1. Meaning and Definition of Communication
Communication can be defined as the process of transmitting and receiving information, ideas, thoughts, and emotions through various channels, including verbal and nonverbal means. ‘Communication’ is derived from the Latin ‘Communis’, which means ‘sharing’. Communication is exchanging words, signs, or information, enabling us to pass information. Oxford Dictionary defines it as “The imparting, conveying, or exchanging of ideas and knowledge, whether by speech, writing or signs”.Communication is:
- Act or instance of transmitting;
- Imparting or exchanging thoughts, opinions or information by speech, writing, etc.
- Something imparted, interchanged or transmitted;
- Document or message imparting information, opinions, etc, is a process of exchanging information between individuals or groups through a standard system of symbols, signs or behaviour.
- Communication is said to take place when an area of common experience exists.
2. The Origin of Communication
The origins of communication can be traced back to the early stages of human evolution. Before language development, early humans used gestures, facial expressions, and body language to convey messages and establish social bonds. Evidence suggests that our ancestors communicated through non-verbal means, such as facial expressions, body language, and gestures. As humans evolved, they developed more sophisticated forms of communication, including vocal sounds and language.- Prehistoric Forms of Communication: In prehistoric times, humans used primitive forms of communication, such as cave paintings, symbols, and gestures, to communicate with each other and express their ideas and experiences.
- Development of Oral and Written Communication: With the emergence of language, oral communication became a prominent form of human interaction. Oral traditions, storytelling, and conversations were vital in transmitting knowledge and preserving cultural heritage. Later, the development of writing systems led to written communication, enabling information to be recorded and shared across time and space.
- Communication in Ancient Civilisations: Ancient civilisations, such as Mesopotamia, Egypt, Greece, and Rome, made significant contributions to the advancement of communication. They developed writing systems, such as cuneiform and hieroglyphics, which facilitated the exchange of information, administrative record-keeping, and the spread of ideas.
- Communication in the Middle Ages: During the Middle Ages, communication faced challenges due to limited literacy rates and the dominance of the Church. However, the development of the printing press by Johannes Gutenberg in the 15th century revolutionised communication by making books more accessible and facilitating the dissemination of knowledge.
- Communication in the Modern Era: The invention of the telegraph in the 19th century marked a significant milestone in long-distance communication. The telephone, radio, and television followed it, and eventually the internet, revolutionising how information is transmitted and accessed, enabling instant global communication.
- Communication in the Digital Age: In the digital age, communication has become more interactive, accessible, and widespread. Social media, email, instant messaging, and video conferencing have transformed how people connect, collaborate, and share information across geographical boundaries.
3. Importance of Communication
- Effective Decision Making: Communication plays a vital role in decision-making processes. Through effective communication, individuals and groups can gather and exchange relevant information, analyse different perspectives, and reach informed decisions. Clear and concise communication ensures that decisions are well understood and implemented.
- Building and Maintaining Relationships: Communication is essential for building and maintaining personal and professional relationships. It enables individuals to express their thoughts, feelings, and expectations, fostering understanding, trust, and mutual respect. Effective communication helps resolve conflicts, establish rapport, and nurture strong connections.
- Knowledge Sharing and Information Dissemination: Communication serves to share knowledge, ideas, and information. In the Library and Information Sciences field, effective communication facilitates the dissemination of valuable resources, research findings, and scholarly works. It enables the exchange of information within the academic community and promotes intellectual growth and collaboration.
- Conflict Resolution: Conflicts are inevitable in any human interaction. Communication plays a crucial role in conflict resolution by providing a platform for expressing concerns, listening to different perspectives, and finding mutually acceptable solutions. Effective communication techniques, such as active listening and open dialogue, help resolve conflicts amicably.
- Enhancing Personal and Professional Growth: Strong communication skills contribute to personal and professional growth. Clear and effective communication enables individuals to articulate their ideas, express themselves confidently, and engage in meaningful conversations. It enhances their ability to collaborate, negotiate, and present information persuasively, leading to personal development and career advancement.
- Organisational Communication: Communication is the lifeblood of organisations. It ensures smooth coordination, efficient workflow, and effective teamwork. Clear communication channels, such as memos, emails, meetings, and reports, facilitate an organisation's exchange of information, instructions, and feedback. Strong organisational communication fosters a positive work environment and improves productivity.
- Societal Impact of Communication: Communication has a profound impact on society. It enables the sharing of ideas, cultural values, and social norms, contributing to the preservation and evolution of society. Effective communication channels, such as mass media, influence public opinion, shape social movements, and raise awareness about critical issues, leading to social change.
4. Purpose of Communication
- Informative Communication: One of the primary purposes of communication is to inform. Informative communication involves disseminating factual information, news, research findings, and educational content. It aims to provide accurate and reliable information to enhance understanding and knowledge.
- Persuasive Communication: Persuasive communication aims to influence the attitudes, beliefs, and behaviours of others. It involves presenting arguments, appealing to emotions, and using persuasive techniques to convince the audience. Compelling communication is commonly used in marketing, advertising, public advocacy, and persuasive speeches.
- Instructive Communication: Instructive communication focuses on providing guidance, instructions, and directions. It is commonly used in educational settings, training programs, and instructional materials. Instructive communication aims to impart knowledge, develop skills, and ensure effective learning.
- Expressive Communication: Expressive communication involves expressing thoughts, emotions, and artistic forms of communication. It includes literature, poetry, music, dance, and visual arts. Expressive communication allows individuals to convey their creativity, emotions, and personal experiences.
- Entertaining Communication: Entertaining communication serves the purpose of providing amusement, enjoyment, and relaxation. It includes various forms of entertainment, such as movies, television shows, comedy performances, and recreational activities. Entertainment communication aims to engage and captivate the audience, offering an escape from daily routines.
- Communication for Social Change: Communication can be a powerful social change and transformation tool. It involves raising awareness about social issues, promoting inclusivity and diversity, challenging stereotypes, and advocating for justice and equality. Communication for social change aims to mobilise communities, influence public opinion, and bring about positive societal transformations.
- Communication for Development: Communication for development focuses on using communication strategies and interventions to address social and economic development challenges. It aims to empower communities, facilitate knowledge sharing, and promote sustainable development. Communication for development encompasses health communication, agricultural extension, and community engagement.
5. Enhancing Communication Effectiveness: The 7 Cs
The 7 Cs of communication are principles or guidelines that can help enhance the effectiveness of your communication. They provide a framework for clear, concise, and meaningful communication. The 7 Cs are as follows:- Clarity: Ensure your message is clear and easily understandable to the recipient. Use simple language, avoid jargon or technical terms unless necessary, and logically organise your thoughts. Clarity helps prevent misunderstandings and ensures that your intended message is effectively conveyed.
- Concise: Be concise and to the point. Avoid unnecessary repetition, wordiness, or information overload. Express your ideas succinctly and use only the relevant details. Succinct writing helps maintain the recipient's attention and makes your message more memorable.
- Correctness: Communicate accurately and correct grammar, spelling, and punctuation. Verify facts and figures before conveying them. Incorrect information can lead to misunderstandings and undermine your credibility. Double-check your message for errors before sending or delivering it.
- Completeness: Provide all the necessary information in your message to avoid confusion or the need for additional follow-up questions. Ensure that your message includes relevant details, instructions, or context. Incomplete messages can lead to ambiguity and require further clarification, wasting time and effort.
- Consideration: Show empathy and consideration for the recipient's perspective, needs, and feelings. Tailor your message to the audience, considering their background, knowledge, and communication preferences. Being considerate builds rapport and enhances understanding between you and the recipient.
- Courtesy: Maintain a polite and respectful tone in your communication. Use appropriate greetings, expressions, and language to demonstrate professionalism and a positive attitude. Courtesy fosters a positive atmosphere and promotes constructive dialogue.
- Concreteness: Use specific and tangible language to make your message more vivid and tangible. Avoid vague or abstract statements that can be open to interpretation. Provide concrete examples, facts, or evidence to support your points. Concreteness helps make your message more relatable and memorable. By incorporating the 7 Cs of communication into your interactions, whether in written or verbal form, you can improve the clarity, impact, and effectiveness of your communication, leading to better understanding and successful outcomes.