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Communication is the activities of sending information or ideas through speech, visualization, writing or other means.  It is a dynamic process of exchange of ideas between sender and receivers that takes place around us all the time. It is a fundamental process for living being for exchange of feeling.

Process of Communication

The process of communication comprises transmission of sender’s ideas to the receiver and the receiver’s reaction to the sender in the form of feedback.
The main stages involved in the communication process are:

1. Generation of an Idea or Thought: The process of communication begins when an idea, thought, feeling or a piece of information arises in the mind of the communicator and he wants to transfer it to someone.

2. Encoding:  When an idea is generated in the mind of a communicator they put that idea in suitable symbols or signs, such as words, letters, signals, sounds, gestures, pictures, etc., representing the idea for its transmission. Such a process is called encoding.

3. Channel and Media: The communicator conveys the  originated by encoding to the receiver through suitable media and channel. The words ‘channel’ and ‘medium’ are often used interchangeably. However, in some cases, they are different. For example, a letter is a medium and the mail service is the channel, telephonic talk is a medium and telecommunication system is the channel, speech is the medium and air carrying sound waves is the channel.

4. Receiver: This stage is where the receiver receives the encoded thought or message.

5. Decoding: - On receiving the message the receiver interprets it by translating the signs and symbols into thoughts or ideas. The process of understanding the message by the receiver through the translation of symbols or signals into ideas is called decoding.

6. Thought or idea: The decoding of the message by the receiver will generate thought in his/her mind and initiate feedback or a response.

7. Feedback: The receiver decodes, interprets and understands the message fully or partially and conveys the response to the communicator through some channel of communication. This process is called feedback.

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The sender and the receiver have important responsibilities in the communication process. If both fulfill their roles, the communication will be conveyed successfully.

Sender’s Role
The communication process begins with the sender being the initiator of the message. The sender may be a writer, a speaker, or one who simply gestures. The sender’s role in the communication process includes:

Selecting the type of message.

Analyzing the receiver

Using the you-viewpoint

Encouraging feedback

Removing communication barriers

Receiver's Role
The receiver is the listener, reader, or observer in the communication process. The receiver’s role includes:

listening or reading carefully,

being open to different types of senders and to new ideas

making notes when necessary,

providing appropriate feedback to the sender

asking questions to clarify the message.

The Encoding and Decoding Model of Communication is a model of communication that describes the process of communication. It begins with the sender encoding the intended message using words, symbols, or other means of communication. The receiver then decodes the message and tries to understand the intended meaning. This process can be affected by many factors, such as the context in which the communication takes place, the relationship between the sender and receiver, and the advertisement surrounding the communication.

It is always important to take into account the context around where the encoder is sending the message and where the decoder is. For example, they may both be standing in a park with friends, simply talking about the day the person talking is sending the message, the person receiving is listening and processing the message. It’s really that simple.

A simple way to think about this is:

1. Encoding is the process of translating information into a form that can be communicated.

2. The sender uses symbols to communicate their message.

3. The receiver decodes the symbols to interpret the message. Next up, we will take a look at the meaning of encasing and some of the differences between them.

Main Differences Between Encoding And Decoding.
The main differences between encoding and decoding are essential components of any communication system. An encoder transforms data into a format that can be transmitted, while a decoder reverses the process to recreate the original data.

Feedback in communication is the response, reaction, or information given by the recipient of a message to the sender. It is the process of letting someone know which areas they need to improve.

Feedback is essential to effective communication because it helps the sender check that their message has been understood and received as intended and modify their communication strategy as needed.

Feedback is crucial in two-way communication to ensure both sides are on the same page and can prevent misunderstandings or confusion. It also strengthens the bonds of trust and rapport between the sender and the recipient.

Giving constructive feedback on communication is a crucial leadership trait. It enables you to support each team member in enhancing their capacity to interact with their colleagues, clients, stakeholders, and outside vendors and convey their requirements and concerns.
You can give feedback on communication orally or nonverbally, in writing, through written remarks, facial expressions, or body language. While negative feedback may be used to pinpoint areas for growth, positive feedback is frequently utilized to support and encourage effective communication.

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Communication plays a key role in our life, as people interchange their views and thoughts by communicating. It is a core tool that plays an important role even in the growth of the organization.

In an organization, there are two channels of communication - formal and informal. The main difference between the two is that formal communication is backed by predefined channels while there is no such rule for informal communication.

What is Formal Communication?
The communication in which information flows through proper and pre-defined solutions is referred to as Formal Communication. It follows a hierarchical chain that is generally established by the organization itself.

This type of communication is a must in the workplace because employees are expected to follow formal communication while performing their duties. Some general examples of formal communication are reports, commands, orders, etc.

Types of Formal Communication
1. Vertical: In this type of formal communication, information exchange takes place at different organizational levels. Either the communication takes place from superior authority to subordinate or vice-versa. It is also classified into two types:

Bottom-up: Communication flow is from subordinate to superior authority.

Top-down: Communication flow is from superior authority to subordinat.

2. Lateral or Horizontal: This type of communication takes place between two employees of the same level but working in different departments. For example, communication that takes place between the Sales Manager and Human Resource Manager.
3. Diagonal or Crosswise: This type of communication takes place between employees of different departments working at different levels. For example, communication between Salesman and Manufacturing manager.

What is Informal Communication?
Informal communication is multidimensional, it flows freely in the organization without any restraint of predefined channels or routes. It is comparatively very quick and relational.
In organizations it is often called the ‘grapevine’. It is also important for the growth of a company because employees can discuss work-related issues more openly which ultimately saves the company’s time and money.
Some general examples are - chats between team members, a private journal or diary, etc.

Types of Informal Communication

1. Single Strand Chain: The communication in which one person tells something to another who again says something to another person and the process continues.

2. Cluster Chain: In this type of informal communication, one person tells something to some of his friends then they circulate that among their close friends and the process goes on.

3. Probability Chain: In this type, one person randomly chooses some persons and transfers information to them and they also do the same later on.

4. Gossip Chain: This type of communication is very common in an organization, where a person tells something to a group of people then they also spread it further to another group of people till it gets passed to everyone.

Key Differences Between Formal and Informal Communication

1. A set of commands is followed for formal communication whereas informal communication can move freely in all directions.

2. Formal communication is time-consuming, whereas it costs less time for informal communication.

3. Formal communication has its scope restricted within the organization whereas informal communication has no boundary.

4. A high level of secrecy is maintained for formal communication, whereas it’s not guaranteed for informal communication.

5. Formal communication is designed at the organizational level whereas informal communication occurs naturally.

6. Documentary evidence is always available for formal communication whereas there are no supporting documents available for informal communication.

7. Slang words are never used in formal communication while they can be used in informal communication.

8. Formal communication is also known as official communication and informal communication is also known as grapevine communication.

9. Examples of formal communication are - business letters, reports, orders, etc. while examples of informal communication are face-to-face communication, telephonic conversations, etc.

10. Generally, documentation happens for formal communication whereas no documentation happens for informal communication.

11. Formal communication has a long chain of command whereas informal communication is very simple due to its short chain of command.

12. The main motive of formal communication is to fulfill organizational objectives whereas informal communication is intended to meet personal interests and needs.

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The methods of communication involve oral and speech communication,  written and graphical representations. Additionally, it includes the cultural sphere, a tool utilized to communicate, location, etc. Though it looks simple, communication is generally a very complicated subject.

In other words, communication is a two-way means of communicating information in the form of thoughts, opinions, and ideas between two or more individuals with the purpose of building an understanding.

Types of Communication
The four main categories of communication are:

1. Verbal –  It is a method that uses speech in the form of speaking to convey a message or information. It is the most popular and effective mode of communication, usually practised during video conferences, phone calls, presentations, one-on-one conversations, and meetings. It supports both nonverbal and written communication.

2. Nonverbal – It is basically a practice of gestures, facial expressions, and body language to send information. It can be implemented intentionally and unintentionally when communicating. For instance, a person can smile unintentionally when they hear an interesting piece of information or a pleasant idea.

3. Written – It is all about typing, printing symbols, numbers, letters, and writing to send a piece of information. Sometimes used to record information for evidence or reference purpose. In general, the written style of communication is used in books, blogs, pamphlets, memos, and letters to share and spread information. In the workplace,  e-mail is a common example of written communication.

4. Visual – It uses art, photographs, sketches, graphs, charts, and drawings, to pass on the information. It is used especially during presentations to present to give a visual effect and support written or verbal communication.

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Communication is usually defined as the transmission of information.
The communication process is made up of four key components. Those components include encoding, medium of transmission, decoding, and feedback. There are also two other factors in the process, and those two factors are present in the form of the sender and the receiver.

In this chapter we will learn about two types of Oral Communication i.e Direct face to face communication and Remote Communication.

Direct face to face communication refers to having the ability to see the other person or people during a conversation. It’s an opportunity to exchange more than just words because both the speaker and listener(s) can observe and adjust based on body language and expression. This two-way communication engages all parties in a deeper, more meaningful conversation – ideal for problem-solving, providing clarity and building camaraderie and stronger relationships.

Here are some specific skills that might help you gain the most out of face-to-face conversations i.e Empathy, Patience, Active listening, Eye contact, Clear speech, Humor and Confidence.

Advantages of face to face communication over written communication are follows:

Effective communication

Instant feedback

Informal and direct

Confidential

Delicate situations

Useful for interviews

Disadvantages of face to face communication over written communication are follows:

Unsuitable for some people

Unsuitable for large audiences

Unsuitable for large organizations

Not accountable

Low legal and reference value

Poor retention by listener

Remote communication refers to any communication that takes place between individuals or teams who are located in different locations, typically using digital tools and platforms to connect and collaborate.

How to communicate effectively remotely?
Optimizing remote communication relies on finding the right tools, establishing clear guidelines for communication, and prioritizing regular check-ins and one-on-one meetings.
There are both advantages and disadvantages to remote communication:
The upside: The practice of efficient communication in a remote team will enhance your all-around communication skills. Also, remote communication can be much more purposeful and less prone to random chatter.
The downside: In any electronic communication, if your words are vague and could be interpreted differently, they’ll be perceived in the way that causes the most harm.

Types of remote communication

Although we’ve already looked at some remote communication examples, it’s worth knowing that there are two types of remote communication: synchronous and asynchronous – these are big words with simple meanings:

Synchronous communication = Takes place in real-time.

Example: Zoom or other video calls, Phone calls,Virtual meetings, SMS text messages, Slack or Microsoft Teams conversations.

Asynchronous communication = Doesn’t require everyone to participate all at once.

Example: Project management apps, Wiki or Sharepoint site, informational or instructional videos, Quick-reference guides, Screenshots with markup, Slack or Microsoft Teams chats.

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The most effective communicators clearly inform others and actively listen to them at the same time. They can accept input – both verbal and non
verbal – while also expressing their thoughts and opinions in an inclusive way.
Regardless of the communication style, effective communication involves a connection with others. It is a dance with a partner that moves, at times, in ways we did not predict. This means the most powerful skill you can leverage is being in sync with your audience. It involves understanding and speaking to its needs, and then responding to real-time feedback. It means having the conversation that your audience wants to have.
Below are some effective communication strategies to help you listen and communicate better.
them for their input or to take a role in explaining new concepts and policies to their colleagues.

How to improve communication skills
The best messages are often simple. There’s no value in delivering any kind of communication, whether written, verbal, formal, or casual, if the message doesn’t come across clearly.
Communicating concisely while maintaining interest and including everything your team needs to know is a high-level communication skill.

1. Keep your audience in mind: Your audience will naturally be more interested and engaged when you tailor your communications to their interests. Piquing their interest by speaking directly to what matters to them will naturally engage their desire to understand and interact with the information.

2. Don’t use 10 words when one will do. Even the most engaged and committed audience will eventually get bored. Keeping your message simple and concise will make it easier to understand and retain. Remember, you already know what you’re going to say, but they’re hearing it for the first time. Keep it simple.

3. Consider the best method to deliver your message: If the information you’re conveying isn’t urgent, consider sending an email or a memo. This is especially important when communicating expectations. Written communication will give your audience more time to review it, think it over, and follow up with questions. It will also give them a handy record to refer back to.

4. Get them involved: If you’ve ever worked as an instructor, manager, trainer, or coach, you’ll know that there are few better ways to learn new information than to teach it. Ask them for their input or to take a role in explaining new concepts and policies to their colleagues.

5. Leverage face-to-face communication: when possible
Communicating face-to-face adds multiple layers of information to an exchange, whether between two people or two hundred. Often, there’s a synergy created with in-person communication that’s difficult to replicate elsewhere. Here are some tips to make the most of face time with your team:

Make eye contact: If you’re wondering whether or not your message is getting across, few metrics provide as much feedback as eye contact. You can easily tell if the person you’re speaking to is understanding you, is distracted, worried, or confused — much of which is lost in digital communication.

Ask for feedback: Not sure they got it? Ask! A powerful technique is to ask people to repeat back their version of what you just said. Often, this can improve retention, immediate understanding, and minimize misunderstandings later on. You can also ask them to reach out to you with helpful ways that you can improve your delivery in presentations and other forms of communication.

Read non-verbal cues: There are various types of nonverbal-cues. Yawns, fidgeting, and looking around the room are usually clear signs that your audience is thinking about something other than what you’re trying to convey. If you notice this, don’t take it personally. Try asking them to share what’s on their mind, recap previous points they may have missed, or adjourn for a later time.

Minimize distractions
If you’re chatting with someone (or a group) face-to-face, keep distractions at bay by leaving unnecessary electronic devices out of the space. Keep the attendance limited to just those who need to be there, and avoid scheduling at a time when people are likely to focus on something else (like just before the end of the day or right before lunch).

Further Reading
Communication Channel:  https://www.slideshare.net/secret/1JxMiW6a5B49iM
Fundamentals of Communication: https://www.slideshare.net/BushraMulla/fundamentals-of-communication-pdf