Meaning and Nature of Communi­cation:

The exchange of information or passing of information, ideas or thought from one person to the other or from one end to the other is communication. According to McFarland communication is, “a process of meaningful interaction among human beings. More specifically, it is the process by which meanings are perceived and understandings are reached among human beings.” Newman and summer defined communication as “an exchange of facts, ideas, opinions or emotions by two or more persons.”

Communication is the process of passing information from one person to another. The purpose of communication understands of information. Whatever one wants to say to someone should be clearly understood by him else the very purpose of the communication would be defeated.

Importance of Communication:

Effective communication is vital for efficient management and to improve industrial relations. In modern world the growth of telecommunication, information technology and the growing competition and complexity in production have increased importance of communication in organisations large and small irrespective of their type and kind. A corporate executive must be in a position to communicate effectively with his superiors, colleagues in other departments and subordinates. This will make him perform well and enable him to give his hundred percent to the organisation.

The purpose of the communication can be summed up into the following:

1. Flow of Information:

The relevant information must flow continuously from top to bottom and vice versa. The staff at all levels must be kept informed about the organisational objectives and other developments taking place in the organisation. A care should be taken that no one should be misinformed. The information should reach the incumbent in the language he or she can understand better. The use of difficult words should be avoided. The right information should reach the right person, at right time through the right person.

2. Coordination:

It is through communication the efforts of all the staff working in the organisation can be coordinated for the accomplishment of the organisational goals. The coordination of all personnel’s and their efforts is the essence of management which can be attained through effective communication.

3. Learning Management Skills:

The communication facilitates flow of information, ideas, beliefs, perception, advice, opinion, orders and instructions etc. both ways which enable the managers and other supervisory staff to learn managerial skills through experience of others. The experience of the sender of the message gets reflected in it which the person at the receiving end can learn by analyzing and understanding it.

4. Preparing People to Accept Change:

The proper and effective communication is an important tool in the hands of management of any organisation to bring about overall change in the organisational policies, procedures and work style and make the staff to accept and respond positively.

5. Developing Good Human Relations:

Managers and workers and other staff exchange their ideas, thoughts and perceptions with each other through communication. This helps them to understand each other better. They realize the difficulties faced by their colleagues at the workplace. This leads to promotion of good human relations in the organisation.

6. Ideas of Subordinates Encouraged:

The communication facilitates inviting and encouraging the ideas from subordinates on certain occasions on any task. This will develop creative thinking. Honoring subordinates’ ideas will further motivate them for hard work and a sense of belonging to the organisation will be developed. It will provide them with the encouragement to share information with their superiors without hesitation. The managers must know the ideas, thoughts, comments, reactions and attitudes of their subordinates and subordinates should know the same from the lowest level staff of their respective departments.

Importance of Communication:

Effective communication is vital for efficient management and to improve industrial relations. In modern world the growth of telecommunication, information technology and the growing competition and complexity in production have increased importance of communication in organisations large and small irrespective of their type and kind. A corporate executive must be in a position to communicate effectively with his superiors, colleagues in other departments and subordinates. This will make him perform well and enable him to give his hundred percent to the organisation.

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The following points can illustrate the importance of communication in human resource management:

1. Base for Action:

Communication acts as a base for any action. Starting of any activity begins with communication which brings information necessary to begin with.

2. Planning Becomes Easy:

Communication facilitates planning. Planning is made easy by communication. Any type of information regarding the human resource requirement of each department of the organisation with their qualifications, the type and kinds of job etc. can be collected through communication which helps in human resource planning. Policies and programmes for their acquisition can be prepared and implemented. In the entire process communication plays a vital role, it also facilitates managerial planning of the organisation.

3. Means of Coordination:

Communication is an important tool for coordinating the efforts of various people at work in the organisation.

4. Aids in Decision-Making:

The information collected through communication aids in decision-making. Communication facilitates access to the vital information required to take decisions.

5. Provides Effective Leadership:

A communication skill bring manager near to his subordinates and exchange ideas and submits appropriate proposals, knows their opinions, seeks advices and make decisions. This enables a manager to win confidence of his subordinates through constantly communicating with them and removing probable misunderstandings. In this way he leads his people to accomplish the organisational goal.

6. Boosts Morale and Motivation:

An effective communication system instills confidence among subordinates and workers ensuring change in their attitude and behaviour. The main cause of conflict and dissatisfaction is misunderstanding which can be removed through communication skills. The removal of misunderstanding makes manager and his subordinates understand each other and create good industrial relations. This boosts up the morale of the people and motivates them to work harder.

Communication is simply the act of transferring information from one place to another.

Although this is a simple definition, when we think about how we may communicate the subject becomes a lot more complex. There are various categories of communication and more than one may occur at any time.

The different categories of communication include:

• Spoken or Verbal Communication: face-to-face, telephone, radio or television and other media.
• Non-Verbal Communication: body language, gestures, how we dress or act - even our scent.
• Written Communication: letters, e-mails, books, magazines, the Internet or via other media.
• Visualizations: graphs and charts, maps, logos and other visualizations can communicate messages.

What is Verbal Communication?

Verbal communication encompasses any form of communication involving words, spoken, written or signed. The conversation we have with our coworker at lunch, the morning news or the sports page we read in the morning--even the text message you send to your spouse telling him to pick up some milk is a form of verbal communication. Our ability to communicate with a language that is based on an organized system of words, rather than merely sounds, is what sets us apart from lower species. Not only do we have language, but we also have the technology that enables us to communicate with one another no matter the physical distance.

Why is Verbal Communication Important?

We use verbal communication to inform, whether it is to inform others of our needs or to impart knowledge. Clarification is a key component of verbal communication. Often, we do not articulate ourselves clearly, or our words or actions are misconstrued. Verbal communication helps to clarify misunderstandings and provides missing information.

We can use verbal communication to correct a wrong. The power of the words, “I’m sorry,” is often more effective than an action. Verbal communication can also be used as a tool of persuasion. It creates an opportunity for debate, stimulates thought and creativity, and deepens and creates new relationships. Robert M. Krauss in the article, “The Psychology of Verbal Communication,” published in the International Encyclopedia of the Social and Behavioral Sciences in 2002, explains, “A species’ survival depends critically upon its ability to communicate effectively, and the quality of its social life is determined in large measure by how and what it can communicate.”

What is Non-Verbal Communication?

Verbal communication coexists alongside non-verbal communication, which can affect people’s perceptions and exchanges in subtle but significant ways. Non-verbal communication includes body language, such as gestures, facial expressions, eye contact and posture. Touch is a non-verbal communication that not only indicates a person’s feelings or level of comfort, but illustrates personality characteristics as well. A firm handshake or warm hug indicates something very different than a loose pat on the back or a timid handshake does. The sound of our voice, including pitch, tone and volume are also forms of non-verbal communication. The meaning behind someone’s words is often entirely different than the literal translation, as is seen in instances of sarcasm and mockery. The clothing we wear and the way we design our living space are also forms of non-verbal communication that frequently shape people’s judgments about others, regardless of whether or not the perceptions are true.

Why is Non-Verbal Communication Important?

Think of how many relationships start with a man and woman making eye contact across a crowded room. A playful wink tends to be more effective than a well-thought out pick-up-line. Michael Argyle, in his book “Bodily Communication,” identifies five main functions of non-verbal communication: to express emotions, communicate interpersonal relationships, support verbal interaction, reflect personality and perform rituals, such as greetings and goodbyes. Edward G. Wertheim, Ph.D., in his paper, “The Importance of Effective Communication,” details how non-verbal communication interacts with verbal communication. We can reinforce, contradict, substitute, complement or emphasize our verbal communication with non-verbal cues such as gestures, expressions and vocal inflection. Avoiding eye contact when we tell someone we love them communicates something far different than do spoken words, just as a bright smile when we say congratulations reinforces the sincerity of our words.

How to Improve Verbal and Non-verbal Communication

Verbal communication is enhanced when a person is an effective listener. Listening doesn’t simply mean hearing; it necessitates understanding another person’s point of view. Take the time to think before you speak to ensure that you articulate yourself clearly. Let other people interject and have the floor. Allow time for reflection on the subject at hand.

Watching other people’s body language, facial expressions and intonations, and being conscious of your own physicality and feelings can enhance non-verbal communication. Record yourself with both a video camera and an audio recorder to see how you communicate non-verbally. Are your gestures matching your words, or giving away what you’re really thinking? Being aware of what we say and how we say it is the first step to successful communication. The ability to adapt quickly to the situation and form of communication at hand is a skill that people continue to hone for a lifetime.

According to L. C. Bove and others, “Non-verbal communication is communication that takes place through non-verbal cues: through such form of non-verbal communication as gesture, eye contact, facial expression, clothing and space; and through the non-verbal vocal communication known as Para-language.”

According to Lesikar and Pettit, “Nonverbal communication means all communication that occurs without words (body movements, space, time, touch, voice patterns, color, layout, design of surroundings.)”

According to Himstreet and Baty, “Non-verbal communication includes any communication occurring without the use of words.”

According to Bovee and others: Verbal communication is the expression of information through language which is composed of words and grammar.”

According to Penrose and others, “Verbal communication consists of sharing thoughts thought the meaning of words.”

Characteristics of non-verbal communication

Non-verbal communication is any information that is communicated without using words. The important characteristics of non-verbal communication are as follows:

• No use of words: Non-verbal communication is a communication without words or language like oral or written communication. It uses gestures, facial expressions, eye contact, physical proximity, touching etc. for communicating with others.

• Culturally determined: Non-verbal communication is learnt in childhood, passed on to you by your parents and others with whom you associate. Through this process of growing up in a particular society, you adopt the taints and mannerisms of your cultural group.

• Different meaning: Non-verbal symbols can many meanings. Cross-culture aspects give various meanings to same expression in respect of non-verbal communication.

• Vague and imprecise: Non-verbal communication is quite vague and imprecise. Since in this communication there is no use of words or language which expresses clear meaning to the receiver.

• May conflict with verbal message: Non-verbal communication is so deeply rooted, so unconscious, that you can express a verbal message and then directly contradict it with a nonverbal message.

• Largely unconscious: Non-verbal communication is unconscious in the sense that it is usually not planned nor rehearsed. It comes almost instantaneously.

• Shows feelings and attitudes: Facial expressions, gestures, body movements, the way you use your eyes – all communicate your feelings and emotions to others.

• Informality: Non verbal communication does not follow any rules, formality or structure like other communication. Most of the cases people unconsciously and habitually engaged in non-verbal communication by moving the various parts of the body.

Comparison Chart

BASIS FOR COMPARISON	VERBAL COMMUNICATION	NON-VERBAL COMMUNICATION
Meaning	The communication in which the sender uses words to transmit the message to the receiver is known as verbal communication.	The communication that takes place between sender and receiver with the use of signs is known as non-verbal communication.
Types	Formal and Informal	Chronemics, Vocalics, Haptics, Kinesics, Proxemics, Artifacts.
Time Consuming	No	Yes
Chances of transmission of wrong message	Rarely happens.	Happens most of the time.
Documentary Evidence	Yes, in case of written communication.	No
Advantage	The Message can be clearly understood and immediate feedback is possible.	Helpful in understanding emotions, status, lifestyle and feelings of the sender.
Presence	The message can be transmitted through letters, phone calls, etc. so the personal presence of the parties, doesn't make any change.	The personal presence of both the parties to communication is a must.

Key Differences Between Verbal and Nonverbal Communication

The following points explain the difference between verbal and non-verbal communication in detail:

1. The use of words in communication is Verbal communication. The communication which is based on signs, not on words is Non-verbal communication.
2. There are very fewer chances of confusion in verbal communication between the sender and receiver. Conversely, the chances of misunderstanding and confusion in non-verbal communication are very much as the use of language is not done.
3. In verbal communication, the interchange of the message is very fast which leads to rapid feedback. In opposition to this, the non-verbal communication is based more on understanding which takes time and hence it is comparatively slow.
4. In verbal communication, the presence of both the parties at the place of communication is not necessary, as it can also be done if the parties are at different locations. On the other hand, for an effective non-verbal communication, both the parties must be there, at the time of communication.
5. In verbal communication, the documentary evidence is maintained if the communication is formal or written. But, there is no conclusive evidence  in case of non-verbal communication.
6. Verbal communication fulfils the most natural desire of humans – talk. In the case of Non-verbal communication, feelings, status, emotions, personality, etc are very easily communicated, through the acts done by the parties to the communication.

It complements the verbal communication many times, to understand the mindset and the status of the of the parties, which is not spoken by them, but it is an act of understanding. The types of Non-verbal communication are as under:

• Chronemics: The use of time in communication is chronemics, which speaks about the personality of the sender / receiver like punctuality, the speed of speech, etc.
• Vocalics: The volume, tone of voice and pitch used by the sender for communicating a message to the receiver is known as vocalics or paralanguage.
• Haptics: The use of touch in communication is the expression of feelings and emotions.
• Kinesics: It is the study of the body language of a person, i.e., gestures, postures, facial expressions, etc.
• Proxemics: The distance maintained by a person while communicating with others, communicates about the relationship of the person with others like intimate, personal, social and public.
• Artifacts: The appearance of a person speaks about his personality, i.e. by way of clothing, carrying jewellery, lifestyle, etc. This kind of communication is known as artifactual communication.

Communication Process

1. Sender: The sender or the communicator is the person who initiates the conversation and has conceptualized the idea that he intends to convey it to others.
2. Encoding: The sender begins with the encoding process wherein he uses certain words or non-verbal methods such as symbols, signs, body gestures, etc. to translate the information into a message. The sender’s knowledge, skills, perception, background, competencies, etc. has a great impact on the success of the message.
3. Message: Once the encoding is finished, the sender gets the message that he intends to convey. The message can be written, oral, symbolic or non-verbal such as body gestures, silence, sighs, sounds, etc. or any other signal that triggers the response of a receiver.
4. Communication Channel: The Sender chooses the medium through which he wants to convey his message to the recipient. It must be selected carefully in order to make the message effective and correctly interpreted by the recipient. The choice of medium depends on the interpersonal relationships between the sender and the receiver and also on the urgency of the message being sent. Oral, virtual, written, sound, gesture, etc. are some of the commonly used communication mediums.
5. Receiver: The receiver is the person for whom the message is intended or targeted. He tries to comprehend it in the best possible manner such that the communication objective is attained. The degree to which the receiver decodes the message depends on his knowledge of the subject matter, experience, trust and relationship with the sender.
6. Decoding: Here, the receiver interprets the sender’s message and tries to understand it in the best possible manner. An effective communication occurs only if the receiver understands the message in exactly the same way as it was intended by the sender.
7. Feedback: The Feedback is the final step of the process that ensures the receiver has received the message and interpreted it correctly as it was intended by the sender. It increases the effectiveness of the communication as it permits the sender to know the efficacy of his message. The response of the receiver can be verbal or non-verbal.

Note: The Noise shows the barriers in communications. There are chances when the message sent by the sender is not received by the recipient.

or

(1) Sender:

The person who intends to convey the message with the intention of passing information and ideas to others is known as sender or communicator.

(2) Ideas:

This is the subject matter of the communication. This may be an opinion, attitude, feelings, views, orders, or suggestions.

(3) Encoding:

Since the subject matter of communication is theoretical and intangible, its further passing requires use of certain symbols such as words, actions or pictures etc. Conversion of subject matter into these symbols is the process of encoding.

(4) Communication Channel:

The person who is interested in communicating has to choose the channel for sending the required information, ideas etc. This information is transmitted to the receiver through certain channels which may be either formal or informal.

(5) Receiver:

Receiver is the person who receives the message or for whom the message is meant for. It is the receiver who tries to understand the message in the best possible manner in achieving the desired objectives.

(6) Decoding:

The person who receives the message or symbol from the communicator tries to convert the same in such a way so that he may extract its meaning to his complete understanding.

(7) Feedback:

Feedback is the process of ensuring that the receiver has received the message and understood in the same sense as sender meant it.

What is Interpersonal Communication?

Interpersonal communication is the process by which people exchange information, feelings, and meaning through verbal and non-verbal messages: it is face-to-face communication.

Interpersonal communication is not just about what is actually said - the language used - but how it is said and the non-verbal messages sent through tone of voice, facial expressions, gestures and body language.

When two or more people are in the same place and are aware of each other's presence, then communication is taking place, no matter how subtle or unintentional.

Without speech, an observer may be using cues of posture, facial expression, and dress to form an impression of the other's role, emotional state, personality and/or intentions. Although no communication may be intended, people receive messages through such forms of non-verbal behaviour.

Elements of Interpersonal Communication

Much research has been done to try to break down interpersonal communication into a number of elements in order that it can be more easily understood. Commonly these elements include:

The Communicators

For any communication to occur there must be at least two people involved. It is easy to think about communication involving a sender and a receiver of a message. However, the problem with this way of seeing a relationship is that it presents communication as a one-way process where one person sends the message and the other receives it. While one person is talking and another is listening, for example.

In fact communications are almost always complex, two-way processes, with people sending and receiving messages to and from each other simultaneously. In other words, communication is an interactive process. While one person is talking the other is listening - but while listening they are also sending feedback in the form of smiles, head nods etc.

The Message

Message not only means the speech used or information conveyed, but also the non-verbal messages exchanged such as facial expressions, tone of voice, gestures and body language. Non-verbal behaviour can convey additional information about the spoken message. In particular, it can reveal more about emotional attitudes which may underlie the content of speech.

Noise

Noise has a special meaning in communication theory. It refers to anything that distorts the message, so that what is received is different from what is intended by the speaker. Whilst physical 'noise' (for example, background sounds or a low-flying jet plane) can interfere with communication, other factors are considered to be ‘noise’. The use of complicated jargon, inappropriate body language, inattention, disinterest, and cultural differences can be considered 'noise' in the context of interpersonal communication. In other words, any distortions or inconsistencies that occur during an attempt to communicate can be seen as noise.

Feedback

Feedback consists of messages the receiver returns, which allows the sender to know how accurately the message has been received, as well as the receiver's reaction. The receiver may also respond to the unintentional message as well as the intentional message. Types of feedback range from direct verbal statements, for example "Say that again, I don't understand", to subtle facial expressions or changes in posture that might indicate to the sender that the receiver feels uncomfortable with the message. Feedback allows the sender to regulate, adapt or repeat the message in order to improve communication.

Context

All communication is influenced by the context in which it takes place. However, apart from looking at the situational context of where the interaction takes place, for example in a room, office, or perhaps outdoors, the social context also needs to be considered, for example the roles, responsibilities and relative status of the participants. The emotional climate and participants' expectations of the interaction will also affect the communication.

Channel

The channel refers to the physical means by which the message is transferred from one person to another. In a face-to-face context the channels which are used are speech and vision, however during a telephone conversation the channel is limited to speech alone.

What is Interpersonal Communication

Wikipedia defines Interpersonal communication as “the process that we use to communicate our ideas, thoughts, and feelings to another person.” Though I agree with this definition, I find it vague.  I define Interpersonal Communication as the process we use to build relationships with others through communication by effectively doing the following:

• Understanding the other’s situation – in order to build a relationship with someone, we need to be aware of where the other person is coming from.
• Communicating in the right manner – it’s not just what we say that matters but also the tone we use and how we say it.  Additionally, by considering our understanding of the other person, we figure out how to best our intentions and ideas to that particular individual.
• Influencing them to listen and/or take action as needed – People are more likely to listen to us when we listen first to them and make efforts to establish common grounds.  When we approach any communication with the intention to create a win-win situation, that’s when we will maximize our influence on others and inspire them to action.

What are idioms?

Definition

An idiom (also called idiomatic expression) is an expression, word, or phrase that has a figurative meaning conventionally understood by native speakers. This meaning is different from the literal meaning of the idiom's individual elements. In other words, idioms don't mean exactly what the words say. They have, however, hidden meaning.

Examples

• "Kick the bucket"
• "Spill the beans"

The meaning of these expressions is different from the literal meaning or definition of the words of which they are made. Their meaning are however used figuratively. They mean respectively:

• "to die "
• "to tell people secret information"

An idiom is a phrase, or a combination of words, that has developed a figurative meaning through frequency of use. Idioms are a staple in many different languages, and are often shared across languages through numerous translations. They can be useful and even fun to use, but are also bound to confuse any new speaker of a language who isn’t familiar with the phrase’s cultural relevance.

actions speak louder than words

• Definition: Refers to the idea that it’s better to do something than just talk about it.
• Example: “He always tells his girlfriend that he loves her, but he never actually does anything nice for her. Someone should teach him that actions speak louder than words.”

add fuel to the fire

• Definition: Something that worsens an already bad situation.
• Example: “I wanted to intervene when they were yelling at each other, but that would have just added fuel to the fire.”

all bark and no bite

• Definition: Being verbally threatening, but unwilling to do anything significant.
• Example: “He keeps threatening to shut down our paper after we ran that article about him, but I don’t think he will. In my opinion, he’s all bark and no bite.”

at the drop of a hat

• Definition: A willingness to do something right away.
• Example: “Our boss expects us to show up in her office at the drop of a hat, even when we’re in a meeting with clients.”

beating around the bush

• Definition: Avoiding the main issue.
• Example: “I kept trying to steer the conversation back to his alibi, but he wouldn’t stop beating around the bush, bringing up things totally off-topic.”

a bird in the hand is worth two in the bush

• Definition: It’s better to have a small, secured advantage than the possibility of a bigger one. It’s better to stick with what you have than risk it for something greater.
• Example: “Someone offered me $100 to buy my old TV. I was hoping to sell it for $200, but I have a feeling this is the best offer I’ll get for a while, and I need that money now. A bird in the hand is worth two in the bush, right?”

blessing in disguise

• Definition: Something good and beneficial that did not initially seem that way.
• Example: “It was raining so hard that our cab was late, and we were late to our reservation at the restaurant. Turns out everyone who ate there that night got food poisoning. I guess the bad weather was a blessing in disguise!”

break a leg

• Definition: Something you say to someone you want to wish luck on.
• Example: “Is tonight your big performance? Break a leg!”

chip on your shoulder

• Definition: When someone is upset about something that happened a while ago.
• Example: “He has a chip on his shoulder from years of being bullied as a kid.”

come hell or high water

• Definition: Possible obstacles in your path.
• Example: “I promise you, come hell or high water, we are going to make it to your party tonight!”

cry over spilt milk

• Definition: Complaining about a loss or failure from the past.
• Example: “She was mad that he broke her vase, but it was an accident, and there’s no use crying over spilt milk anyway, so she forgave him.”

cut to the chase

• Definition: Skip the irrelevant parts, and go straight to the main point.
• Example: “Why don’t you just cut to the chase, and tell me where you hid my phone!”

hit the nail on the head

• Definition: Do or say exactly the correct thing.
• Example: “I really hit the nail on the head when I guessed they were getting married.”

piece of cake

• Definition: Something that is easy to understand or accomplish.
• Example: “My math homework last night was a piece of cake! I finished it ten minutes.”

slap on the wrist

• Definition: A mild punishment, such as a scolding.
• Example: “The cop pulled me over for speeding, but it was my first time so she just gave me a slap on the wrist.”

spill the beeans

• Definition: Tell a secret.
• Example: “My three-year-old spilled the beans about the surprise birthday party we were planning.”

taste of your own medicine

• Definition: When someone receives the same treatment, usually negative, that they gave someone else.
• Example: “That kid is always beating up other kids on the playground. I wish someone would give him a taste of his own medicine.”

a small group of words standing together as a conceptual unit, typically forming a component of a clause.

• A clause is a group of words containing a subject and verb. An independent clause is a simple sentence. It can stand on its own.

Examples:
She is hungry.
I am feeling well today.

• A dependent clause cannot stand on its own. It needs an independent clause to complete a sentence. Dependent clauses often begin with such words as although, since, if, when, and because.

Examples:
Although she is hungry …
Whoever is hungry …
Because I am feeling well …

Dependent	Independent
Although she is hungry,	she will give him some of her food.
Whatever they decide,	I will agree to.

• A phrase is a group of words without a subject-verb component, used as a single part of speech.

Examples:
Best friend (this phrase acts as a noun)
Needing help (this phrase acts as an adjective; see Adjectives and Adverbs)
With the blue shirt (this prepositional phrase acts as an adjective; see Prepositions)
For twenty days (this prepositional phrase acts as an adverb)

http://www.english-grammar-revolution.com/english-phrases.html
https://learnenglish.britishcouncil.org/en/english-grammar/clause-phrase-and-sentence/prepositional-phrases

http://www.chompchomp.com/terms/phrase.htm
https://www.skillsyouneed.com/ips/barriers-communication.html

http://www.english-grammar-revolution.com/idiomatic-expressions.html