FEATURES AND SCOPE OF COMMUNICATION

Scope, in this context, refers effectively to the sphere of operation (or influence) of the communication. There are two aspects to this: 'audience scope' and 'subject scope'. 

Audience scope  

First and foremost, it is essential for the communicator to clearly identify the target audience of the communication. This will allow the recipient to decide "Is this communication intended for me?"It will also allow the communicator to tailor the communication (especially the language used) to the particular needs of the audience. 

Most technical communications are not aimed at specific people, but at groups of people, or more likely, at job functions or users of particular products. It may also be the case that the communication is aimed at 'the general public'. In each case, the communicator must ensure that the target audience is clearly identified. 

Quite often the definition of the audience is left to the distribution list, but this is not sufficient. Communications may be forwarded, or copied without the distribution list, at which point the target audience definition is lost. Additionally, it is not always wise to assume that the target audience is implicit in the location of the communication 

For some communications, it is not possible for the audience to be identified within the communication itself. A good example is a factory siren, or a flashing light on a shop floor. In these cases, the audience is defined by informing the target 12 audience in advance that when (for example) a siren sounds, they have to take a particular action. 

Subject scope  

In order to allow readers to further ascertain whether a communication contains information that they need to know, or that they may be looking for, a communication should always clearly identify the subject scope of the communication. The subject scope is a specification of the information covered by the communication. For example, if a document provides instructions for changing a printer cartridge, it would be wise to specify the models to which the instructions apply. 

In some circumstances, it may be more useful to specify the scope in terms of what is not covered by the communication. For example, in a general information manual for a network router, it may be worthwhile stating that the manual does not include information on installing or configuring a network. (Ideally, in these cases, the communication should then go on to specify where the reader can find the information that is not in the scope of this communication.) 

Obviously, any specification of the scope of a communication should appear as near to the start of the communication as possible. The whole point in specifying the scope is to allow the reader to decide whether the communication is relevant to them - forcing them to read half the document before telling them, rather negates this point! 

A communication will always have a purpose. A good technical communication will always have a purpose for the reader (some communications seem to be purely for the benefit of the communicator's ego). For most technical communications, the purpose of the communication must be clear to the recipient of the communication. 

The following list highlights a number of different purposes for a communication, and describes the way in which the communication might need to differ based on this purpose.  To inform 

• To convey
• To persuade
• To request 
• To warn
• To reassure 

Key points (from the user's perspective) 

• Is the message for me?
• Is it important?
• Why has it been sent? 

Communication of message takes place through spoken or written words, pictures and in many other forms. In oral communication, the transmitter is the ‘voice box’ of the speaker. The receiver of the message may be the human ear, which converts sound waves into a comprehensible form, which can be recognized by the human brain; a television receiver decodes the electromagnetic waves into recognizable visual representation. In the same manner, the reader, who can recognize and understand that particular language, can understand the printed message.  

The process of communication involves a procedure consisting of only a few steps. The information source decides to communicate and encodes a message, transmits it through a channel to the receiver, which is then decoded and acted upon. There are noises or distortions in between the whole process. The main functions of communication are information, education, entertainment, enlightenment and persuasion. Therefore, the communication process should be designed as such so as to gain the attention of the receiver, use the signals, symbols, or codes that are easily understood by the receiver and it must arouse needs in the receiver and suggest some ways out to satisfy these needs. Only then it can create the desired response. 

However, communication should not be confused with mass communication, while communication is the activity of sharing, giving, imparting, receiving information, mass communication ‘is a process in which professional communicators use communication media to disseminate messages widely, rapidly, simultaneously and continuously to arouse intended meanings in large and diverse audience s in an attempt to influence them in a variety of ways’. 

Communication is a required skill at every level of organizational functioning. The effectiveness, with which a person will be able to perform in almost any organization, whether social, governmental or commercial, will depend in large measure upon the ability to communicate effectively. 

Communication through Arbitrary Symbols  

The civilization is reflected in three priceless possessions of mankind, the first is the human ability to think, the other is his innate capacity to communicate and the third is his species’ specific competence to acquire and use the arbitrary symbols system of language. The gifts of civilization and all the branches of human knowledge have their origin from this ability to think in abstract and to communicate these thoughts through symbols of the language. Above all the other media of communication, language is the most significant because the human knowledge and relationships are gathered, stored and imparted through it. The process of communication permits us to use and reuse the experiences and knowledge from the past into the present and make it ready for use in future with the help of the symbols of communication, which stand for some abstract idea. 

Human Interactions through Communication 

Communication is the means by which people relate to one another. The society in general or an organization of any type cannot exist without the relations that are built and strengthened by communication. Throughout our lives, we are involved in communication situations. When we talk and work with our colleagues, friends, subordinates, superiors, experts, teachers, students, family members and with the people in all walks of life, when we read and /or write the books, pamphlets, periodicals, special journals, reports, letters, memos, newspaper, etc. when we listen to or deliver speeches, when we listen to the radio or watch the TV and films, when we buy or sell the products or services, when we manage our business and when we are involved in any other activity, we are invariably involved in communication situation. 

Communication Technology and Media  

Human Behavior is dominated by communication in all aspects of life to such an extent that we can aptly call him as a communicating creature. He has applied advanced science and technology of the tremendous development of communication system. With the help of dramatic inventions like printing press, telephone, telegraph, radar, telephoto, radio, television and many others deceive; we have made our modern communication instantaneous and effective. The advanced technology of mass and telecommunication has attracted the attention of the experts and specialists in many fields. The artists, poets, writers, artisans, architects, etc. are exposed to different subjects of interest by this technology and it helps them to conceive new creative thoughts and ideas. The technology, skills of 15 using media and some concepts of communication are useful to psychologists in order to investigate certain problems of human behavior and therapy. 

The political as well as social traditions, myths, customs, styles of living, morals, etc. are passed from one generation to another or they are changed or destroyed with the help of communication media. The success of any commercial man depends upon his reception and transmission of information regarding the market, production, government laws, banking, innovations in modern technology, etc. computers play a vital role in receiving, storing, translating, analyzing and imparting the information for the mathematicians, chemists, physicists, engineers, etc.