Levels Of Communication

 Q.:- What is the importance of extrapersonal Communication in the modern times?

OR

What do you understand from level of communication?

Ans.:- 

 Introduction:-

Communication is the process of sending and receiving messages. Generally it is believed that minimum two persons are required for communication, but it is not so. A single person also can further the process of communication. Not only human beings, but non-human beings and non-living things can also send and receive messages. Let us discuss different levels at which communication can take place.

Extrapersonal Communication:-

Extrapersonal is the communication that takes place between a human being and a non-human entity, or vice versa. This form of communication requires perfect coordination and understanding between the sender and the receiver because most of the times one of them communicates in non-verbal form. For example, when a person returns back home after a long time, his/her pet dog leaps over him/her. The dog communicates affection.


Not only animals, but non-living things can also convey message(s). For example, the traffic lights. We stop our vehicle at red light and start moving at green. Similarly, a picture can also convey a message. We can also take the example of electronic devices. We follow the
instructions of Interactive Voice Response System (IVRS). We also give command to the System, and it follows the command.

Interpersonal Communication:-

Intrapersonal is the communication with oneself. It is self communication which takes place within the mind of an individual. It is meant to reflect upon, analyse, appreciate, criticize or clarify something to oneself. Sometimes it occurs when one is indecisive or
faced with some difficult situation to choose from various choices available.


Many-a-times we ponder over some issue or problem, and try to find the reason or solution of the same. We talk to ourselves. This communication is known as Intrapersonal communication. It can also be understood as “self-dialogue, 'inner-speech' or 'self-talk.

Intrapersonal communication is basically an inward looking exercise. It promotes self motivation, self determination; and helps to overcome negative feelings and emotional distress. It involves the process of feeling and thinking which includes envision and introspection. The entire process takes place within the mind of the individual. S/he performs all the functions of the sender as well as the receiver. Sending and receiving of the
message, encoding, decoding and feedback - everything takes place in her/his mind. Even the process keeps on occurring when one is to pass on some information to the other. The brain receives the information and helps to encode the message in a proper medium in which it can be transmitted.

Intrapersonal communication occurs not only within the mind of an individual, but also takes place among different organs of the body. Brain controls all the organs of the body. Different organs send signals to the brain that analyses the signals and orders them to act upon. For example, when we touch some hot object, the skin sends message to the brain which orders the hand to get away from the object. The communication takes place among skin, brain and hand. This communication is known as Intrapersonal communication.


We generally find the examples of intrapersonal communication in poems, plays and movies,
The main purpose of the use of this form is to reveal a character's state of mind and what s/he has been thinking. Soliloquy and monologue are some of the dramatic devices of intrapersonal communication. However a number of classic playwrights have used these
devices, but Shakespeare has frequently used them in many of his plays. We can find the example of soliloquy of Hamlet "... to be or not to be” which demonstrates the conflict going on in his mind.


Interpersonal Communication:-

Interpersonal communication refers to the communication between two or among more than two individuals. It is a transactional process which includes message sending and message receiving. Mainly it involves the exchange or sharing of information. A speech, conversation, dialogue, or an interview is an example of Interpersonal communication. Message can be communicated through words as well as non-verbal means. It acquires greater significance in our day to day activities. It is used in both formal as well as informal
situations.


Interpersonal communication is a group activity. Size of the and the situation. Sometimes a smaller group is involved in the process; and sometimes a group depends on the purpose large group of people take part in the process. On the basis of size, Interpersonal
communication can be divided into the following categories:

One to One Communication-

This type of communication occurs between only two individuals. Most of our day-to-day communication takes place in this form. It can be informal as well as formal. It can be face-to-face or with the help of some mechanical gadget. For example, a conversation between husband and wife, lover and beloved, shopkeeper and customer, and so on. It is also known as Dyadic Communication.


Dyadic means 'based on two. Dyadic communication refers to the communication between two individuals. It involves person-to-person interaction. Even if more than two persons are present, the communication takes place between only two of them at a time. It is generally
done in oral form. Feedback is an essential component of this type of communication. Both the sender and the receiver play reversible and reciprocal roles in the process. Body language plays a vital role in this type of communication.

Group Communication-

Not only two, but more than two persons can also further the process of communication. Sometimes one person conveys a message to a group of persons; and sometimes a group of persons convey the message to another group.
This type of communication is referred to as Group Communication. It can be divided into the following categories:

(a) Small-group Communication: This type of communication takes place among the members of a smaller group (consisting of more than two but not more than forty to fifty individuals). All the members remain present at the same place, or connected through some mechanical or electronic device. They share a common goal. Every member enjoys equal opportunities and contains the right to share her/his opinion. Feedback is an essential characteristic of this form of communication. It facilitates faster delivery of the message and can be informal as well as formal. For example, the conversation among the members of a family, students of a class, passengers of a bus, etc. Instead of individuals, the communication can also take place between two groups, like the communication between two families, or so.


Small-group communication plays a major role in decision making. It is sometimes difficult to take certain decision on individual basis; hence the individual takes the help of others to receive their opinion. S/he talks to them, seeks their advice, analyzes the outcome, and finally arrives at a conclusion. In this way, small-group communication facilitates better decision making. Every member of the group shares her/his views and opinion which widen the scope of communication. More ideas are received in this manner which brings more transparency.

(b) Large-group Communication: This type of communication involves a large number of people on individual or group basis. The group size can be from hundreds to thousands. It is usually conducted in an organized or formal way. For example, address by some political leader in a gathering, religious preaching at a religious place, or so. It is also referred to as Public Communication. It generally occurs face to face. All the participants remain present at the same place. It requires some mechanical gadget, like microphone, amplifier, etc., to transmit the message.

(c) Mass Communication: The term mass denotes a large number, amount or extent Mass communication refers to the communication to a large number of persons through mass media. The individual relays information to a large segment of population at the same time. It has the capacity to reach the audience that is scattered over a wide geographical area. The participants are unknown to each other. Each individual acts as a faceless entity and there is very less scope of personal response or feedback. Newspaper, magazine, journal, radio, television, etc., are some of the means of mass communication. A mediator is required to transmit the message. For example, the Editor acts as a mediator who selects and publishes the news in the newspaper. Mass communication is meant for large audiences and requires a medium to transmit the message. Oral communication requires some means, such as radio, television, etc.; and written form needs print or visual media, such as newspaper, magazine, internet, or so.


Organisational Communication-

Organization is an organized group of people with a particular objective. The objective can be social as well as commercial. All the people, associated with the organization, work together to meet the objective(s). The organization, established for social purpose, is known as 'Social organization' whereas the organization for business purpose is called 'Business organization'.
Formal communication that takes place at the level of an organization is referred to as organisational communication. It is necessary for the sustenance of the organization. It relates to the official activities of the organization and occurs to further organizational
goals. It links not only the components of an organization, but also connects its internal world to the external agencies. It can be oral as well as written.

No organization can function without employees. The employees are appointed to meet the organizational goals. Each organization has its own inbuilt hierarchical system, and the employees are appointed at different hierarchical levels to perform their duties. They can
be superiors, peers or subordinates. Each one works for a well defined goal and remains in a state of constant touch with others. All of them need to communicate with each other to perform their tasks.

Communication connects different hierarchical levels of an organisation. The employees employed at different levels perform various activities, and need of communication becomes greater. Communication is possible with a proper networking system even without direct contact among them. The employees communicate in different ways in different situations. Sometimes they communicate to meet their personal needs, and sometimes for official requirement(s). Sometimes they communicate with external agencies for different reasons. This communication can be divided into the following categories:

  • Internal Communication
  • External Communication

Internal Communication-

Internal means occurring within' Internal communication is the communication that occurs within an organization. It takes place between/among the employees, the employer and the employees, and so on. It is exercised to inform, motivate, educate, entertain, control, caution, or instruct the employees working with the organisation. It is essential to achieve the organisational goal(s). It can be oral or written, formal or informal. It can occur through e-mails, posters, documents, staff-meetings, or so. It can move in vertical, horizontal or diagonal directions, and can be classified as:
(a) Vertical Communication:

The employees are appointed at different hierarchical levels within an organisation. Some of them are placed at higher level, and some at lower. For example, Principal, Vice Principal, teachers, clerks, and other staff members. Each of them has been assigned their roles and responsibilities. All of them communicate with each other to complete their tasks. The communication that place between the employees of two different hierarchical levels is known as 'vertical Communication'. It includes both upward and downward movements. On the basis of movement, the communication can be categorized as:

  •  Downward communication:

The communication that moves from higher level to the lower level of the organization is known as Downward Communication. For example, message from the Principal to a teacher. The purpose of downward communication is to convey programs, policies, procedures, instructions, orders, or routine information to the subordinates. It can be oral as well as written. It can take place through notices, memos, letters, circulars, meetings, telephonic conversations, or face-to-face interactions.

  • Upward communication:

The communication that moves from lower level to the higher level of the organization is known as Upward Communication. For example, the message from a teacher to the Principal. Its main function is to convey information, suggestions, ideas, proposals, complaints and grievances to the higher authority. The purpose of upward communication is to keep superiors informed about the progress of work, suggest measures for improvement, difficulties in the execution of orders, grievances of the lower level employees, and so forth. It can be oral as well as written. It can take place through reports, letters, telephone-calls,face-to-face conversations, or so.

(b) Horizontal Communication: Communication does not move only in upward and downward directions, but also proceeds in a horizontal manner, and takes place among the persons of equal ranks or status. The communication at the level of Professional peer groups or working on same hierarchy is known as Horizontal Communication. It generally takes place among the departmental Heads who are responsible for different functional areas of the organisation. For example, message from the Head of Physics department to the Head of Chemistry department. It is also known as Lateral Communication or Sideward Communication. It promotes cooperation, coordination and Teamwork. The main function of horizontal communication is to maintain coordination among different departments, exchange information, solve problems, and promote social relations. It is less formal and structured as compared to Upward and Downward communication. It can be oral as well as written. It takes place through letters, memos, reports, telephonic conversations, or face-to-face interactions. 

(c) Diagonal Communication: All the organizations have set guidelines for their employees, and they need to follow them. It consists of hierarchical structure and form a chain of command. Each employee needs to communicate with the employee(s) from other department through the superior of her/his department. But, if an employee communicates directly to the superior of other department, bypassing they superior of her/his own department, the communication may be called Diagonal Communication. It takes place when an employee communicates with the other who is not only superior, but also works in other department of the organisation, or vice versa. It cuts across different functions and levels within the organisation. The direct communication between a lab staff from Physics department and the Head of Chemistry department is an example of diagonal communication. Diagonal communication is also referred to as Crosswise, Radial or Circular communication. Increasing use of electronic mail has made diagonal communication much easier. Any employee can communicate with another employee via e-mail regardless of rank or status. 


Informal communication is also a part of organizational communication which is called grapevine communication. The channel of informal communication is known as grapevine. Rumours keep on floating in every organisation. Many-a-times they contain useful information. Grapevine carries them and spreads among the members of the organization. Many employees rely on grapevine as it is their main source of information about the organization. Every organization has this network which supplements the official channel. Information follows no set lines or definite rules, but spread very fast and in any direction, like a vine of grapes, that's why it is called grapevine.

Features of Grapevine-

  • Grapevine is the channel of informal communication. It carries the information at a rapid rate. Once the information enters the grapevine, it reaches almost instantaneously to every point in the organization.
  • It does not follow a fixed path. The information can flow throughout the organization in every possible direction.
  • It extends beyond the formal hierarchy system of the organisation. Anyone, regardless of rank or status, can pass on or receive information through it.
  • It is controlled by people rather than the authority. It is selective with regard to the person who receives the information.
  • Grapevine generally occurs orally.
Advantages of Grapevine-

  • Grapevine is a fast means of communication and can bypass any individual, rank or status without restraint. It can spread useful information throughout the organization within no time.
  • Passive employee(s) can receive information about the activities that are going on within the organization through it.
  • It supplements to the formal channel of communication. The authority can also use grapevine to know employees' reaction(s) towards some decision before its official announcement.
  • It provides the employees a channel to express their anxieties and opinions without any fear.
  • It is inexpensive.
  • It helps build te work and motivate people.
  • It helps in building social relations.

Disadvantages-

  • The message has no authenticity. The information can or cannot be true.
  • It can harm the reputation of an individual or organization.
  • It can create misunderstanding and lead to conflict.
  • It can affect employees' morale adversely.

External Communication-

Formal communication occurs not only within, but also takes place outside the organization. The communication that an organisation does with people, outside the organization, is known as External Communication. It addresses the people, like customers, competitors, financers, public, media, government, and other agencies. It can be oral as well as written. It can occur through letters, brochures, notices, telephone calls, press releases, publicity films, advertisements, etc.


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