Unit 1: Communication – Communication Skills Class Notes

Definition and importance

Importance of Communication

  • Exchange of information, ideas, knowledge from one person to another by using a channel of speech, signals, print, and broadcast.
  • Linking the process of management – planning, organising, staffing, diversity, controlling
  • Communication is the heart of the organization
  • The primary reason for communication is to obtain and exchange information
  • Decisions, quality & quantity as well as corrections of the information
  • Important for daily living
  • An average person spends 70-90% of the time in communication
  • External and internal communication
  • It is a power for individuals and organisation in giving and getting information
  • It empowers people with knowledge
  • Important for socio, economic, and political growth of an individual or an organisation
  • Create a link between government and people

Elements and Process of Communication

Elements of Communication


  • Information originates
  • No exchange of info without the sender


  • Originates from sender
  • Information is to be communicated
  • message derives from the sender


  • Encoding is done by the sender
  • The process of converting terms, thoughts into original
  • Necessary to send a message through a channel
  • An important activity in the process of communication


  • The medium through which message communicated
  • the channel is selected by the sender
  • Examples of mass communication channels like print, radio, tv or oral or written communication must be used


  • Where the message is to be sent
  • An important person because the receiver receives information if it does not receive info, communication is not complete
  • Decoding of a message


  • Feedback is given by receiver to the sender
  • It is a response or reaction of a receiver to sender on info.
  • Necessary for effective communication


  • Affects the channel
  • It is the disturbance
  • Caused by either atmosphere or electronic equipment that does not allow the reception of the message

Process of Communication

  • Sender
    • The sender has an idea – conceive the message
    • encodes the idea into signals.
    • Selects the channel
    • Communicates in both type of the communication such as verbal and non-verbal
    • Transmits the message
  • Receiver
    • Decodes the message (Decoding is a process where signals into an understandable concept and words)
    • Destination to the communication
    • Gives feedback – while giving feedback, he plays the role of a sender
    • Feedback is necessary for effective communication
    • Should understand the message for complete communication
  • Noise
    • The disturbance that occurs during the process of communication due to various reasons

Communication Models

  • A Model is a representation of real-world phenomenon in more abstract terms which can be applied to different forms at different times
  • Communication is extremely complex
  • Complexity and constant change in the communication process makes it imperative that these elements and processes should be presented in a simple and generalized way to better explain and understand the structure and functions of communication
  • The format of Communication Models depends on how we define and understand the process of communication and how these are applicable to different forms of communication
  • Four stages in the development of Communication Models
    • Action
    • Interaction
    • Transaction
    • Convergence
  • Popular Communication Models
    • Linear
    • Non-Linear

Types of Communication Models

All Models

  • Mental Models
  • Symbolic Models
    • Mathematical Models
    • Verbal Models
  • Physical Models
    • Iconic Models
    • Analog Models

The two general modes of communication systems are:

  • Media systems
    • The main flow of information is activated through professional communicators skilled in producing descriptive messages for transmission through impersonal media channels (Radio, TV, video, film, print) to relatively undifferentiated mass audiences
  • Oral systems
    • The messages are a point to point emanated from sources authorised to speak by social hierarchy, messages are prescriptive, and they are transmitted through oral channels to highly and differentiated audience.