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The Definition of Communication

While searching several relevant books in my library for the best definition of communication, I could not find a direct answer. Most often it is language, process, influence, etc. described in terms of The best definition I’ve come across is:

Communication: “the act of transmitting. The giving or exchange of information, signals, or messages by speech, gesture, writing, etc. To notify. To give information, messages. To communicate systematically and meaningfully. A system of dispatch. and telephone, telegraph, radio and the reception of messages through etc. . . . A system like routes of transfer from one place to another. The art of expressing ideas, especially in speech and writing.” (Webster’s New World Dictionary).

JP Chaplin’s Dictionary of Psychology also describes it as “the process of transmitting or receiving signals or messages.”

So, briefly, the definition of communication is: A system of sending and receiving messages.

It can be applied to human communication within personal, business and technology.
Since communication is a system of sending and receiving, it requires a Sender and a Receiver. In business, it is seller and buyer, consultant and client, employer and employee, supervisor and worker or employee. One family member to another or one friend to another at home or in our personal lives.

Human communication includes verbal, vocal and non-verbal communication. Experts say that only seven percent of the overall impact of a presentation is determined by the words we use (verbal); thirty-eight percent comes from the tone of our voice (vocals), and fifty-five percent comes from non-verbal cues.

In non-verbal communication, people don’t even need to be conscious of sending a message. This can happen with facial expressions, head movements, body positions, movements and gestures, tones of voice, clothing, appearance of clothes and even smell!

Saying something while doing one thing is powerful non-verbal communication. The supervisor tells the subordinate to “always return to your original work file after saving a backup of your work,” but the supervisor does not; or the management agrees to the employee’s request to hold collective meetings, but does not implement them, etc.

In one company, the manager gave a deadline for the production staff to come out with catalogs. However, that manager stopped production by failing to provide the necessary input in time. This kind of sloppy communication sends mixed messages and confusion. These inconsistencies speak louder than words.

In other cases, supervisors or senior employees use their authority to leave early or have long personal conversations on the phone. The rest of the workers can’t say anything and have to ignore it and live with it; they don’t want to create bad feelings and difficulties for themselves, but it bothers them and affects their relationship. Again, this sends the wrong messages to the team.

These patterns create bad relationships, frustrations, and low morale. The worst part is that the top management doesn’t know if it will continue. These supervisors are nice and diplomatic with management, but they continue to be destructive in their departments.

At a training organization specializing in providing corporate governance excellence, an office manager would yell and curse when an employee made a data entry error, pounding the desk with his fist. In front of the management team, he was as smooth and professional as anyone expected.

How can we use communication more effectively as leaders? By applying workable concepts that create an environment for talking and listening to employees. It has become popular in many companies to use “Contact” forms that employees are asked to send to coworkers.

But people are not going to write the situations described above to them. No one intends to put negative experiences they have endured from their superiors/managers or peers into these forms. It requires more than just forms. It requires personal and intentional open communication.

The same patterns apply at home in everyday communication activities and meetings of family members – father and mother, parent and child, brother and sister, uncle or aunt and nephew or niece, grandmother and grandchild, etc…

It takes desire and effort to improve communication. The first thing to know is its definition and understanding what it is and how it works. Then that knowledge must be applied – every day.

Typical rewards will be 50-100% improvement in the areas of greater efficiency, less misunderstanding, better relationships, better environment, happier employees, higher morale, happier customers, better productivity, and better corporate and personal results.

In one of his personal powerhouses, Anthony Robbins lists 7 character traits that are essential to success. One of them is “Development of communication skills”. “Develop” is the key word. As senders and receivers, each of us must develop it. /dmh

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