What Is Communication? Meaning, Types, Process, Importance, and Barriers Explained

Table of Content

1. What Is Communication? Definition and Meaning
2. Examples of Effective Communication
3. The Process of Communication Explained Simply
4. Types of Communication (With Examples)
5. Importance of Communication
6. What Are The Barriers to Communication?
7. How to Improve Your Communication Skills?

If you ask someone, “What is communication?” most people will say, “It means talking.”

That’s not wrong, but it is only a small part of the full picture.
Communication means sharing information in a way others can understand. We do this through words, tone, body language, writing, and even silence.

It plays a big role in both personal and professional life. In fact, data shows that 64% of business leaders and 55% of employees believe effective communication makes teams more productive.

In this blog, we’ll learn what communication really means, how it works, the different types, why it matters, what can block it, and how to improve it in real life.

What Is Communication? Definition and Meaning

Let’s start with the definition and meaning of communication.

Communication is the way we send and receive information so that others truly understand us. It is not just about talking or writing. It includes the tone we use, the pauses we take, and even the way we look at someone.

When you explain an idea, ask a question, or share how you feel – you are communicating. But it only works when the other person understands your message the way you meant it. That is what makes communication complete. It is an everyday skill, but getting it right takes a bit of practice.

Here is a table covering all the basic details about “What is communication?”

Examples of Effective Communication

Effective communication means your message is understood the way you intended. No confusion. No misunderstandings. It must be clear.

Here are a few examples of effective communication –

Why do these examples work?

Because the message is clear. The tone is respectful. And there is real understanding between both sides. That’s what makes communication effective – not just the words, but how you use them.

The Process of Communication Explained Simply

We often think communication is just speaking. But it is more than that. It is a step-by-step process. When one step goes wrong, the message can be misunderstood or lost completely.

1. Thought or idea (It starts in your mind)

Every message begins with a thought. You might want to share an opinion, ask a question, or explain something. This is the starting point.

2. Encoding (Turning the thought into a message)

Now you convert that thought into something the other person can understand. This could be a sentence, a facial expression, a text message, or even a drawing.

3. Sending the message (Choosing the medium)

You deliver the message using a medium – like face-to-face talk, a phone call, email, or even body language. The right channel can improve clarity. The wrong one can lead to miscommunication.

4. Receiving the message

The other person gets your message. They hear you, read your words, or see your body language.

5. Decoding (The other person tries to understand)

They try to understand what you meant. If your message is clear, they will get it. If not, they might guess wrong.

6. Feedback (Their response matters)

They respond. That could be a reply, a nod, or even silence. Feedback helps you know if your message was received correctly.

7. Noise (possible barriers)

Noise is anything that disrupts the message. It could be loud surroundings, unclear speech, bad signal, or even stress.

Types of Communication (With Examples)

We don’t communicate in just one way. Depending on the situation, we speak, write, or use our body language. Here are the different types of communication –

1. Verbal communication

This is when we use spoken words to express ideas. It includes conversations, speeches, and phone calls. Verbal communication is direct and quick but depends a lot on tone and clarity.

Example – A manager gives clear instructions in a team meeting.

2. Written communication

This involves any message sent through writing. It includes emails, reports, messages, and notes. Written communication is useful for detailed information and formal situations but must be easy to read.

Example – An employee sends a client an email with next steps.

3. Non-verbal communication

This includes body language, facial expressions, and gestures. It often shows what we feel more than what we say. Non-verbal signs can support or even replace spoken words.

Example – A friend smiles and gives a thumbs up during a conversation.

Read more: How to Use Nonverbal Communication in a Job Interview?

4. Visual communication

This uses images, charts, videos, and symbols to share a message. It helps people understand things quickly – especially when words are not enough or language is a barrier.

Example – A teacher uses a diagram to explain a science topic.

5. Intrapersonal communication

This is the communication you have with yourself. It includes your thoughts, self-talk, and decisions. It affects how you feel, respond to others, and manage your emotions.

Example – You calm yourself before an interview by thinking positively.

6. Interpersonal communication

This happens between two or more people. It includes both spoken and non-verbal messages. It helps build relationships, solve problems, and work as a team.

Example – Two friends talk through a misunderstanding and resolve it calmly.

Read more: What is Grapevine Communication

Importance of Communication

Good communication is the base of strong relationships and career success. Here’s why communication is important –

• Helps you express thoughts and emotions clearly
• Builds trust in personal and professional life
• Improves teamwork and group coordination
• Reduces misunderstandings and mistakes
• Makes decision-making faster and easier
• Strengthens leadership and influence
• Supports healthy relationships at home and work
• Helps solve problems calmly and effectively

What Are The Barriers to Communication?

Even when you try to communicate clearly – some things can block your message. These are called barriers to communication. Here are some common ones –

• Language differences – Using complex words or unfamiliar terms
• Physical barriers – Noise, distance, or poor connection
• Emotional barriers – Stress, anger, or low confidence
• Cultural differences – Misunderstanding gestures or habits
• Lack of attention – Not fully listening or being distracted
• Poor timing – Speaking when the other person isn’t ready
• Assumptions – Jumping to conclusions before hearing the full message
• Technology issues – Glitches or delays in digital communication

Read more: What Are the Barriers of Communication?

How to Improve Your Communication Skills?

Strong communication isn't something you are born with. It is a skill you can build over time with daily practice. Here are some helpful tips to improve your communication skills –

• Listen more than you speak
• Keep your message simple and clear
• Think before you respond
• Watch your body language
• Ask questions if something isn’t clear
• Give honest and respectful feedback
• Stay calm during tough conversations
• Avoid interrupting others
• Make eye contact when talking
• Practice speaking in front of a mirror or friend

Read more: How to Use Communication Skills In an Interview?

FAQs

What are communication skills?

Communication skills are the abilities that help you share information clearly and understand others better. Here are some important communications skills you must learn –

• Listening
• Speaking
• Writing
• Body language
• Tone
• Giving feedback in a respectful way

What are the different styles of communication?

The four main styles of communication include –

• Passive – Stays silent, avoids conflict, and hides true feelings.
• Aggressive – Loud, controlling, and often disrespectful.
• Passive-Aggressive – Appears polite, but hides anger or sarcasm.
• Assertive – Honest, clear, and respectful communication.

Each style affects how you express yourself and how others respond. Assertive communication is usually the most effective and respectful approach.

What is communication English?

Communication in English means using the English language to share information clearly. It involves talking, listening, and writing in a way that makes sense to others.

What are the 5 key elements of communication?

The five key elements are sender, message, medium, receiver, and feedback. Each part plays a role in making communication complete and effective.

What is the 7-38-55 model of communication?

The 7-38-55 model explains how we communicate emotions. According to this rule –

• 7% of meaning comes from the actual words we say
• 38% comes from our tone of voice
• 55% comes from body language

This model shows that how we say something often matters more than what we say, especially when expressing feelings.

What causes poor communication?

Poor communication can happen due to unclear language, distractions, emotional stress, bad timing, or simply not listening properly. These barriers often lead to confusion or conflict.

How can I communicate more effectively at work?

Use simple words, be direct, listen actively, ask questions, and follow up if needed. Being clear and respectful builds trust with your team.

What is the difference between verbal and written communication?

Verbal communication involves spoken words, while written communication uses text. Verbal is faster and more personal. Written is better for detailed or formal messages.