Concept of Communication

Communication is the process of exchanging information, ideas, thoughts, feelings and emotions through speech, writing, or some other medium. It is a fundamental human activity that allows us to connect with others, express ourselves, and understand the world around us. Effective communication is essential for building and maintaining relationships, making decisions, and achieving personal and professional goals.

There are several different definitions of communication, including:

§       The process of transmitting information and meaning from one person or group to another.

§       The exchange of thoughts, messages, or information, as by speech, signals, writing, or behavior.

§       A two-way process of reaching mutual understanding, in which participants not only exchange information, news, ideas and feelings but also create and share meaning.

In summary, Communication is a process of exchanging information and ideas through different mediums, it’s a fundamental process that allows us to connect with others, express ourselves and understand the world around us.

Characteristics of Communication

(1)             A sender and a receiver: Communication involves at least two parties, a sender who encodes and sends a message, and a receiver who decodes and receives the message.

A company CEO sending an email to all employees is an example of a sender and receiver in communication. The CEO is the sender who encodes and sends the message, while the employees are the receivers who decode and receive the message.

(2)            A message: The message is the information or content that the sender wants to convey to the receiver. It can be verbal or nonverbal, written or spoken, and can take many forms, such as text, speech, images, or gestures.

A news anchor delivering a report on the current weather conditions is an example of a message in communication. The message is the information about the weather conditions that the news anchor wants to convey to the audience.

(3)            A medium: The medium is the means by which the message is transmitted, such as speech, writing, or body language. The choice of medium can affect the clarity, effectiveness, and impact of the communication.

A company using a website to communicate with its customers is an example of a medium in communication. The website is the medium through which the company sends its message to the customers.

(4)            Noise: Noise refers to any interference or distortion that can affect the clarity of the message, such as a poor phone connection, background noise, or a language barrier.

An example of noise in communication is background noise in a phone call between two people. The background noise can make it difficult for the people to hear each other, which can lead to a misinterpretation of the message.

(5)            Feedback: Feedback is the receiver’s response to the sender’s message, and it can be verbal or nonverbal. Feedback allows the sender to gauge the effectiveness of their communication and adjust their message if necessary.

A customer giving feedback to a store manager about the customer service they received is an example of feedback in communication. The customer’s feedback allows the store manager to gauge the effectiveness of their customer service and to make changes if necessary.

(6)            Context: The context of communication includes the physical, social, cultural, and historical factors that can affect the meaning of the message. Understanding the context can help both the sender and receiver to interpret the message correctly.

A message about a promotion for a product can be interpreted differently in different cultures, it is an example of context in communication. The promotion may be seen as a good deal in one culture, while it may be seen as too expensive in another culture.

(7)            Symmetrical and Asymmetrical: Communication can be symmetrical, meaning that both sender and receiver have equal power, or asymmetrical, meaning that one party has more power than the other.

An example of symmetrical communication is a conversation between two friends, while an example of asymmetrical communication is a lecture given by a professor to a class.

(8)            Interpersonal or Mass Communication: communication can be interpersonal or mass communication, depending on the number of people involved. Interpersonal communication takes place between two people, while mass communication takes place between a sender and a large audience.

A face-to-face conversation between two people is an example of interpersonal communication, while a news broadcast on television is an example of mass communication.

(9)            Continuous process: Communication is a continuous process, it starts when the sender encodes the message and ends when the receiver decodes the message. The process of communication can be repeated multiple times to ensure that the message is understood correctly.

A salesperson following up with a customer to ensure they are satisfied with their purchase is an example of a continuous process in communication. The salesperson starts by sending the initial message, then follows up to ensure that the message was received and understood correctly.

(10)         Dynamic: Communication is dynamic and can change over time. The meaning of the message can change depending on the context, culture, and the relationship between the sender and the receiver.

A company’s message about a new product can change over time, it’s an example of dynamic in communication. Initially, the company may focus on the product’s features, but as the product becomes more established in the market, the company may focus on the benefits the product offers to customers.

Creative Memorizing Technique (TITANIC)

T – Transmission

I – Interaction

T – Transfer

A – Adaptation

N – Noise

I – Intention

C – Context

Communication Process

The communication process is a sequence of events that occur as a message is transmitted from a sender to a receiver. It can be broken down into six main components:

(1)    Sender: The sender is the person or entity that originates the message. They use their knowledge, experience, and perspective to encode the message in a way that they believe will be understood by the receiver.

(2)   Message: The message is the information or content that the sender wants to convey. It can be verbal or nonverbal, written or spoken, and can take many forms, such as text, speech, images, or gestures.

(3)   Encoding: Encoding is the process of converting the sender’s thoughts and ideas into a form that can be transmitted. This involves selecting the words, symbols, or nonverbal cues that will convey the intended meaning.

(4)   Channel: The channel is the medium through which the message is transmitted. It can be a verbal or nonverbal medium such as speech, writing, or body language. The choice of channel can affect the clarity, effectiveness, and impact of the communication.

(5)   Receiver: The receiver is the person or entity that receives the message. They use their own knowledge, experience, and perspective to decode the message and interpret its meaning.

(6)   Decoding: Decoding is the process of interpreting the message and understanding its meaning. This can be affected by the receiver’s previous experiences, culture, and context.

(7)   Feedback: Feedback is the receiver’s response to the sender’s message. It can be verbal or nonverbal and allows the sender to gauge the effectiveness of their communication and adjust their message if necessary.

(8)   Noise: Noise refers to any interference or distortion that can affect the clarity of the message, such as a poor phone connection, background noise, or a language barrier.

(9)   Context: The context of communication includes the physical, social, cultural, and historical factors that can affect the meaning of the message. Understanding the context can help both the sender and receiver to interpret the message correctly.

It’s important to note that the communication process is not always linear and can involve multiple rounds of encoding, transmission, decoding, and feedback. Additionally, the process can be affected by various factors such as culture, context, and the relationship between the sender and the receiver. The communication process can be one way or two-way, and the process can be affected by the medium used.

An example of the communication process:

(1)    Sender: A manager at a company

(2)   Message: The manager wants to inform all employees about a change in company policy

(3)   Encoding: The manager writes a memo outlining the change in policy and distributes it to all employees

(4)   Channel: The memo is the channel through which the message is transmitted

(5)   Receiver: All employees of the company

(6)   Decoding: Each employee reads the memo and interprets the message, understanding the change in company policy

(7)   Feedback: Some employees may have questions or concerns and provide feedback to the manager through a meeting or email

(8)   Noise: Background noise in the office may make it difficult for some employees to hear the manager during the meeting.

(9)   Context: The change in policy may be seen differently by employees in different departments or with different job roles. Understanding the context can help the manager to explain the change in a way that is most relevant to each employee.

Communication as a to way process

Communication is often described as a two-way process because it involves both sending and receiving messages. A sender encodes and sends a message, and a receiver decodes and receives the message, providing feedback to the sender. This back-and-forth interaction allows for mutual understanding and the ability to adjust the message if necessary.

In two-way communication, both the sender and the receiver play active roles. The sender is responsible for encoding the message in a clear and appropriate way, while the receiver is responsible for decoding the message and providing feedback. The receiver’s feedback allows the sender to gauge the effectiveness of their communication and make adjustments if necessary.

Two-way communication can take many forms, such as face-to-face conversation, telephone calls, email exchanges, and online chats. It can also occur between individuals or groups, and in formal or informal settings.

Two-way communication is important for building and maintaining relationships, making decisions, and achieving personal and professional goals. It allows for open and honest exchange of ideas and information, and it enables the sender and receiver to understand each other’s perspectives, values, and needs.

In summary, Communication is a two-way process, it requires active involvement of both the sender and the receiver, and it enables mutual understanding and the ability to adjust the message if necessary. It is essential for building and maintaining relationships, making decisions and achieving personal and professional goals.

Purpose of Business Communication

(1)    To convey information: The most basic purpose of business communication is to convey information from one person or group to another. For example, a manager might send an email to their team to inform them about an upcoming meeting, including the date, time, location and the agenda of the meeting. This is important to ensure that everyone is aware of what is happening within the company and can prepare accordingly.

(2)   To give instructions: Business communication is often used to give instructions or directions to employees or other stakeholders. For example, a supervisor might give instructions to a new employee on how to perform a specific task, such as operating a machine or using a software. This helps to ensure that everyone is aware of what is expected of them and can carry out their duties efficiently.

(3)   To build relationships: Business communication is also used to establish and maintain relationships with customers, clients, suppliers, and other stakeholders. For example, a salesperson might call a potential customer to introduce themselves and build a relationship by inquiring about the customer’s needs and offering solutions to their problems. This helps to foster a positive image of the company and increase the chances of a successful business transaction.

(4)   To persuade or influence: Business communication is often used to persuade or influence others to take a certain action. For example, a marketing campaign might use persuasive language and imagery to influence customers to buy a product. This is essential to increase sales and revenue for the company.

(5)   To negotiate: Business communication is often used to negotiate deals, contracts, and other agreements. For example, a buyer might use communication to negotiate the price of a product with a supplier, discussing the quality, quantity and delivery date of the product. This helps to ensure that both parties are satisfied with the terms of the agreement and can move forward with the business transaction.

(6)   To resolve conflicts: Business communication is also used to resolve conflicts that arise within or between organizations. For example, a manager might use communication to mediate a dispute between two employees, by listening to both sides of the story and finding a solution that is fair for all parties involved. This helps to maintain a positive working environment and prevents conflicts from escalating.

(7)   To make decisions: Business communication is often used to gather information and make decisions. For example, a team might use communication to discuss and decide on a course of action for a new project, by sharing ideas, discussing pros and cons, and reaching a consensus. This helps to ensure that the decision is well-informed and has the support of the team.

(8)   To share ideas and feedback: Business communication is also used to share ideas and give feedback to others. For example, an employee might use communication to provide constructive feedback to their manager, by highlighting areas that need improvement and suggesting solutions. This helps to improve the overall performance of the company and fosters a culture of open communication.

(9)   To establish policies and procedures: Business communication is used to establish policies and procedures within an organization. For example, a company might use communication to distribute a new employee handbook, outlining the company’s policies on attendance, dress code, and conduct. This helps to ensure that everyone is aware of the expectations and can comply with them.

(10)         To create a corporate image: Business communication is also used to create a corporate image and reputation. For example, a company might use communication to promote a positive image through advertising, public relations, and social media, by highlighting its achievements, values, and commitment to social responsibility. This helps to establish trust and credibility with customers and stakeholders, and enhance the company’s reputation in the market.

Creative Memorizing Technique (I N C E P T I O N)

(1)    I – Information

(2)   N – Negotiation

(3)   C – Coordination

(4)   E – Education

(5)   P – Persuasion

(6)   T – Teamwork

(7)   I – Problem-solving

(8)   O – Organization

(9)   N – Orientation

Importance of Business Communication in Management

(1)    Facilitating decision-making: Effective business communication enables managers to access and share relevant information, which is crucial for making informed decisions. For example, a manager can gather information from various departments in the company through regular meetings and email communications to make a decision about the company’s budget.

(2)   Building and maintaining relationships: Business communication helps managers to build and maintain positive relationships with employees, customers, suppliers, and other stakeholders. For example, a manager can use regular check-ins and one-on-one meetings with employees to build strong working relationships, and communication with customers to build customer loyalty.

(3)   Facilitating teamwork and collaboration: Business communication is essential for facilitating teamwork and collaboration among employees. For example, regular team meetings and clear lines of communication can help to ensure that everyone is on the same page and working towards the same goals.

(4)   Motivating employees: Good business communication can be used to motivate employees by providing clear expectations and feedback on performance. For example, a manager can use regular performance evaluations and one-on-one meetings to provide constructive feedback and recognition for a job well done.

(5)   Communicating change: Business communication is crucial for communicating change effectively, whether it is a change in company policy or a change in the company’s direction. For example, a manager can use a company-wide memo or town hall meeting to communicate a change in company policy and to address any concerns employees may have.

(6)   Managing conflicts: Business communication can be used to manage conflicts that may arise within the company. For example, a manager can use effective communication skills to listen to both sides of a dispute and to help find a solution that is fair for all parties involved.

(7)   Building trust: Business communication helps to build trust between managers and employees, customers, suppliers, and other stakeholders. For example, a manager can use transparent and honest communication to build trust with employees by keeping them informed about company plans and decisions, and by addressing any concerns they may have.

(8)   Improving efficiency: Effective business communication can help managers to improve efficiency by streamlining processes and reducing confusion and misunderstandings. For example, a manager can use clear and concise communication to delegate tasks and responsibilities, which can help employees to work more effectively and efficiently.

(9)   Promoting accountability: Business communication can be used to promote accountability by setting clear expectations and holding employees accountable for their actions. For example, a manager can use regular performance evaluations and one-on-one meetings to provide feedback and to hold employees accountable for meeting performance goals.

(10)         Compliance: Business communication is important for ensuring compliance with laws, regulations, and industry standards. For example, a manager can use regular communication to ensure that employees are aware of and understand their obligations under the law and to ensure that the company is in compliance with industry standards.

Creative Memorizing Technique (S P I D E R M A N)

(1)    S – Streamlines internal processes

(2)   P – Promotes better relationships with clients

(3)   I – Increases productivity and efficiency

(4)   D – Decision making

(5)   E – Enhances reputation and image

(6)   R – Reduces misunderstandings and conflicts

(7)   M – Minimizes errors and mistakes

(8)   A – Aids in problem solving

(9)   N – Necessary for effective teamwork and collaboration

Types of Communication

Communication can be broken down into several different categories based on the channel or network used, the direction of the message, and the method of expression.

Channel or network:

(1)     Formal communication uses a pre-determined and structured channel, such as meetings, reports, or emails.

(2)     Informal communication uses a less structured channel, such as casual conversations or water cooler talk.

Direction of message:

(1)     Downward communication flows from a higher level of authority to a lower level, such as a manager to an employee.

(2)     Upward communication flows from a lower level of authority to a higher level, such as an employee to a manager.

(3)     Horizontal communication flows between peers, such as between co-workers or team members.

(4)    Diagonal communication flows between people who are not directly related by hierarchy or department, such as between different departments or teams.

Method of expression:

(1)     Oral communication is spoken, such as face-to-face conversations, phone calls, or video conferencing.

(2)     Written communication is in the form of written documents, such as emails, reports, or memos.

(3)     Gestural communication is nonverbal, such as body language, facial expressions, or other visual cues.

Channel of Communication

Formal communication

Formal communication is a planned and deliberate process that follows established protocols and rules. It is usually used for official business and follows a clear hierarchy. Examples of formal communication include:

(1)     Meetings: Formal meetings are organized to discuss specific topics and make decisions.

(2)     Emails: Formal emails are used to convey important information and are usually written in a professional and formal tone.

(3)     Memorandums: Memorandums are short written documents that are used to convey important information within an organization.

Informal communication

Informal communication is more casual and spontaneous, and it is used to build relationships and share information. It does not follow a clear hierarchy or established protocols, and it may not be as structured or planned as formal communication. Examples of informal communication include:

(1)     Water cooler talk: Informal conversations that take place during breaks or lunchtime.

(2)     Hallway conversations: Quick conversations that take place in the hallway or around the office.

(3)     Informal Meetings: Small groups of people gather for an informal meeting to discuss a specific topic without a formal agenda

Overall, both formal and informal communication have their own advantages and disadvantages, and organizations often use a combination of both to achieve their goals.

Advantages of formal communication

(1)     Clarity and Precision: Formal communication is clear and precise, as it follows established protocols and rules. This ensures that the message is communicated effectively and understood by the intended audience.

(2)     Official Record: Formal communication is often recorded and kept on file, which can be useful for reference and documentation purposes.

(3)     Legal Implications: Formal communication is often used for official business and legal matters, and it can be used as evidence in court if necessary.

(4)    Following Hierarchy: Formal communication follows a clear hierarchy, which ensures that messages are communicated to the right person and that there is a clear chain of command.

(5)     Professionalism: Formal communication is professional and appropriate for business settings, which helps to maintain a positive image and reputation for the organization.

(6)    Better Decision Making: Formal communication is often used to make decisions and solve problems, which can be beneficial for the organization.

(7)     Structured and Controlled: Formal communication is structured and controlled, which allows for a well-organized and efficient flow of information.

In summary, formal communication is useful for official business, legal matters, and decision making, it is structured, controlled, and follows a clear hierarchy, which results in a more efficient and professional communication within an organization.

Creative Memorizing Technique (G O D F A T H E R)

(1)     G – Gathers useful information quickly

(2)     O – Optimizes workflows and processes

(3)     D – Develops effective relationships with customers and partners

(4)    F – Facilitates effective decision making

(5)     A – Avoids errors and misunderstandings

(6)    T – Transmits ideas, feedback and suggestions

(7)     H – Helps to resolve conflicts and problems

(8)    E – Enhances overall communication and teamwork

(9)    R – Represents the company’s image and reputation

Disadvantages of formal communication

(1)     Rigidity: Formal communication is often rigid and inflexible, which can make it difficult to adapt to changing situations or unexpected events.

(2)     Bureaucracy: Formal communication often involves bureaucracy and red tape, which can slow down the communication process and make it less efficient.

(3)     Formality and Stiffness: Formal communication can be perceived as too formal and stiff, which can make it difficult to build relationships and create a sense of community within the organization.

(4)    Lack of Creativity: Formal communication is often focused on following established protocols and rules, which can stifle creativity and innovation.

(5)     Time-consuming: Formal communication can be time-consuming, as it often involves multiple levels of approval and review before a message can be communicated.

(6)    Lack of Feedback: Formal communication often lacks immediate feedback, which can make it difficult to gauge the effectiveness of the message and make necessary adjustments.

(7)     Limited Audience: Formal communication often has a limited audience and is not accessible to everyone in the organization, which can lead to a lack of buy-in and participation from all members.

In summary, formal communication is often seen as rigid, bureaucratic, and time-consuming, it can limit creativity and feedback, and restrict the audience. This can make it less effective for building relationships and creating a sense of community within an organization.

Creative Memorizing Technique (I R O N M A N)

(1)     I – Inefficiency caused by lack of organization

(2)     R – Risk of misinterpretation or miscommunication

(3)     O – Overreliance on technology

(4)    N – Noise pollution and distractions

(5)     M – Mismanagement of communication channels

(6)    A – Adverse effects on personal relationships

(7)     N – Negative impact on productivity

Grapevine and its features

The grapevine is a term used to describe the informal communication network within an organization. It is often referred to as the “rumor mill” and is characterized by the spread of information, rumors, and gossip through personal conversations and informal channels.

The following are some of the features of grapevine communication:

(1)     Spontaneous: The grapevine is a spontaneous and unstructured form of communication that does not follow a clear hierarchy or established protocols.

(2)     Multidirectional: The flow of information on the grapevine can be multidirectional, with information flowing in multiple directions and between different levels of an organization.

(3)     Personal: The grapevine is often based on personal relationships and connections, and it is often used to share information and support each other.

(4)    Speed: The grapevine can spread information quickly and widely, which can be both beneficial and detrimental to an organization.

(5)     Lack of Control: The grapevine is not under the control of the organization, which can make it difficult to manage or regulate the flow of information.

(6)    Impact: The grapevine can have a significant impact on the organization, as it can affect employee morale, productivity, and the reputation of the organization.

(7)     Influence: The grapevine can be influenced by various factors such as personal relationships, shared interests, and cultural backgrounds, which can affect the flow and effectiveness of the communication.

Creative Memorizing Technique (A V E N G E R S)

(1)     A – Anonymous: Grapevine communication is often informal and anonymous, with the identity of the sender and receiver being unknown.

(2)     V – Voluntary: Grapevine communication is voluntary, and individuals can choose whether or not to participate in it.

(3)     E – Emotional: Grapevine communication is often emotional and can include gossip, rumors, and speculation.

(4)    N – Non-official: Grapevine communication is not officially sanctioned or controlled by the organization.

(5)     G – Global: Grapevine communication can spread rapidly throughout an organization, affecting multiple departments and levels of the company.

(6)    E – Endless: The grapevine is an endless network, which means that the communication can flow through various people and departments.

(7)     R – Resistant to change: Grapevine communication can be resistant to change and may continue to spread even after official communication has been released.

(8)       S – Spontaneous: The grapevine is a spontaneous and unstructured form of communication that does not follow a clear hierarchy or established protocols.

Types of grapevine chain

There are several types of grapevine chains that can occur within an organization, including:

(1)     Single Strand: This is the simplest type of grapevine chain, where information is passed from one person to another, without branching out or spreading to multiple people.

(2)     Cluster: This type of grapevine chain involves multiple people passing information to one another within a small group or “cluster” of individuals.

(3)     Chain: This type of grapevine chain involves information passing from one person to another in a linear fashion, similar to a chain.

(4)    Wheel: This type of grapevine chain involves information passing from one person to another in a circular fashion, similar to a wheel.

(5)     All-Channel: This type of grapevine chain involves information passing through all members of the organization, without any specific pattern or direction.

(6)    Rumor Chain: This type of grapevine chain is specific to rumors, where unverified information is passed from one person to another, often with embellishments and distortions.

Advantages of informal communication

(1)     Flexibility: Informal communication is more flexible than formal communication, which allows for a more dynamic and adaptive flow of information.

(2)     Speed: Informal communication can spread information quickly and widely, which can be beneficial for the organization in terms of decision making and problem solving.

(3)     Building Relationships: Informal communication is used to build relationships and establish rapport, which can be beneficial for creating a sense of community and trust within the organization.

(4)    Creativity: Informal communication allows for more creativity and innovation, as it is less constrained by established protocols and rules.

(5)     Feedback: Informal communication often allows for immediate feedback, which can help to gauge the effectiveness of the message and make necessary adjustments.

(6)    Accessible: Informal communication is often more accessible to everyone in the organization, which can lead to a better buy-in and participation from all members.

(7)     Unofficial: Informal communication is often unofficial, which allows for a more open discussion and a candid exchange of ideas.

In summary, informal communication is more flexible, fast, and accessible than formal communication, and it is beneficial for building relationships, encouraging creativity, and getting feedback. It allows for a more open discussion and a candid exchange of ideas, which can be beneficial for the organization.

Creative Memorizing Technique (G L A D I A T O R)

(1)    G – Generates informal relations : Informal communication can help generate informal relations among the employees and create a friendly work environment.

(2)   L – Less formal : Informal communication is less formal and can be more relaxed and less structured than formal communication.

(3)   A – Allows for quick resolution of problems: Informal communication can help resolve problems and conflicts quickly, as it is often less formal and more direct.

(4)   D – Develops trust and understanding: Informal communication can help develop trust and understanding among employees, as it allows for more open and honest communication.

(5)   I – Improves morale and motivation: Informal communication can help improve morale and motivation among employees, as it allows them to express themselves more freely.

(6)   A – Aids in building relationships: Informal communication can help build relationships among employees, as it allows them to connect on a personal level.

(7)   T – Transmits unofficial information: Informal communication can transmit unofficial information and gossip which might not be communicated through formal means.

(8)   O – Offers flexibility: Informal communication is more flexible and adaptable than formal communication and can be used in various situations.

(9)   R – Reduces stress: Informal communication can reduce stress among employees, as it allows them to express their thoughts and feelings more freely.

Disadvantages of informal communication

(1)     Lack of Control: Informal communication is not under the control of the organization, which can make it difficult to manage or regulate the flow of information.

(2)     Miscommunication: Informal communication is less structured and formal than formal communication, which can lead to misunderstandings and miscommunication.

(3)     Inaccuracy: Informal communication is often based on personal interpretation and perspective, which can lead to inaccuracies and misinterpretations of information.

(4)    Gossip and Rumors: Informal communication can be a source of gossip and rumors, which can have a negative impact on the organization and individual employees.

(5)     Lack of Official Record: Informal communication is not often recorded, which can make it difficult to refer back to or use as evidence in legal matters.

(6)    Lack of Professionalism: Informal communication can be perceived as less professional and appropriate for business settings, which can negatively impact the reputation and image of the organization.

(7)     Inefficiency: Informal communication can be less efficient than formal communication, as it may not follow established protocols and rules, and it may not be directed through a clear hierarchy.

In summary, informal communication is unstructured and not under the control of the organization, which can lead to inaccuracies, rumors, and lack of professionalism. It can also be less efficient and less effective for official matters and decision making. However, it is important to note that informal communication can be used in conjunction with formal communication to achieve the goals of the organization.

Creative Memorizing Technique (T E R M I N A T O R)

(1)    T – Transmits false information: Informal communication can transmit false information or rumors, which can lead to confusion and mistrust among employees.

(2)   E – Encourages gossip: Informal communication can encourage gossip, which can be harmful to the organization and its employees.

(3)   R – Reduces accountability: Informal communication can reduce accountability, as there is often no official record of the communication.

(4)   M – Miscommunication: Informal communication can lead to miscommunication, as it is often informal and less structured.

(5)   I – Inefficient: Informal communication can be inefficient, as it is not always directed to the right person or department.

(6)   N – Not suitable for serious matters: Informal communication is not suitable for serious matters or important decisions, as it is not official and may not be taken seriously.

(7)   A – Adversely affects relationships: Informal communication can adversely affect relationships among employees, as it can be used to spread rumors and gossip.

(8)   T – Time-consuming: Informal communication can be time-consuming, as it is not always focused on specific tasks or goals.

(9)   O – Offers no legal protection: Informal communication offers no legal protection for the organization, as there is no official record of the communication.

(10)         R – Reduced control over message: Informal communication can reduce control over the message, as it is not directed or controlled by the organization.

Difference between formal and informal communication

Formal Communication v/s Informal Communication

(1)     Structure: Following established protocols and rules, structured and controlled. Less structured and spontaneous.

(2)     Hierarchy: Follows a clear hierarchy, directed through a clear chain of command. Not bound by hierarchy, can flow in multiple directions and between different levels of an organization.

(3)     Purpose: Official business, legal matters, decision making, and problem solving. Building relationships, sharing information, and creating a sense of community.

(4)    Channels: Meetings, emails, memorandums, and official documents. Personal conversations, water cooler talk, hallway conversations, and text messages.

(5)     Tone: Professional, appropriate for business settings. Casual, relaxed and friendly

(6)    Feedback: Limited feedback, decisions are often made after consultation with superiors. Immediate feedback, decisions are often made on the spot

(7)     Audience: Limited audience, often not accessible to everyone in the organization. More accessible to everyone in the organization

(8)    Record: Often recorded and kept on file for reference and documentation purposes. Not recorded, which can make it difficult to refer back to or use as evidence in legal matters.

In summary, formal communication is structured, controlled, and follows a clear hierarchy, it is used for official business, legal matters, decision making, and problem solving. On the other hand, informal communication is less structured, spontaneous, and not bound by hierarchy, it is used to build relationships, share information, and create a sense of community.

Point of Comparison	Formal Communication	Informal Communication
Purpose	Specific and official	No specific purpose or socializing
Structure	Rigid and follows a specific format	No specific structure
Language	Formal and technical language	Casual and colloquial language
Tone	Professional and objective	Personal and subjective
Audience	Large and diverse	Small and specific
Setting	Official and formal	Informal and casual
Channel	Written or formal presentations	Verbal or informal conversation
Feedback	Immediate feedback may not be expected	Immediate feedback is expected

Downward Communication and Its Modes

Downward communication refers to the flow of information and messages from higher levels of an organization to lower levels. It can take place through various modes, including:

(1)     Written communication: This can include memos, reports, emails, and other written forms of communication that are sent from higher-ups to employees or subordinates.

(2)     Verbal communication: This can include face-to-face meetings, conference calls, and other forms of verbal communication that allow for immediate feedback and discussion.

(3)     Formal presentations: This can include company-wide meetings, town hall meetings, and other formal presentations that are given by higher-ups to inform and update employees on important issues and developments.

(4)    Electronic communication: This can include intranet, messages, and other forms of electronic communication that are used to convey information and updates to employees in a timely and efficient manner.

(5)     Posters, bulletins, and notices: This includes the use of visual aids like posters, bulletins, and notices to communicate important information and updates to employees in a common area.

(6)    Directives and instructions: This includes the use of specific instructions and directives given by superiors to their subordinates to complete specific tasks or reach certain goals.

(7)     Policies and procedures: This includes the use of written guidelines and policies that outline how employees should perform their job and conduct themselves in the workplace.

Advantages and disadvantages of downward communication

Advantages of downward communication:

(1)     Clarity: Downward communication helps to ensure that instructions, expectations, and goals are clearly communicated to employees, reducing confusion and misunderstandings.

(2)     Efficiency: Downward communication allows for a more efficient flow of information, as instructions and updates can be quickly and easily relayed to employees.

(3)     Control: Downward communication allows for better control and management of employees, as superiors can give specific instructions and directives for tasks and projects.

(4)    Feedback: Downward communication allows for superiors to receive feedback from employees, which can help to improve the organization and its operations.

(5)     Compliance: Downward communication helps to ensure that employees are aware of and comply with company policies and procedures, reducing the risk of errors and accidents.

Disadvantages of downward communication:

(1)     Limited input: Downward communication often results in employees having limited input or involvement in decision-making and goal-setting, which can result in a lack of commitment and motivation.

(2)     One-way flow: Downward communication is often one-way, meaning that employees may not have the opportunity to ask questions or give feedback, which can lead to misunderstandings and resentment.

(3)     Limited creativity: Downward communication can stifle creativity and innovation, as employees may feel that they are unable to think outside of the instructions and directives given to them.

(4)    Resistance: Downward communication can lead to resistance and resentment among employees, especially if they feel that they are not being given enough autonomy or that their opinions are not being valued.

(5)     Miscommunication: Downward communication can be prone to miscommunication, as messages may be misinterpreted or misunderstood. This is especially likely when communication is done through written forms like email or memos, where tone and context may be difficult to interpret.

Upward Communication and Its Modes

Upward communication refers to the flow of information and messages from lower levels of an organization to higher levels. It can take place through various modes, including:

(1)     Written communication: This can include reports, suggestions, feedback, and other written forms of communication that are sent from employees or subordinates to higher-ups.

(2)     Verbal communication: This can include face-to-face meetings, conference calls, and other forms of verbal communication that allow for immediate feedback and discussion.

(3)     Surveys and questionnaires: This can include feedback forms, employee satisfaction surveys, and other methods of collecting data and opinions from employees in a structured way.

(4)    Suggestion boxes: This can include physical or digital suggestion boxes where employees can submit ideas and suggestions anonymously or openly.

(5)     Grievance procedures: This includes a formal process for employees to submit complaints and grievances to higher-ups.

(6)    Performance evaluations: This includes regular evaluations of employee performance and it’s a way to communicate the employee’s strengths and weaknesses to the superiors.

(7)     Virtual or digital platforms: This includes the use of virtual platforms such as intranet or software that facilitates upward communication through chat or discussion boards.

(8)    Informal communication: This can include casual conversations, informal meetings, and other opportunities for employees to speak with higher-ups informally and provide feedback and suggestions.

Advantages and disadvantages of upward communication

Advantages of upward communication:

(1)     Employee engagement: Upward communication allows for employees to have a voice in the organization, which can increase their engagement and motivation.

(2)     Problem-solving: Upward communication allows for employees to bring problems and concerns to the attention of higher-ups, which can lead to more effective problem-solving and decision-making.

(3)     Improved communication: Upward communication helps to ensure that there is a two-way flow of communication in the organization, which can lead to better understanding and collaboration.

(4)    Innovation: Upward communication allows for employees to share new ideas and suggestions, which can lead to increased innovation and creativity.

(5)     Improved relationships: Upward communication can help to improve relationships between employees and management, as employees feel that their opinions and feedback are valued.

Disadvantages of upward communication:

(1)     Limited response: Upward communication may not always receive a response or action from higher-ups, which can lead to employee frustration and disengagement.

(2)     Fear of retaliation: Some employees may be hesitant to speak up or share negative feedback due to fear of retaliation or negative consequences.

(3)     Limited reach: Upward communication may not reach all levels of management or decision-makers, which can limit its effectiveness.

(4)    Limited understanding: Higher-ups may not fully understand or appreciate the perspectives and experiences of employees, which can lead to misunderstandings or ineffective communication.

(5)     Time-consuming: Upward communication can be time-consuming, both for employees and management, which can take away from other important tasks and responsibilities.

Difference between upward and downward communication

(1)     Direction: Upward communication flows from subordinates to superiors, while downward communication flows from superiors to subordinates.

(2)     Purpose: Upward communication is typically used to provide feedback, suggestions, and information to superiors, while downward communication is typically used to convey official information, directives, and instructions to employees.

(3)     Tone: Upward communication is often more informal and open-ended, allowing for employees to express their opinions, ideas, and concerns, while downward communication is often more formal and structured.

(4)    Feedback: Upward communication tends to focus on creating two-way dialogue and allows employees to provide feedback and suggestions to superiors, while downward communication tends to focus on conveying information and directives.

(5)     Control: Upward communication allows for employee participation and input in decision-making, while downward communication allows for superiors to have control and give instructions to employees.

(6)    Autonomy: Upward communication allows for employees to have autonomy and express their opinions, while downward communication allows for superiors to give instructions and maintain control over the organization.

Horizontal communication and its objectives

Horizontal communication refers to the flow of information and messages between individuals and groups that are on the same level of an organization. Its objectives can include:

(1)     Coordination: Horizontal communication helps to coordinate the efforts and activities of individuals and groups that are working on the same project or task, ensuring that everyone is on the same page and working towards the same goal.

(2)     Problem-solving: Horizontal communication allows for the sharing of information and ideas, which can lead to more effective problem-solving and decision-making.

(3)     Communication: Horizontal communication helps to establish and maintain good communication between individuals and groups, which can lead to better understanding and collaboration.

(4)    Sharing of resources: Horizontal communication allows individuals and groups to share resources, such as knowledge, skills, and information, which can lead to increased productivity and efficiency.

(5)     Building relationships: Horizontal communication can help to build relationships and trust between individuals and groups, which can lead to a more positive and supportive work environment.

(6)    Innovation: Horizontal communication allows for the sharing of new ideas and suggestions, which can lead to increased innovation and creativity.

(7)     Conflict resolution: Horizontal communication can be used to resolve conflicts that may arise between individuals and groups, which can improve the overall functioning of the organization.

(8)    Continuity: Horizontal communication allows for the preservation of important information and knowledge within the organization, which can help to maintain continuity in case of employee turnover or other changes.

Creative Memorizing Technique (P R E S T I G E)

(1)    P – Providing accurate and timely information to the employees

(2)   R – Resolving conflicts and issues within the organization

(3)   E – Enhancing teamwork and collaboration among employees

(4)   S – Sharing knowledge and expertise within the organization

(5)   T – Transmitting important decisions and updates to all employees

(6)   I – Improving communication flow and efficiency within the organization

(7)   G – Gathering feedback and suggestions from employees

(8)   E – Ensuring consistency and coherence in communication throughout the organization

Advantages and disadvantages of horizontal communication

Advantages of horizontal communication:

(1)     Coordination: Horizontal communication helps to coordinate the efforts and activities of individuals and groups that are working on the same project or task, ensuring that everyone is on the same page and working towards the same goal.

(2)     Problem-solving: Horizontal communication allows for the sharing of information and ideas, which can lead to more effective problem-solving and decision-making.

(3)     Improved communication: Horizontal communication helps to establish and maintain good communication between individuals and groups, which can lead to better understanding and collaboration.

(4)    Sharing of resources: Horizontal communication allows individuals and groups to share resources, such as knowledge, skills, and information, which can lead to increased productivity and efficiency.

(5)     Building relationships: Horizontal communication can help to build relationships and trust between individuals and groups, which can lead to a more positive and supportive work environment.

Disadvantages of horizontal communication:

(1)     Limited reach: Horizontal communication is often limited to a specific group or department, which can limit its effectiveness in addressing larger organizational issues.

(2)     Conflict: Horizontal communication can lead to conflicts between individuals and groups, especially if there are competing interests or goals.

(3)     Lack of hierarchy: Horizontal communication may lack the structure and hierarchy of upward or downward communication, which can lead to confusion or misunderstandings.

(4)    Limited feedback: Horizontal communication may not provide employees with feedback or guidance from higher-ups, which can limit their growth and development.

(5)     Time-consuming: Horizontal communication can be time-consuming, as individuals and groups may need to meet and discuss issues, which can take away from other important tasks and responsibilities.

Diagonal communication and its objectives

Diagonal communication refers to the flow of information and messages between individuals and groups that are on different levels or in different departments within an organization. Its objectives can include:

(1)     Collaboration: Diagonal communication allows for collaboration between different levels and departments within an organization, which can lead to increased creativity and problem-solving.

(2)     Integration: Diagonal communication helps to integrate different perspectives and ideas from different levels and departments, which can lead to more effective decision-making and improved organizational functioning.

(3)     Communication: Diagonal communication helps to establish and maintain communication between different levels and departments, which can lead to better understanding and cooperation.

(4)    Sharing of resources: Diagonal communication allows individuals and groups to share resources, such as knowledge, skills, and information, which can lead to increased productivity and efficiency.

(5)     Building relationships: Diagonal communication can help to build relationships and trust between different levels and departments, which can lead to a more positive and supportive work environment.

(6)    Innovation: Diagonal communication allows for the sharing of new ideas and suggestions, which can lead to increased innovation and creativity.

(7)     Conflict resolution: Diagonal communication can be used to resolve conflicts that may arise between different levels and departments, which can improve the overall functioning of the organization.

(8)    Continuity: Diagonal communication allows for the preservation of important information and knowledge within the organization, which can help to maintain continuity in case of employee turnover or other changes.

Creative Memorizing Technique (F I G H T  C L U B)

(1)    F – Facilitating coordination and cooperation between different departments or teams

(2)   I – Identifying and addressing cross-functional issues and concerns

(3)   G – Gathering and sharing information from different levels and areas of the organization

(4)   H – Harmonizing the efforts of different departments or teams towards a common goal

(5)   T – Troubleshooting and problem-solving across departmental or team boundaries

(6)   C – Clarifying roles and responsibilities across different departments or teams

(7)   L – Leveraging the expertise and resources of different departments or teams

(8)   U – Utilizing the perspectives and insights of different departments or teams to improve decision-making

(9)   B – Building trust and positive relationships between different departments or teams

Advantages and disadvantages of diagonal communication

(1)     Collaboration: Diagonal communication allows for collaboration between different levels and departments within an organization, which can lead to increased creativity and problem-solving.

(2)     Integration: Diagonal communication helps to integrate different perspectives and ideas from different levels and departments, which can lead to more effective decision-making and improved organizational functioning.

(3)     Improved communication: Diagonal communication helps to establish and maintain communication between different levels and departments, which can lead to better understanding and cooperation.

(4)    Sharing of resources: Diagonal communication allows individuals and groups to share resources, such as knowledge, skills, and information, which can lead to increased productivity and efficiency.

(5)     Building relationships: Diagonal communication can help to build relationships and trust between different levels and departments, which can lead to a more positive and supportive work environment.

Disadvantages of diagonal communication:

(1)     Limited reach: Diagonal communication may not reach all levels and departments within an organization, which can limit its effectiveness.

(2)     Conflict: Diagonal communication can lead to conflicts between different levels and departments, especially if there are competing interests or goals.

(3)     Lack of hierarchy: Diagonal communication may lack the structure and hierarchy of upward or downward communication, which can lead to confusion or misunderstandings.

(4)    Limited feedback: Diagonal communication may not provide employees with feedback or guidance from higher-ups, which can limit their growth and development.

(5)     Time-consuming: Diagonal communication can be time-consuming, as individuals and groups may need to meet and discuss issues, which can take away from other important tasks and responsibilities.

Oral Communication – Advantages & Disadvantages

Oral communication refers to the process of transmitting information or messages through spoken words. This type of communication can take place face-to-face, over the phone, through video conferencing, or through other forms of verbal exchange. Oral communication can be formal or informal, and it can take many different forms, such as a speech, a presentation, a conversation, or a meeting.

Advantages of oral communication:

(1)     Immediate feedback: Oral communication allows for immediate feedback, which can help to ensure that the message is understood and that any misunderstandings can be quickly corrected.

(2)     Personal touch: Oral communication allows for a personal touch, as the tone of voice, facial expressions, and body language can convey additional meaning and context to the message.

(3)     Building relationships: Oral communication can be an effective tool for building relationships and rapport, as it allows for personal interaction and the exchange of ideas.

(4)    Flexibility: Oral communication is flexible and can be adapted to different situations and audiences.

(5)     Speed: Oral communication is faster than written communication, which can be especially useful in time-sensitive situations.

Creative Memorizing Technique (S T A R W A R S)

(1)    S – Speed: Oral communication is faster than written communication in conveying information and receiving feedback.

(2)   T – Tone: Oral communication allows the speaker to convey emotions and tone, which can add meaning and context to the message.

(3)   A – Attention: Oral communication requires the listener to pay attention to the speaker, which can help to ensure that the message is understood and remembered.

(4)   R – Responsiveness: Oral communication allows for immediate feedback and response, making it easier to address any misunderstandings or clarifications.

(5)   W – Warmth: Oral communication can create a sense of personal connection and warmth between the speaker and listener.

(6)   A – Adaptability: Oral communication can be easily adapted to the audience and the situation, making it more effective in different contexts.

(7)   R – Richness: Oral communication allows for the use of nonverbal cues such as gestures, facial expressions, and tone of voice, which can add richness and depth to the message.

(8)   S – Simplicity: Oral communication is often simpler and more direct than written communication, making it easier to understand and retain the information.

Disadvantages of oral communication:

(1)     Misunderstandings: Oral communication can be prone to misunderstandings, as it can be difficult to convey tone, intent, or context through spoken words alone.

(2)     Limited reach: Oral communication is often limited to the people who are present at the time of the conversation, which can limit its effectiveness in reaching a larger audience.

(3)     Limited evidence: Oral communication is often not recorded or documented, which can make it difficult to prove or recall what was said at a later time.

(4)    Cultural and language barriers: Oral communication can be difficult when there are cultural or language barriers, as it can be harder to understand and interpret nonverbal cues or accents.

(5)     Emotionality: Oral communication can be influenced by emotions and can lead to an emotional response, which can be a disadvantage in some situations.

Creative Memorizing Technique (P A R A S I T E)

(1)    P – Perception: Oral communication can be affected by the listener’s perception and interpretation of the message, which can lead to misunderstandings or confusion.

(2)   A – Ambiguity: Oral communication can be more ambiguous than written communication, making it harder to understand and retain the information.

(3)   R – Records: Oral communication is not easily recorded, making it harder to refer back to in the future or to use as evidence.

(4)   A – Audience: Oral communication can be less effective when the audience is large or diverse, as it is harder to ensure that everyone is paying attention and understanding the message.

(5)   S – Spontaneity: Oral communication can be spontaneous and unplanned, which can lead to impromptu remarks that may be inappropriate or inaccurate.

(6)   I – Immediacy: Oral communication can be affected by the speaker’s emotions or nerves, which can lead to impulsive or inappropriate remarks.

(7)   T – Transcription: Oral communication is difficult to transcribe accurately, which makes it difficult to refer back to or to use as evidence.

(8)   E – Erase: Oral communication can be hard to erase or retract in case of a mistake or a misinterpretation.

Written Communication – Advantages & Disadvantages

Written communication refers to the process of transmitting information or messages through the written word. This type of communication can take place through various forms such as letters, memos, emails, reports, text messages, and other types of written text. Written communication can be formal or informal and is often used in business, education, and other professional settings.

Advantages of written communication:

(1)     Clarity: Written communication allows for clear and precise expression of ideas and information, reducing the chance for confusion or misunderstandings.

(2)     Evidence: Written communication is often recorded or documented, which can be useful for referencing or proving a point later on.

(3)     Reach: Written communication can reach a larger audience than oral communication, as it can be shared and distributed easily.

(4)    Formality: Written communication allows for a level of formality and professionalism, which can be important in business or other professional settings.

(5)     Time-saving: Written communication can be time-efficient, as it allows the sender to carefully craft and revise a message before sending it.

Creative Memorizing Technique (M A V E R I C K)

(1)    M – Memory: Written communication allows for easy reference and can be used to retain information for future use.

(2)   A – Accuracy: Written communication is more accurate than oral communication and allows for precise expression of thoughts and ideas.

(3)   V – Versatility: Written communication can take many forms such as email, reports, memos, letters and can be used in a variety of settings.

(4)   E – Evidence: Written communication can be kept as evidence of agreements, instructions, or transactions.

(5)   R – Reach: Written communication can be sent to a wide range of people, regardless of their location or schedule.

(6)   I – Inclusiveness: Written communication allows for the participation of all members of a group, regardless of their speaking or hearing abilities.

(7)   C – Clarity: Written communication can be written and edited multiple times, making it more clear and organized

(8)   K – Knowledge: Written communication can be used to store, share and transfer knowledge and information.

Disadvantages of written communication:

(1)     Lack of immediacy: Written communication can lack the immediacy of oral communication, as messages may not be received or responded to in real-time.

(2)     Misunderstandings: Written communication can lead to misunderstandings, as it can be difficult to convey tone or intent through written words alone.

(3)     Lack of information: Written communication may not provide all the necessary information or context for understanding a message, which can lead to confusion or misinterpretation.

(4)    Limited feedback: Written communication may not provide the opportunity for immediate feedback, which can make it difficult to gauge the effectiveness or understanding of a message.

(5)     Time-consuming: Written communication can be time-consuming, as it may require more effort to craft a clear and concise message and to proofread for errors.

Creative Memorizing Technique (D I E H A R D)

(1)    D – Delayed: Written communication can be delayed as it requires time to be composed, edited, and sent.

(2)   I – Inaccuracy: Written communication can be misinterpreted, leading to confusion or inaccuracies if the message is not clearly written.

(3)   E – Emotionless: Written communication lacks the emotional cues and tone of voice that are present in oral communication and can lead to misunderstandings or misinterpretations.

(4)   H – Hard to Retract: Written communication can be hard to retract or erase once it is sent, which can lead to problems if the message contains errors or inaccuracies.

(5)   A – Attention: Written communication may not require immediate attention or response, which can lead to delays or misunderstandings.

(6)   R – Record: Written communication can be misinterpreted, misinterpreted, or misconstrued if the reader is not paying attention or is not familiar with the context.

(7)   D – Dependence on technology: Written communication may be hindered by technical problems such as internet connection, server down, power failure, which may cause delay or loss of message.

Concept of feedback in communication

Feedback in communication refers to the response or reaction that a person receives after sending a message. It is the process of receiving and interpreting information about the effectiveness of a message. Feedback can be verbal or nonverbal, positive or negative, and can come from the intended recipient of the message or from other sources.

There are two types of feedback: positive feedback and negative feedback. Positive feedback is a response that confirms that a message was received and understood, and that the receiver agrees with the message. Negative feedback is a response that indicates that a message was not received or understood, or that the receiver disagrees with the message.

Feedback is important in communication because it helps to ensure that messages are being received and understood as intended. It also allows for the sender to adjust their message or communication style if necessary. Feedback can also help to build trust and establish mutual understanding between the sender and receiver.

For example, in a business setting, a manager might ask an employee for feedback on a presentation they gave. The employee might provide positive feedback, such as “The presentation was well-organized and easy to follow,” or negative feedback, such as “The presentation could have used more visual aids to help explain the information.” This feedback can help the manager to improve their presentation skills and to deliver more effective presentations in the future.

Characteristics of feedback in communication

(1)    Specific: Feedback should be specific and provide clear information about the behavior or communication that is being evaluated. For example, instead of saying “Your presentation was good,” a manager could say “I liked how you used visual aids to support your main points in your presentation.”

(2)   Timely: Feedback should be given in a timely manner, as soon as possible after the behavior or communication being evaluated. For example, giving feedback on a project at the end of the project may not be as useful as giving feedback as the project progresses.

(3)   Constructive: Feedback should be constructive, focusing on the behavior or communication, not the person. For example, instead of saying “You’re lazy,” a manager could say “I noticed that you are having trouble meeting deadlines, let’s work together to find a solution.”

(4)   Honest: Feedback should be honest and provide an accurate evaluation of the behavior or communication being evaluated. For example, if an employee has made a mistake, it’s important to give honest feedback about the mistake rather than sugarcoating it.

(5)   Actionable: Feedback should be actionable, providing specific suggestions for improvement. For example, instead of saying “Your report needs work,” a manager could say “I noticed that your report could benefit from more data, let’s work together to gather more information.”

(6)   Based on observation: Feedback should be based on observation and not assumptions. For example, instead of saying “You’re not a team player,” a manager should provide specific examples of when the employee has not acted as a team player.

(7)   Balanced: Feedback should be balanced, providing both positive and negative feedback. For example, instead of only focusing on areas where the employee needs to improve, a manager should also provide feedback on areas where the employee is excelling.

(8)   Respectful: Feedback should be respectful and avoid personal attacks . For example, instead of using sarcasm or being dismissive, a manager should use a professional and respectful tone when giving feedback.

(9)   Two-way: Feedback should be a two-way conversation, allowing for the receiver to ask questions and provide their own perspective. For example, a manager should allow an employee to ask questions and provide their own thoughts on the feedback they are receiving.

(10)         Follow-up: Feedback should be followed up on, to ensure that the receiver has understood and acted on the feedback. For example, a manager should schedule follow-up meetings or check-ins to see if the employee has made progress on areas identified for improvement during feedback session.

Types of feedback in communication

(1)    Positive feedback: Positive feedback is feedback that focuses on the positive aspects of a person’s behavior or communication. For example, a manager telling an employee “Great job on that presentation, you clearly did your research and it showed,” is an example of positive feedback.

(2)   Negative feedback: Negative feedback is feedback that focuses on the negative aspects of a person’s behavior or communication. For example, a manager telling an employee “You didn’t meet the deadline for your report, we need to work on this” is an example of negative feedback.

(3)   Specific feedback: Specific feedback focuses on a specific aspect of a person’s behavior or communication. For example, a manager telling an employee “I noticed that you were very effective in using visual aids during your presentation,” is an example of specific feedback.

(4)   General feedback: General feedback focuses on a broader aspect of a person’s behavior or communication. For example, a manager telling an employee “I think you’re doing a great job overall,” is an example of general feedback.

(5)   Written feedback: Written feedback is feedback that is given in writing, such as an email or a memo. For example, a manager sending an email to an employee providing feedback on a project is an example of written feedback.

(6)   Verbal feedback: Verbal feedback is feedback that is given verbally, through speech or face-to-face communication. For example, a manager giving an employee feedback on their performance during a one-on-one meeting is an example of verbal feedback.

(7)   Formal feedback: Formal feedback is feedback that is given in a formal setting, such as a performance review or evaluation. For example, a manager providing feedback on an employee’s performance during an annual performance review is an example of formal feedback.

(8)   Informal feedback: Informal feedback is feedback that is given in an informal setting, such as a casual conversation or an impromptu meeting. For example, a manager giving an employee feedback on their work during a quick chat in the office is an example of informal feedback.

(9)   Direct feedback: Direct feedback is feedback that is given directly to the person involved. For example, a manager giving an employee feedback on their work during a one-on-one meeting is an example of direct feedback.

(10)         Indirect feedback: Indirect feedback is feedback that is given to a person through a third party. For example, a manager giving feedback on an employee’s work to their supervisor during a team meeting is an example of indirect feedback.

Importance of feedback in communication

(1)    Improving communication: Feedback helps to improve communication by providing information about the effectiveness of a message. It allows the sender to adjust their message or communication style if necessary and to ensure that the message is being received and understood as intended.

(2)   Building trust: Feedback helps to build trust between the sender and receiver by establishing mutual understanding and showing that the receiver is paying attention and cares about the message.

(3)   Enhancing performance: Feedback helps to enhance performance by providing information about what the sender is doing well and what they need to improve. It also helps to motivate the sender to improve their communication skills.

(4)   Resolving conflicts: Feedback can be used to resolve conflicts that arise during communication by providing a way for the sender and receiver to express their perspectives and find a solution that is fair for both parties.

(5)   Promoting accountability: Feedback promotes accountability by providing information about the sender’s performance and by holding the sender responsible for their actions.

(6)   Enhancing learning: Feedback helps to enhance learning by providing information about what the sender needs to learn in order to improve their communication skills.

(7)   Fostering innovation: Feedback helps to foster innovation by encouraging the sharing of ideas and by providing a way for the sender to experiment with new communication styles and techniques.

(8)   Improving team cohesion: Feedback helps to improve team cohesion by providing a way for team members to give and receive feedback, and by fostering a culture of open communication.

(9)   Building relationships: Feedback helps to build relationships by providing a way for the sender and receiver to understand each other’s perspectives and by fostering mutual understanding and respect.

(10)         Compliance: Feedback helps to ensure compliance with laws, regulations, and industry standards by providing a way for the sender and receiver to understand their obligations and by ensuring that the message is being received and understood as intended.

Creative Memorizing Technique (D O W N F A L L)

(1)    D – Development: Feedback helps individuals and organizations to identify areas for improvement and growth.

(2)   O – Optimization: Feedback allows individuals and organizations to optimize their performance and achieve their goals.

(3)   W – Well-being: Feedback helps individuals to understand how their actions affect others and can promote a sense of well-being and satisfaction.

(4)   N – Negotiating: Feedback is an essential tool for negotiating and resolving conflicts.

(5)   F – Forward-thinking: Feedback helps individuals and organizations to look forward and plan for the future.

(6)   A – Accountability: Feedback helps individuals and organizations to be accountable for their actions and decisions.

(7)   L – Learning: Feedback is an essential tool for learning and development.

(8)   L – Loop: Feedback helps to close the loop of communication, allowing individuals and organizations to understand the impact of their actions and adjust them accordingly.

7 C’s of Business Communication

The 7 C’s of Business Communication are a set of guidelines for effective communication in the business world. They include:

(1)    Clarity: Effective business communication is clear and easy to understand. It uses simple language and avoids technical jargon, ambiguity, or unnecessary complexity. For example, in an email to employees about a new policy, the manager uses simple language and provides examples to make the policy clear and easy to understand.

(2)   Conciseness: Effective business communication is concise and to the point. It gets straight to the point and avoids unnecessary information or filler. For example, in a meeting, a team leader presents the agenda and sticks to the main points, avoiding any irrelevant information or stories.

(3)   Completeness: Effective business communication provides all the relevant information needed for the receiver to understand and act on the message. For example, in a proposal, a salesperson includes all the details of the product, the price, and the terms and conditions to give the client a complete understanding of what they are purchasing.

(4)   Correctness: Effective business communication is accurate and free from errors. It uses correct grammar, spelling, and punctuation and provides correct information. For example, in a report, an analyst double-checks the data and figures to ensure that the report is accurate and free from errors.

(5)   Consideration: Effective business communication takes the audience’s needs, perspective, and level of understanding into consideration. It is tailored to the audience and appropriate for the situation. For example, a manager communicates with employees in different departments using different communication styles and methods that are appropriate for each group.

(6)   Concreteness: Effective business communication uses specific facts and figures to support the message and avoid abstract or general statements. For example, in a presentation, a marketer uses statistics and data to support the claims made about a new product.

(7)   Credibility: Effective business communication establishes the credibility of the sender. It uses reliable sources, unbiased language, and avoids exaggerations or false claims. For example, in a business proposal, a consultant uses research and data from reputable sources to support their proposal and establish their credibility with the client.

CLARITY

Clarity in business communication refers to the ability of the message to be easily understood by the receiver. It is the quality of being clear, simple and easy to understand. Clarity is essential for effective communication in the business world as it ensures that the message is delivered in a way that is easy for the receiver to comprehend, avoiding confusion or misunderstanding.

Clarity can be achieved by using simple and straightforward language, avoiding jargon or technical terms that the receiver may not understand, and organizing the information in a logical and easy-to-follow manner. Clarity is also important in the context of the audience, taking into account their level of understanding and tailoring the message accordingly.

For example, if a company wants to communicate a new policy to employees, they can use clear language and provide examples to make the policy easy to understand. If the company wants to communicate with international customers, it can use clear language and avoid cultural references or idioms that may not be understood by the customers.

In short, Clarity in communication is important to make sure the message is received and understood in the way it was intended, avoiding any confusion or misinterpretation which will be beneficial for both sender and receiver.

CONCISENESS

Conciseness in business communication refers to the ability to be brief and to-the-point in the message, avoiding unnecessary information or filler. It is the quality of being succinct and economical in the use of words. Conciseness is important in business communication because it ensures that the message is delivered in a way that is easy for the receiver to absorb and remember.

Conciseness can be achieved by focusing on the main points, avoiding irrelevant information or stories, and using active voice to make the message more direct and efficient. Conciseness is particularly important in situations where time is limited or where the receiver’s attention span is short, such as in email, text or oral presentations.

For example, in a meeting, a team leader can present the agenda and stick to the main points, avoiding any irrelevant information or stories. In an email, a manager can get straight to the point and avoid any unnecessary details, making it easy for the receiver to read and understand the message.

In short, Conciseness is an important aspect of effective communication that helps to ensure that the message is delivered in a concise and easy-to-digest format that is easy to remember and act on.

COMPLETENESS

Completeness in business communication refers to the ability to provide all the relevant information needed for the receiver to understand and act on the message. It is the quality of providing all the necessary information and details that are required to make a decision or take action. Completeness is important in business communication because it helps to ensure that the receiver has all the information they need to make informed decisions or take appropriate action.

Completeness can be achieved by providing all the relevant facts and figures, using specific examples, and including any attachments or supporting documents. It is also important to include all the necessary details and instructions that the receiver will need to act on the message.

For example, in a proposal, a salesperson can include all the details of the product, the price, and the terms and conditions to give the client a complete understanding of what they are purchasing. In an email, a manager can provide all the necessary details and instructions for an upcoming project, so that the employees know exactly what is expected of them.

In short, Completeness is an important aspect of effective communication that ensures that the receiver has all the necessary information to understand and act on the message, which will make the communication more effective and efficient.

CORRECTNESS

Correctness in business communication refers to the ability of the message to be accurate and free from errors. It is the quality of being free from errors and providing accurate information. Correctness is important in business communication because it helps to establish trust and credibility with the receiver, and ensures that the message is understood as intended.

Correctness can be achieved by double-checking the information, using correct grammar, spelling, and punctuation, and providing accurate and up-to-date information. Additionally, providing the correct format and layout can also help to ensure the message is received and understood correctly.

For example, in a report, an analyst can double-check the data and figures to ensure that the report is accurate and free from errors. In an email, a manager can use correct grammar, spelling, and punctuation to ensure that the message is understood as intended.

In short, Correctness is an important aspect of effective communication as it helps to establish trust and credibility with the receiver and ensures that the message is understood as intended, which will make the communication more effective and efficient.

CONSIDERATION

Consideration in business communication refers to the ability to take the audience’s needs, perspective, and level of understanding into account. It is the quality of being tailored to the audience and appropriate for the situation. Consideration is important in business communication because it helps to ensure that the message is received and understood in the way it was intended, and it can also help to build and maintain relationships with the audience.

Consideration can be achieved by understanding the audience’s needs, perspective, and level of understanding and tailoring the message accordingly. It also includes adapting the communication style, method and medium to the audience. Additionally, it is also important to consider the cultural, social and professional background of the audience as it can affect how the message is perceived.

For example, a manager can communicate with employees in different departments using different communication styles and methods that are appropriate for each group. In a meeting, a team leader can adapt their communication style and method to the level of understanding of the audience, which will make the communication more effective and efficient.

In short, Consideration is an important aspect of effective communication as it helps to ensure that the message is received and understood in the way it was intended, and it can also help to build and maintain relationships with the audience.

CONCRETENESS

Concreteness in business communication refers to the ability to use specific facts and figures to support the message, and avoid abstract or general statements. It is the quality of being specific and providing concrete evidence. Concreteness is important in business communication because it helps to establish trust and credibility with the receiver, and it makes the message more persuasive and convincing.

Concreteness can be achieved by using specific facts and figures, providing examples, and using concrete and measurable terms. Additionally, providing statistics, data, and research from reputable sources can also help to establish credibility and make the message more persuasive.

For example, in a presentation, a marketer can use statistics and data to support the claims made about a new product. In a report, an analyst can provide specific facts and figures to support their findings and conclusions.

In short, Concreteness is an important aspect of effective communication as it helps to establish trust and credibility with the receiver and makes the message more persuasive and convincing, which will make the communication more effective and efficient.

CREDIBILITY

Credibility in business communication refers to the ability to establish the trustworthiness and reliability of the sender and their message. It is the quality of being trustworthy and reliable. Credibility is important in business communication because it helps to establish trust and credibility with the receiver, and it makes the message more persuasive and convincing.

Credibility can be achieved by using reliable sources, unbiased language, and avoiding exaggerations or false claims. Additionally, providing statistics, data, and research from reputable sources can also help to establish credibility and make the message more persuasive. It also includes providing evidence and being transparent about any conflicts of interest or biases that the sender may have.

For example, in a business proposal, a consultant can use research and data from reputable sources to support their proposal and establish their credibility with the client. In a report, an analyst can provide specific facts and figures to support their findings and conclusions and also include any potential biases or conflicts of interests to establish credibility.

In short, Credibility is an important aspect of effective communication as it helps to establish trust and credibility with the receiver and makes the message more persuasive and convincing, which will make the communication more effective and efficient.

Ways to improve command over spoken English

(1)    Speaking practice: Practicing speaking English on a regular basis is crucial for improving your command over spoken English. This can include speaking with native speakers, participating in conversation groups or language exchange programs, and giving presentations or speeches.

(2)   Pronunciation practice: Pronunciation is an important aspect of spoken English. Practicing pronunciation with a native speaker or using online resources such as pronunciation exercises and videos can help you to improve your accent and intonation.

(3)   Listening to native speakers: Listening to native speakers can help you to improve your listening comprehension and get used to different English accents and speaking styles. This can include listening to news broadcasts, podcasts, and music.

(4)   Imitating native speakers: Imitating native speakers by mimicking their pronunciation, intonation, and speaking style can help to improve your own spoken English.

(5)   Watch English-language movies and TV shows: Watching English-language movies and TV shows can help you to improve your listening comprehension and also expose you to different accents and dialects.

(6)   Use English-language learning apps: English-language learning apps can provide a fun and interactive way to practice speaking, listening and grammar. Examples of such apps are Duolingo, Rosetta Stone, Babbel etc.

(7)   Record yourself speaking: Recording yourself speaking English can help you to identify areas of improvement and track your progress over time.

(8)   Take an English language course: Taking an English language course can provide structured learning and feedback, and also expose you to a diverse group of learners and teachers.

Ways to improve command over written english

(1)    Writing practice: Writing in English on a regular basis is crucial for improving your command over written English. This can include writing emails, reports, or creative writing, and getting feedback from a native speaker or a writing tutor.

(2)   Grammar practice: Grammar is an essential aspect of written English. Practicing grammar through exercises and quizzes can help you to improve your understanding of grammar rules and usage.

(3)   Reading extensively: Reading extensively is one of the best ways to improve your vocabulary and grammar. Reading materials such as books, newspapers, and magazines can be useful in this regard.

(4)   Editing and proofreading: Editing and proofreading your writing can help you to identify and correct mistakes and improve the overall quality of your writing.

(5)   Use online grammar and spell check tools: Online grammar and spell check tools can help you to identify and correct mistakes in your writing. Grammarly, Hemingway, and ProWritingAid are examples of such tools.

(6)   Take online writing courses: Online writing courses can help you to improve your writing skills by providing structured learning, feedback and practice.

(7)   Use English-language dictionaries and thesauruses: English-language dictionaries and thesauruses can help you to expand your vocabulary and find the right word to express your ideas.

(8)   Practice summarizing and paraphrasing: Summarizing and paraphrasing can help you to improve your writing skills by learning how to use different words and phrases to express the same idea.

Strategies for expanding vocabulary

(1)    Flashcard method: The flashcard method involves creating flashcards with new words on one side and their definitions on the other. Reviewing these flashcards regularly can help you to memorize new words and their meanings. For example, creating a flashcard with the word “perplexed” on one side and its definition “baffled; confused” on the other.

(2)   Reading extensively: Reading extensively can expose you to a wide range of vocabulary and idioms. Reading materials such as books, newspapers, and magazines can be useful for expanding your vocabulary. For example, reading a novel or a news article on a daily basis can expose you to new words and phrases.

(3)   Word lists and vocabulary exercises: Creating or using pre-existing word lists and vocabulary exercises can help you to focus on specific sets of words and test your understanding of them. For example, using a vocabulary list of words related to business and practicing them through exercises and quizzes.

(4)   Word roots, prefixes, and suffixes: Understanding the meanings of word roots, prefixes, and suffixes can help you to infer the meanings of new words. For example, understanding the meaning of the root word “chrono” (time) and the prefix “un-” (not) can help you to infer the meaning of the word “unchronological” (not in the order of time).

(5)   Contextual learning: Learning new words through context can help you to understand their meaning and usage. For example, when you come across a new word in a sentence or a paragraph, try to infer its meaning from the context in which it is used.

(6)   Mnemonics: Mnemonics are memory aids that can help you to remember new words. For example, you can use an acronym, a rhyme, or a visual image to help you remember the meaning of a new word.

(7)   Word associations: Word associations involve connecting new words to words you already know to help you remember their meanings. For example, you can associate the word “perplexed” with the word “puzzled” to help you remember its meaning.

(8)   Use Word-a-day calendar: A word-a-day calendar is a great way to expose yourself to new words on a daily basis. You can choose a calendar with a theme that interests you, such as science, literature, or business.

(9)   Play word games: Playing word games such as crosswords, Scrabble or Boggle can help you to learn new words in a fun and interactive way.

(10)         Keep a vocabulary journal: Keeping a vocabulary journal can help you to track your progress and review words that you’ve learned. You can write down new words and their meanings, and also use them in sentences to practice their usage.

Strategies for improving listening

(1)    Active reading: Active reading involves actively engaging with the text by underlining, highlighting, and taking notes. For example, actively reading a novel by highlighting important quotes and taking notes on the main characters and plot.

(2)   Previewing: Previewing is the process of quickly reviewing the text before reading it in full. For example, previewing a chapter of a textbook by looking at the headings, subheadings, and figures.

(3)   Reading widely: Reading widely exposes you to a wide range of styles, genres and vocabulary, which can help to improve reading skills. For example, reading a mix of fiction and nonfiction, such as novels, short stories, news articles, and academic papers.

(4)   Vocabulary building: Building a strong vocabulary can help to improve reading comprehension by allowing you to understand more complex texts. For example, using flashcards to learn new words and then reading texts that use those words in context.

(5)   Summarizing: Summarizing involves condensing a text into its main ideas. This can help to improve reading comprehension by allowing you to quickly understand the main points of a text. For example, summarizing a news article by identifying the main points and writing them in your own words.

(6)   Reading aloud: Reading aloud can help to improve reading fluency and comprehension. For example, reading a passage of text aloud and then answering questions about it.

(7)   Reading in different format: Reading in different formats such as print, online and audio books can help to improve reading skills by exposing you to different mediums and allowing you to experience different ways of reading.

(8)   Reading challenging materials: Reading challenging materials such as academic papers or technical documents can help to improve reading skills by exposing you to more complex texts and helping you to develop the skills needed to understand them.