1. Basics of Communication
Chapter 1

2. 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

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

4. Characteristics of Language
Artificial
Restricted
Abstract
Arbitrary
Creative
Redundant
Recursive

5. 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:- Table
Evolution of the word Nice

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

7. 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..

8. 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

9. Language is Creative It creates new words every day.
Example :- Netettiquette
Edutainment
Twenty20
Either words can be borrowed from other languages or new words can be created by combining two existing words

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

11. 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 –

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

13. 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

14. 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.

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

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

17. 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

18. 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

19. Various directions of Formal Communication
Downward
Upward
Horizontal/Lateral
Diagonal

20. 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

21. 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.

22. 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

23. 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

24. 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 .

25. 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

26. Formal Network Models Five Communication networks Chain network
Y-network
Wheel network
Circle network
All-channel network

27. Formal Network Models Chain network Y-network Wheel 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

28. Formal Network Models Circle Network All-channel 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.

29. 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

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

31. 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.

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

33. 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.