basics of communication

MAHARANI SHRI NANDKUVERBA MAHILA ART'S and COMMERCE college 

Sarvaiya devanshiba bakulsinh 

Sem:6

T. Y. B. A(A. E. C)

Class assignment 

Definition and Process of Communication

●​Definition of Communication

The word communication comes from the

Latin word “communicare”, which means to share or to make common.

Communication is a continuous and dynamic process through which individuals exchange

information, ideas, thoughts, emotions, and feelings using symbols, signs, language, or

behaviour to achieve shared understanding. Communication is not just speaking or writing; it

also includes listening, observing, and interpreting non-verbal cues.

Sender → Encoding → Message → Channel → Receiver → Decoding → Feedback

1. Sender (Communicator)

The sender is the person who begins the communication process.

The sender has an idea, thought, feeling, or information that needs to be conveyed to

another person.

Role of the sender:

●​To have clarity about the message

●​To choose suitable words, symbols, or gestures

●​To select an appropriate medium

Example:

A teacher explaining a lesson to students.

2. Encoding

Encoding is the mental process of converting the sender’s idea into a communicable form

such as words, images, signs, or gestures.

Encoding depends on:

●​Language ability

●​Cultural background

●​Emotional state

●​Knowledge level

Poor encoding can lead to misunderstanding.

Example:

A teacher using simple language to explain a difficult concept.

3. Message

The message is the core of communication. It is the actual content or information that the

sender wants to transmit.

A message may include:

●​Facts

●​Ideas

●​Opinions

●​Feelings

●​Instructions

Messages can be:

●​Verbal (spoken or written)

●​Non-verbal (gestures, facial expressions, tone)

4. Channel (Medium)

The channel is the path through which the message travels from sender to receiver.

Common channels include:

●​Face-to-face conversation

●​Telephone

●​Letters

●​Emails

●​Social media

●​Audio-visual media

Choosing the right channel is important for effective communication.

Example:

Urgent information is better communicated through a phone call than a letter.

5. Receiver

The receiver is the person for whom the message is intended. Communication is incomplete

without a receiver.

The receiver’s understanding depends on:

●​Listening skills

●​Knowledge

●​Attitude

●​Emotional state

●​Cultural background

 6. Decoding

Decoding is the process by which the receiver interprets and understands the message.

Decoding is influenced by:

●​Language proficiency

●​Experience

●​Cultural context

●​Psychological state

Misinterpretation during decoding can distort the meaning of the message.

Example:

A student interprets a teacher’s explanation correctly.

7. Feedback

Feedback is the receiver’s response to the sender. It shows whether the message has been

understood as intended.

Feedback may be:

●​Verbal (questions, answers)

●​Non-verbal (nods, smiles, silence)

Feedback makes communication two-way and effective.

 

Home assignment 

Kinesics –

Kinesics is the study of body movements such as gestures, facial expressions, posture,

and head movements. It explains how our body communicates without using words.

Some body movements are intentional, like nodding the head to show agreement. Many

others happen naturally and unconsciously, without us realizing it.

In communication, we mainly use words to express ideas because words are clear symbols

of our thoughts. In written communication, punctuation marks help show pauses and

emotions. But in face-to-face communication, messages are sent in two ways at the

same time:

1.​Verbal (spoken words)​

2.​Non-verbal (body language)​

For example, when you congratulate a friend by saying “Congrats” with a smile and a

handshake, the message feels stronger and more sincere than just saying the word alone.

The smile and handshake are part of kinesics, which support and strengthen verbal

communication.

Non-verbal communication is usually less conscious and more instinctive than verbal

communication. Studies show that less than 35% of the meaning in oral communication

comes from words, while more than 65% comes from body language. People often respond

more to what they see than to what they hear.

●​Components of Kinesics

Personal Appearance –

Personal appearance is very important in communication because people notice how we

look before they listen to what we say. Just as we choose our words according to the

audience, we should also dress suitably for the occasion.

Personal appearance includes clothes, hairstyle, accessories, cosmetics, and grooming.

Today, clothing is not only meant to cover the body but also to express one’s personality and

attitude. The clothes we wear can highlight our body movements and show whether we are

confident, professional, casual, or careless.

Before a speaker even starts speaking, the audience forms an opinion based on

appearance. A neat and appropriate appearance can make the audience feel positive and

interested, while an untidy or unsuitable appearance may create a negative or resistant

attitude.

Therefore, it is very important to be clean, well-groomed, and properly dressed according

to the situation. Our appearance communicates how we see ourselves and how we want

others to see us.

Posture –

Posture means the way we stand, sit, or walk. Our posture often changes according to the

situation and our feelings.

When a person is nervous, they may keep moving, pace around, fidget with things, shrug

shoulders, or stand stiffly. These movements show tension and lack of confidence.

With friends or familiar people, posture is usually natural and relaxed because we feel

comfortable. But in new or formal situations, like giving a presentation, people become

more careful and conscious about how they stand or move.

Certain postures can send negative messages. For example, standing with hands on hips

may show aggression or defiance. A relaxed posture, with hands at the sides and the body

comfortable, gives a positive impression. 

 Standing or sitting in an upright, balanced, and relaxed manner, facing the audience, shows

confidence, professionalism, attentiveness, and good organization. Overall, posture reveals

a lot about a person’s attitude, confidence, and emotions.

• Slumped posture—low spirits

• Erect posture—high spirits, energy, and confidence

•Lean forward—open, honest, and interested

•Lean backward—defensive or disinterested

•Crossed arms—defensive and not ready to listen

• Uncrossed arms—willingness to listen

Gesture –

A gesture is a movement of the hands, head, or face used to express ideas or feelings.

Good and suitable gestures support and strengthen verbal communication. A well-timed

gesture helps to explain a point clearly and makes the message more effective.

However, awkward or unnecessary gestures, such as playing with a key chain, buttons, or

rings, can distract the listener and reduce the impact of the message.

Gestures help to clarify or reinforce ideas, but they should match the audience and the

situation. There are many kinds of gestures, and their meanings can differ from person to

person. Researchers have found that there are thousands of hand gestures, each carrying

different meanings.

Gestures should be natural, spontaneous, and limited. They should not draw attention away

from the speaker’s words. Irritating habits like cracking knuckles, twisting objects, or tightly

clasping hands should be avoided.

●​Enumerative—numbers

●​Descriptive—size of the objects

●​ Symbolic—abstract concepts

●​Locative—location of an object

●​ Emphatic—emphasis

Facial expression -

Along with postures and gestures, facial expressions also play an important part in

non-verbal communication. The face is the most expressive part of our body. A smile stands

for friendliness, a frown for discontent, raised eyebrows for disbelief, tightened jaw muscles

for antagonism, etc. Facial expressions are subtle. They can be used in a variety of ways to

aid, inhibit, or complement communication. The face rarely sends a single message at a

time. Instead, it sends a series of messages—facial expressions may show anxiety,

recognition, hesitation, and pleasure in quick succession. 

Facial expressions are difficult to interpret. Though there are only six basic expressions,

there can be many shades and blends of these. Also, people tend to hide their true feelings,

and project expressions that are appropriate according to the circumstances. The six basic

facial

expressions are:

•​ Happiness • Surprise

•​ Disgust • Fear

•​ Anger • Sadness

Eye Contact�Eyes communicate attention and emotions.

●​Direct eye contact → confidence, honesty

●​Avoiding eye contact → nervousness, lack of interest

●​Excessive staring → aggression or dominance

Eye contact is an important part of non-verbal communication. By looking into someone’s

eyes, we can understand their feelings, honesty, and confidence.

Making gentle eye contact helps to build trust and connection with the listener. It shows that

the speaker is interested, sincere, and confident. Too little eye contact may show

nervousness, while too much can feel like staring. Eye contact habits differ in different

cultures, but in professional situations, polite and pleasant eye contact is always important. 

Essay Writing 

Communications 

Communication is the process of sharing ideas, thoughts, feelings, and information from one person to another. It plays a very important role in our daily life. Good communication skills help a person grow personally, academically, and professionally.

Communication is not only about speaking; it is also about listening and understanding. When we express our thoughts clearly and the other person understands them correctly, communication becomes successful.

Communication is very important because:

It builds strong relationships.

It reduces misunderstandings.

It increases self-confidence.

It helps in academic and career success.

It develops leadership skills.

For students, communication is especially important. Asking questions in class, giving presentations, participating in discussions, and working in groups all require good communication skills.

How to Improve Communication Skills

Practice active listening.

Speak clearly and confidently.

Improve your vocabulary.

Maintain eye contact while speaking.

Practice speaking in front of others.

Conclusion 

In conclusion, communication is the foundation of success in life. A person who communicates effectively can achieve greater opportunities and build meaningful relationships. Therefore, everyone should work on improving their communication skills to achieve success in both personal and professional life.