends an e-mail to the vice president of manufacturing asking when a product will be available for shipping, this is an example of horizontal
communication. But if a sales representative e-mails the vice president of marketing, then diagonal communication has occurred. 

External Communication Flows

Communications do not start and stop within the organization. External communication focuses on audiences outside of the organization. Senior management
—with the help of specialized departments such as public relations or legal—almost always controls communications that relate to the public image or may
affect its nancial situation. 
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 BY DR. RAVI BHATT (ENG1004: EFFECTIVE TECHNICAL COMMUNICATION)

• Barriers to Communication:

(Please refer to the handout)

 BY DR. RAVI BHATT (ENG1004: EFFECTIVE TECHNICAL COMMUNICATION)

H.O.T
Question of the day.
Think!

THINK OF A HYPOTHETICAL SITUATION WHERE MORE THAN ONE BARRIER TO COMMUNICATION COULD BE
IMPLEMENTED.

EACH ONE OF YOU MUST THINK AND SHARE WITH THE TEACHER.

 BY DR. RAVI BHATT (ENG1004: EFFECTIVE TECHNICAL COMMUNICATION)

WORD OF THE DAY:

EBULLIENT
(UH.BUH.LEE.UHNT)

 BY DR. RAVI BHATT (ENG1004: EFFECTIVE TECHNICAL COMMUNICATION)

EBULLIENT

VERY ENERGETIC, POSITIVE, AND HAPPY

1.He seems to be in a particularly ebullient mood.

2.The mood of re ection lasted half a day and then he was back to his usual ebullient self.
3. He was ebullient over the reception of his novel.
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