COMMUNICATION

INTRODUCTION : “Mutual exchange of thoughts, opinions and

information means communication”. Social interactions and civilization as well as

emergence and development of culture are not possible without communication.

As we cannot imagine a developed language without words, similarly, we cannot imagine a society, without the facility of communication.

Man’s progress depends on his capacity to exchange thoughts and experiences with other human beings.

21st Century is the century of communication revolution.

The whole world has been brought closer by researches of electronic media and electronic appliances in last 20 years.

WHAT IS COMMUNICATION ? The exchange of one’s feelings, thoughts,

experiences, information, etc. with other persons is called communication in its common meaning.

According to Alwyn Dode, “Communication is the problem No. 1 of the management/administration”.

Communication is the two-way process. Thus, communication, means “Pouring our

viewpoint in the brain of others is communication”.

DEFINITIONS : “Communication means exchange of

thoughts among persons”- Charles

Redfield

“Mutual exchange of thoughts, opinions and information means communication”

- Wester

“Pouring our viewpoint in the brain of others is communication”

- Dr. Saxena

NATURE OF COMMUNICATION : Human existence Mutual exchange of thoughts Oral or written form Creation of Understanding Constant and permanent process Bi-party as well as multi-way process Should be understandable First problem of administration Two parties involved Close relationship with management and

administration Base of all activities

IMPORTANCE (BENEFITS) OF COMMUNICATION :

1) Issuing effective orders and direction2) To raise production3) Removing adverse trends to develop good

human relations4) For taking policy related decisions and

interpreting them5) To accomplish objectives of the unit6) To evaluate the activities

ADVANTAGES OF COMMUNICATION :

i. Administration – easily doneii. Quick decisionsiii. Mutual Misunderstanding preventediv. Planning, co-ordination, directing, controlling made

easyv. Maximum Productivityvi. Efficiency and morale of employees maintainedvii. Harmonious relations createdviii. Industrial disputes don’t ariseix. Free exchange of thoughts and opinionsx. Rules and Regulations effectively maintainedxi. Team spirit xii. Policy related control maintained

TYPES / METHODS OF COMMUNICATION :

Oral Written

Formal Informal

Downward, Upward & Horizontal

1. Oral Communication : Employees are issued orders personally,

directly. Subordinates also sometimes provide oral

communication to managers. Oral information is exchanged through personal

discussion, meeting, conversation on telephone, lecture, etc.

ADVANTAGES :(i) Information directly provided due to personal

contact(ii) Explanation given rapidly(iii) Less possibility of misunderstanding or

confusion(iv) Saves time and energy(v) Friendly atmosphere created(vi) When decisions are rapidly implemented, than

this method becomes more convenient

LIMITATIONS :(i) Not convenient when detailed information

is to be given(ii) Person receiving and giving information are

at a distance, then this method cannot be convenient

(iii) When details required for Proof, oral communication is inevitable but written proves evitable.

2. Written Communication : Exchange of information is done in written form. When similar kind of information is to be

provided to several persons than written communication method is convenient.

Dr. Terry suggests four Cs to keep in mind for written communication : Complete, Clear, Concise and Correct.

ADVANTAGE :(i) Received or dispatched information can be kept

as proof.(ii) Taking future decisions becomes easy.

LIMITATION:(iii) Delay in dispatching information

3. Formal Communication : The exchange of information as per the

organization and procedure is called formal communication.

Depends on organizational structure. Eg. In the Meeting of BOD, the secretary

prepares notice, sales officer asks for sales report from salesman, salesman sends sales report to sales manager.

4. Informal Communication : Personal Relations Eg. When a sales manager asks questions to

salesman about customers opinion of product. Eg. The production manager asks one of the

employees about the machine or production method during recess time.

5. Downward, Upward and Horizontal Communication : Information going from top level to low level is

called downward Communication . Information going from low level to top level is

called Upward Communication. When the information is exchanged or

dispatched on the same level of management between the persons of same level, it is called Horizontal Communication.

Besides this, it can be internal and external communication. Internal communication can be written, oral, formal, informal, upward, downward or horizontal. External communication may be written or oral.

Managers

Officers

Supervisors, Foremen etc

Downw

ard Co

mmunica

tion Upward Communication

Top Level

Centre Level

Low Level

COMMUNICATION AND MANAGEMENT PROCESS : The success of manager depends on

understanding the other members of the unit and the other members understanding the manager.

Hence, effective skills if communication is the important skill of manager.

Communication is a tool in the management field and not the goal.

Effective Communication makes the management planning more precise and management more effective and control is made realistic.

COMMUNICATION AND ORGANIZATION :Relation can be shown as under :1) To obain and give information2) Evaluation3) Direction and instructions4) Motivation5) Other functions

COMMUNICATION PROCESS(1) Thatcher :

A B X

(2) Aristotle’s presentation : Condition

Speaker Message Listeners Condition

LIMITATION :- One-sided- No response from listeners

(3) Modern presentation of communication process : (David K. Behlow)

Emerging Encoding Message Channel Decoding Receiver Place

a. Emerging place :Due to the different reasons the need of communication arises.

b. Encoding :To send the mental concept to the receiver person, encoded is done can be said.

c. Message :The physical form of expression by the person giving message is called the message.

d. Channel :The medium through which the message is sent is called channel. Appearance and voice are two channels.

e. Decoding :-Message received through communication channel in the form of sign or indication, and is understood is called decoding.-Coding and decoding are two mutually contraditing processes.

f. Receiver :Person receives it, interprets it and responds on the basis.

g. Feedback :The response of the person receiving the message, whether he has understood or not, is called Feedback. Thus, the person receiving the message becomes the sender as far as the part is concerned.

h. Noise :Anything which reduces the propriety

of specifics of communication is called noise.

OBSTRUCTIONS IN COMMUNICATIONI. Distortion in messageII. FilteringIII. Communication OverloadIV. Improper timingV. Loss by transmission and poor retentionVI. Short circuitingVII. InattentionVIII. Distrust of communicatorIX. Vague presumptionsX. Premature EvaluationXI. Non-acceptanceXII. Failure to communicateXIII. Personnel relationsXIV. Selection of medium

SUGGESTIONS FOR MAKING COMMUNICATION EFFECTIVE1) Communication as per the nature and

requirement of unit2) Base of trust and co-operation3) Full of information4) Propriety of Medium5) Two-way Nature6) Clear and short carrying lines7) Objectivity8) Time to time evaluation9) Sufficiency10) Lack of personal interest

COMMUNICATION NETWORK Communication channels and centres create

a net, which is called communication network.

Communication issues and communication effectiveness depends on appropriate network.

Two aspects hold importance :i. No. of communication centres andii. Nature of communication network. Higher the no. of channels, more the

complexity.

Complexity of communication channels can be shown as under :

Nature of net also affects effective communication :1. Circle2. Chain3. Wheel

Circle Chain Wheel

Conclusions derived by Keith Davis on communication network are :

From the above it can be concluded that, fro different types of management sectors and its different issues, communication networks should be chosen appropriately.

Questions Circle Chain Wheel1. Speed of work Slow Rapid Rapid2. Preciseness Weak Good Good3. Emergence of

leaderNo Notable Very

clear4. Morale Substantial Weak Much

weak5. Flexibility for

changeMuch rapid Slow Slow

COMMUNICATION AND ELECTRONIC MEDIA : Communication have become effective due to

revolution in computers. Global distances are removed. Communication tools are emails, tv, cellular

telephone PC, laptop, Internet, etc. With this the managerial efficiency have

increased. PC is useful in co-ordinating the data of overseas

officers and managers. Through internet, information can be dispatched

and received such as, entering new sales market, getting directly in touch with international customers and directly purchasing goods.

It makes distribution system easy. Cellular phones are useful in keeping

constant touch with officers and giving-getting information.

Proper knowledge, complete technical skill, understanding information retrieved from them can lead to success.

Language and codes are used in internet, which are required to be learnt.

Revolutionary change have taken place due to electronic media.

All information such as unit’s production, sales, administration, raw material, employees, customers, market, natural factors, is gathered through electronic media.

It is important to manage the data, to interprete it and make use of it effectively.

Important to get the information on time. Performance appraisal, comparison, ratio

analysis, can be evaluated. Careless use can get the information

destroyed. Use of electronic appliances make the task

easy and speedy. They are tools, human being need to work

upon it. Electronic appliances have played a great

role, but it cannot take the place of human being.