Communication Essentials

Cheatsheet Content

1. What is Communication? Definition: Sharing information between individuals or groups to reach a common understanding. Derived from Latin word: commūnicāre , meaning 'to share'. Louis A. Allen: "Communication is the sum of all the things one person does when he wants to create understanding in the mind of another." 2. Importance of Communication Inform: Communicating meeting times. Influence: Negotiating prices. Express feelings: Showing excitement about success. 3. Characteristics of Communication Two-Way Process: Involves sender, receiver, and feedback. Exchange of Ideas and Information: Sharing thoughts, opinions, feelings (verbal or non-verbal). Continuous and Dynamic: Ongoing process, constantly changes. Goal-Oriented: Serves specific purposes (inform, persuade, entertain, build relationships). Evolving: Driven by technology, culture, and social dynamics (e.g., cave paintings to social media). 4. Functions of Communication (Roman Jakobson's Model) Phatic Function: "Small talk" or social pleasantries to establish/maintain social relationships. Example: "Hello! How are you?" Contextual Function: Creates a specific setting or context. Example: "Once upon a time..." Poetic Function: Uses literary techniques (imagery, metaphor, rhythm) to convey deeper meanings and evoke emotions. Referential Function: Exchanging information about specific entities, locations, or events. Emotive Function: Helps people express emotions. Example: "Wow!", "Ouch!" 5. Imagery Types (Poetic Function) Visual (Sight): "The crimson apple glistened in her hand." Auditory (Sound): "The roaring thunder frightened the little boy." Olfactory (Smell): "The smell of cinnamon wafted in the air." Gustatory (Taste): "The tartness of the apples." Tactile (Touch): "My toes sank into the sand on the beach." Kinesthetic (Movement): "He spread his arms and started flapping." Organic (Feelings/Emotions): "My heart sank when I heard the news." 6. Principles of Effective Communication 6.1. 7 C's of Effective Communication Clear Concise Concrete Correct Coherent Complete Courteous 6.2. 4 S's of Effective Communication Shortness Strength Sincerity Simplicity 7. Components of Communication Speech: The physical act of producing sounds (how of talking). Components: articulation, voice, fluency. Language: System of rules and symbols for expressing ideas (what of talking). Includes: vocabulary, grammar, comprehension. Communication: Overall process of conveying a message, including speech, language, and other cues. 8. Levels of Language Structure Pragmatics: Understanding meaning based on context. Semantics: Literal meaning of words and sentences. Syntax: Rules for arranging words and phrases into grammatically correct sentences. Morphology: Study of word formation and their component parts (morphemes). Phonology: Study of language sounds and their patterns. Phonetics: Physical study of spoken sounds. 9. Types of Communication 9.1. Based on Communication Channels Verbal Communication: Using spoken or written words. Oral Communication: Transmitting knowledge verbally. Written Communication: Exchange of ideas via written messages (more formal). Non-Verbal Communication: Conveying information without words. Includes: facial expressions, body language, gestures, eye contact, proxemics (space), haptics (touch). Paralanguage: Tone, pitch, volume of voice. Proxemics: Use of space. Haptics: Use of touch. Artifacts: Objects and possessions used to communicate. Chronemics: Use of time. Olfactics: Use of smell. Oculesics: Use of eye contact. Kinesics: Body movements, gestures. Chromatics: Use of color. 9.2. Based on Organizational Structure Formal Communication: Structured, official exchange following established channels and hierarchy. Informal Communication: Casual, unstructured, outside official channels (e.g., Grapevine). 9.3. Based on Relationship Intrapersonal Communication: Within oneself (self-talk, reflection). Interpersonal Communication: Direct communication between two or more individuals (face-to-face, phone). Group Communication: Interaction within a small group (team discussions, meetings). Mass Communication: To a large, anonymous audience via mass media (TV, radio, internet). Transpersonal Communication: Beyond personal level (spiritual, meditative). 9.4. Based on Direction Vertical Communication: Upward or downward flow. Upward Communication: From subordinates to superiors (feedback, reports). Downward Communication: From superiors to subordinates (instructions, tasks). Horizontal Communication: Between individuals at the same level (e.g., between two departments). Diagonal Communication: Between individuals at different levels and departments. 10. Process of Communication Sender (Communicator/Source): Originator of the message, initiates communication with an idea. Encoding: Converting the idea into a message (words, symbols, images, tone, gestures). Message: The actual content being communicated (verbal and non-verbal elements). Medium (Channel): Means used to transmit the message (verbal, written, visual, electronic). Receiver: Target of the message, interprets and understands it. Decoding: Receiver interprets the message based on their knowledge, experience, language skills. Feedback: Receiver's response to the sender, confirms understanding. Noise: Anything that distorts or disrupts the process (physical, semantic, psychological, technical). 11. Models of Communication 11.1. Linear Models Aristotle Model (300 BC): Speaker-centered, one-way process. Elements: Speaker, Speech, Occasion, Target Audience, Effect. Emphasizes Rhetoric (study of communication and persuasion). Highlights Ethos (speaker's credibility), Pathos (emotional appeal), Logos (logical reasoning). Lasswell's Model (1948): Linear, one-way process. Questions: "Who says what in which channel to whom with what effect?" Elements: Sender, Message, Channel, Receiver, Effect. Shannon & Weaver Model (1949): Views communication as a linear, one-way process. Elements: Source, Encoder, Channel, Decoder, Receiver, Noise. Focuses on transmission of information and effect of noise. Berlo's S-M-C-R Model (1960): Simple linear model. S: Sender (Communication Skills, Attitude, Knowledge, Social System, Culture) M: Message (Content, Elements, Treatment, Structure, Code) C: Channel (Hearing, Seeing, Touching, Smelling, Tasting) R: Receiver (Communication Skills, Attitude, Knowledge, Social System, Culture) Emphasizes coding and decoding. 11.2. Interactional Models Osgood-Schramm Model (1954): Two-way, dynamic process emphasizing feedback. Both sender and receiver are active participants in creating and interpreting the message. Introduces the concept of a "field of experience" for shared understanding. Westley and Maclean Model (1957): Advanced model, introduces gatekeeping . Information passes through filters (gatekeepers like journalists, editors) who decide what to share. 11.3. Transactional Models Barnlund's Transactional Model (1970): Multi-layered, simultaneous transmission of verbal and non-verbal cues, emotions, and context. Communication is a negotiation where parties send and receive messages on various levels. Dance's Helical Model (1967): Adds a temporal dimension. Communication is a continuously spiraling shape, cumulative and evolutionary. Each interaction builds upon previous ones, growing more complex over time. 12. Communication Barriers Semantic Barriers: Issues arising from language and meaning. Badly Expressed Message: Lack of clarity, poor vocabulary, incorrect grammar. Symbols with Different Meanings: Words or gestures interpreted differently by sender/receiver. Faulty Translations: Loss of meaning or misinterpretation during translation. Unclarified Assumptions: Taking things for granted without explicit communication. Technical Jargon: Use of specialized terms not understood by all. Psychological Barriers (Emotional Barriers): Mental or emotional factors affecting communication. Premature Evaluation: Judging the message before it's fully heard. Lack of Attention: Distraction, disinterest, or preoccupation. Loss by Transmission and Poor Retention: Information fading or being forgotten over time. Distrust: Lack of credibility between sender and receiver. Emotions: Anger, fear, excitement can distort perception and interpretation. Organizational Barriers: Problems within the structure or environment of an organization. Organizational Policy: Rules or policies restricting communication flow. Rules and Regulations: Excessive formal rules hindering free communication. Status Differences: Hierarchy creating distance and fear in communication. Complexity in Organizational Structure: Too many layers leading to delays and distortion. Lack of Facilities: Absence of proper communication channels or tools. Personal Barriers (Individual Barriers): Factors related to individuals involved. Fear of Challenge to Authority: Superiors avoiding communication that might question their position. Lack of Confidence of Superior on Subordinates: Distrust leading to less delegation or communication. Unwillingness to Communicate: Reluctance due to lack of motivation, fear, or shyness. Lack of Proper Incentive: No reward or recognition for effective communication. Attitude: Personal biases, prejudices, and perceptions. Physical Barriers (Environmental Barriers): External factors obstructing communication. Noise: Any physical disturbance (loud sounds, poor connection). Time and Distance: Geographical separation or time zone differences. Inadequate Medium: Choosing an inappropriate channel for the message. Information Overload: Too much information causing confusion or blockage. 13. Mass Communication Definition: Public communication transmitted electronically or mechanically to a large audience. Early Steps: Invention of paper and printing, followed by newspapers. 13.1. History of Mass Communication The Age of Electrical Communication: 1835: Samuel F. B. Morse invented the telegraph (Morse code). 1876: Alexander Graham Bell invented the telephone . The Wireless Revolution: 1901: Guglielmo Marconi invented the radio . 1947: Transistor made radios compact and affordable. The Era of Visual Communication: 1920: John Logie Baird invented the television . 13.2. Functions of Mass Media Surveillance: Sharing important news, trends, updates (e.g., breaking news, weather). Educating: Provides educational content (e.g., new products, safety measures). Entertaining: Provides leisure activities (e.g., movies, TV shows, music). Shaping Public Opinion (Correlation): Interpreting information, influencing attitudes, framing issues. Cultural Transmission: Transmitting cultural norms, values, beliefs across generations. Sensationalization: Presenting sensational messages to attract consumers ("if it bleeds, it leads"). 13.3. Marshall McLuhan's Impact "The medium is the message": Focus on how media shapes behavior and perception, rather than content. Foreseeing the internet: Concept of "Global Village". Book: Understanding Media (1964). Hot Media: High definition, less audience participation (e.g., Radio, Print). Cool Media: Low definition, more audience participation (e.g., TV, Telephone). 14. Types of Mass Media Traditional Media: One-way communication, limited reach, slower dissemination (e.g., newspapers, television). Modern Media: Digital and online platforms, transformed information consumption (e.g., digital news, streaming services). 14.1. Print Media Newspapers: Daily/weekly publications. Magazines: Periodicals with varied content. Books: Long-form written works. First Printing Press: Johannes Gutenberg (Germany, ~1440). First Indian Printing Press: Goa by Portuguese missionaries (1556) at St. Paul College. First Newspaper in India: Hicky's Bengal Gazette (Calcutta General Advertiser) by James Augustus Hicky (1780). First Hindi Newspaper: Udant Martand (1826). Father of Indian Press: Raja Ram Mohan Roy. Oldest English newspaper in circulation in India: The Times of India. Famous Comics: Amar Chitra Katha (1967) by Anant Pai ("Uncle Pai"). Chacha Chaudhary (1971) by Pran Kumar Sharma. Tinkle (1980) also by Anant Pai. Lotpot (1969) (Motu Patlu). Magazines: Champak (1969) by Delhi Press Group. Nandan (1964) by Hindustan Times group. 14.2. Electronic Media Disseminates information via electricity (radio, TV, computers, internet). Prasar Bharati: India's public service broadcaster. All India Radio (AIR)/Akashvani: Founded 1936, under Ministry of I&B. Doordarshan (DD): Established 1959, under Ministry of I&B. First Program on Doordarshan: Krishi Darshan (1967). India's First Sponsored TV Serial: Hum Log (1984). 14.3. New Media/Digital Age Internet, Mobile Phones, Computers for information, communication, and entertainment. 15. History of Communication (India Specific) Prehistoric Era: Signs, Symbols & Sounds. Rock paintings (e.g., Bhimbetka caves, 30,000 years old). Oral Traditions & Vedic Age (1500 BCE – 500 BCE): Knowledge passed orally (Shruti, Smriti, Vedas, Upanishads). Storytelling, hymns, epics (Ramayana, Mahabharata). Gurukuls as centers of learning. Oldest Veda: Rigveda ("Book of Hymns"). Samaveda: Music and chanting. Atharvaveda: Magical spells, charms, daily life. Yajurveda: Rituals and sacrificial formulas (yajnas). Script & Written Communication (Maurya to Gupta Era): Brahmi Script: Used in Ashoka’s inscriptions (3rd century BCE). Edicts of Ashoka: First state communication to masses (Prakrit language, Brahmi script). Codex: Early form of modern book, replaced scrolls (1st-4th century CE). 16. Important Books (Pre & Post Independence) 16.1. Pre-Independence Books Unhappy India (1928) – Lala Lajpat Rai Why I Am an Atheist (1930) – Bhagat Singh Hind Swaraj or Indian Home Rule (1909) – Mahatma Gandhi My Experiments with Truth (1927) – M.K. Gandhi The Discovery of India (1946) – Jawaharlal Nehru Annihilation of Caste (1936) – B.R. Ambedkar Poverty and Un-British Rule in India (1901) – Dadabhai Naoroji Economic History of India (1901) – R.C. Dutt Gitanjali (1910 English, Nobel 1913) – Rabindranath Tagore Ghulamgiri (1873) – Jyotiba Phule 16.2. Post-Independence Books India Wins Freedom (1957) – Maulana Abul Kalam Azad The Great Indian Novel (1989) – Shashi Tharoor The Argumentative Indian (2005) – Amartya Sen The Inheritance of Loss (2006) – Kiran Desai (Booker Prize) Midnight’s Children (1981) – Salman Rushdie (Booker Prize) The God of Small Things (1997) – Arundhati Roy (Booker Prize) A Suitable Boy (1993) – Vikram Seth The White Tiger (2008) – Aravind Adiga (Booker Prize) The Glass Palace (2000) – Amitav Ghosh Sea of Poppies (2008) – Amitav Ghosh Clear Light of Day (1980) – Anita Desai India After Gandhi (2007) – Ramachandra Guha India Divided (1947) – Rajendra Prasad Waiting for the Mahatma (1955) – R.K. Narayan Train to Pakistan (1956) – Khushwant Singh Freedom at Midnight (1975) – Larry Collins & Dominique Lapierre Wings of Fire (1999) – A.P.J. Abdul Kalam 17. Communication Modes Simplex Communication: One-way transmission. Example: FM radio (PYQ). Half-duplex Communication: Two-way, but not simultaneously (e.g., Walkie-talkie). Full-duplex Communication: Two-way, simultaneous transmission (e.g., Landline telephone). 18. Key Terms & Concepts Yellow Journalism: Sensationalism and exaggeration to attract readers/viewers. TRP: Television Rating Points. Media: Often called the Fourth Estate. Entropy: Breakdown in verbal communication.