Communication​​ 1st Unit

Definition:
➢ The Communication is a two-way process wherein the message in the
form of ideas, thoughts, feelings, opinions is transmitted between two or
more persons with the intent of creating a ​shared understanding​​.
➢ Simply, an act of conveying intended information and understanding from
one person to another is called as communication.
➢ The term communication is derived from the Latin word ​“Communis”
which means to share.
➢ Effective communication is when the message conveyed by the sender is
understood by the receiver in exactly the same way as it was intended.

Communication Process
The communication is a dynamic process that begins with the
conceptualization of ideas by the sender who then transmits the message
through a channel to the receiver, who in turn gives the feedback in the
form of some message or signal within the given time frame. Thus, there
are Seven major elements of communication process:
1. Sender: ​The sender or the communicator is the person who
initiates the conversation and has conceptualized the idea that he
intends to convey it to others.
2. Encoding:​​ The sender begins with the encoding process wherein
he uses certain words or non-verbal methods such as symbols,
signs, body gestures, etc. to translate the information into a
message. The sender’s knowledge, skills, perception, background,
competencies, etc. has a great impact on the success of the
message.
3. Message: ​Once the encoding is finished, the sender gets the
message that he intends to convey. The message can be written,
oral, symbolic or non-verbal such as body gestures, silence, sighs,
sounds, etc. or any other signal that triggers the response of a
receiver.
4. Communication Channel: ​The Sender chooses the medium
through which he wants to convey his message to the recipient. It
must be selected carefully in order to make the message effective
and correctly interpreted by the recipient. The choice of medium
 depends on the interpersonal relationships between the sender and
the receiver and also on the urgency of the message being sent.
Oral, virtual, written, sound, gesture, etc. are some of the
commonly used communication mediums.
5. Receiver:​​ The receiver is the person for whom the message is
intended or targeted. He tries to comprehend it in the best possible
manner such that the communication objective is attained. The
degree to which the receiver decodes the message depends on his
knowledge of the subject matter, experience, trust and relationship
with the sender.
6. Decoding:​​ Here, the receiver interprets the sender’s message and
tries to understand it in the best possible manner. An effective
communication occurs only if the receiver understands the message
in exactly the same way as it was intended by the sender.
7. Feedback: ​The Feedback is the final step of the process that
ensures the receiver has received the message and interpreted it
correctly as it was intended by the sender. It increases the
effectiveness of the communication as it permits the sender to
know the efficacy of his message. The response of the receiver can
be verbal or non-verbal.

Importance of Communication:
Effective communication is vital for efficient management and to improve
industrial relations. In modern world the growth of telecommunication,
information technology and the growing competition and complexity in
production have increased importance of communication in organisations large
and small irrespective of their type and kind. A corporate executive must be in a
position to communicate effectively with his superiors, colleagues in other
departments and subordinates. This will make him perform well and enable him
to give his hundred percent to the organisation.

The following points can illustrate the importance of

communication in human resource management:

1. Base for Action:

Communication acts as a base for any action. Starting of any

activity begins with communication which brings information
necessary to begin with.

2. Planning Becomes Easy:

Communication facilitates planning. Planning is made easy by

communication. Any type of information regarding the human
resource requirement of each department of the organisation
with their qualifications, the type and kinds of job etc. can be
collected through communication which helps in human
resource planning. Policies and programmes for their acquisition
can be prepared and implemented. In the entire process
communication plays a vital role, it also facilitates managerial
planning of the organisation.
3. Means of Coordination:

Communication is an important tool for coordinating the efforts

of various people at work in the organisation.

4. Aids in Decision-Making:

The information collected through communication aids in

decision-making. Communication facilitates access to the vital
information required to take decisions.

5. Provides Effective Leadership:

A communication skill bring manager near to his subordinates

and exchange ideas and submits appropriate proposals, knows
their opinions, seeks advices and make decisions. This enables a
manager to win confidence of his subordinates through
constantly communicating with them and removing probable
misunderstandings. In this way he leads his people to accomplish
the organisational goal.

6. Boosts Morale and Motivation:

An effective communication system instills confidence among

subordinates and workers ensuring change in their attitude and
behaviour. The main cause of conflict and dissatisfaction is
misunderstanding which can be removed through
communication skills. The removal of misunderstanding makes
manager and his subordinates understand each other and create
good industrial relations. This boosts up the morale of the people
and motivates them to work harder.

FUNCTIONS OF COMMUNICATION
​Communication is really a different field that has some various
objectives. To gain individual objectives, communication performs quite a
few functions. Some of its major functions are as follows:
1. Informing: ​The principal function of communication is informing
messages to others. It really is done verbally or non-verbally.
Verbal messages might be either oral or written. On the other
hand, non-verbal messages can be sent via human body language,
gestures, posture etc.
2. Persuading:​​ One more essential functionality of communication is
persuading a single party by another. In business, management
persuades the employees to make certain that employees persuade
management so that management accepts their ideas, opinions,
and suggestions. The business also communicates with external
stakeholders to persuade them.
3. Integrating various divisions and departments:​​ Attainment of
organizational goals requires integration and coordination of
activities performed by various individuals, groups and
departments. Management can put together and coordinate those
people divisions and departments by building a communication
network for the whole organization.
4. Creating relationships through external parties:
Communication creates relationships not just with internal parties
but also with the external parties like customers, suppliers,
investors, general community, and government. Communication
through these external parties could be the for the survival of an
organization.
5. Improving labor-management association:​​ There’s no option
to excellent labor-management relationship for achieving
organizational goals. Therefore, a significant purpose of
communication is to increase labor-management relationship.
Communication helps each party to express themselves and
produce an atmosphere of cooperation.
6. Helping in choice making: ​Management is absolutely nothing but
producing decisions for creating decision, management
requirements information. The function of communication is to
supply relevant info on the management in time so that they are
able to make appropriate decisions.
7. Reducing misunderstanding: ​In the absence of communication,
misunderstanding, distance, conflict, controversies etc. May
perhaps a rise inside the organization. Communication helps to
overcome and avoid these misunderstanding, disagreement and
controversies.
8. Solving troubles: ​Difficulties are favorite to every business. A
business faces good deal of difficulties in its day-to-day operations.
Achievement of business depends on timely items of individual
problems. Item of these problems is impossible without the need of
appropriate communication with the concerned parties.
OBJECTIVES OF COMMUNICATION

1. STRONGER DECISION MAKING: ​Your ability to communicate

effectively increases productivity , both yours and your organization.
2. INCREASED PRODUCTIVITY: ​With good communication skills , you
can anticipate problems , make decisions , co-ordinate work flow ,
supervise others , develop relationships and promote products and
services.
3. STEADIER WORK FLOW: ​Communication acts as tool for the
effective work related flow of information.
4. STRONG BUSINESS RELATIONSHIPS & ENHANCED
PROFESSIONAL IMAGE: ​You can shape the impressions you and
your company make on colleagues , employees ,supervisors , investors
,and customers in addition to perceiving and responding to the needs of
these stakeholders(the various group you interact with ) without effective
communication , people misunderstand each other and misinterpret
information. Ideas misfire or fail to gain attention and people and
companies flounder.
5. CLEARER PROMOTIONAL MATERIALS: ​Your organization's need
for effective reach of company name and public promotions are based on
effective promotional material such as advertisements , billboards ,
online add , posters etc are all communicated for effective message
delivery and meaning.
6. PROVIDE ADVICE: ​Giving advice is based on individual-oriented and
work-oriented ,advice should not given to the person for pinpointing his
mistakes rather it should be helpful for his improvement. Effective advice
promotes understanding and it can be a two way process if the
subordinate staff given freedom.
7. PROVIDE ORDER: ​Order is an authoritative communication pattern
and it is directive to somebody always a subordinate to do something.
Orders will be written and oral orders , general and specific orders
 ,procedural and operational orders , mandatory and discretionary
order. Order should be clear and complete ,execution should be possible
and given in a friendly way.
8. SUGGESTION: ​Suggestion is supposed to be very mild and subtle form
of communication. Suggestions are welcomed for it is not obligatory to
accept them , it can be voluntary and anonymous and submitted through
suggestion boxes.
9. PERSUASION: ​Persuasion may be defined as an effort ‘ to influence the
attitudes , feelings ,or beliefs of others , or to influence actions based on
those attitudes , feelings , or beliefs. Persuasion can be done to others if
you are convinced , you do not impose , you are not rigid are prepared to
meet half-way and you can look at the situation from the other person’s
angle also.
10. EDUCATION: ​Education is a very conscious process of
communication ,it involves both teaching and learning by which
organizations provide to their employees in the form of training.
Education is given for management , employees and outside public.
11. WARNING: ​If the employees do not abide by the norms of the
organization warning is a power communication tool and it can be
general and specific. Specific warning should be administered in private
and after thorough investigation. The aim of the warning should be the
organization betterment.
12.RAISING MORALE AND MOTIVATION: ​Morale stands for mental
health and it is a sum of several qualities like courage , resolution ,
confidence .High morale and effective performance go hand to hand.
Motivation is a process that account for an individual intensity, direction
, and persistence of effort towards attaining a goal.
13.TO GIVE AND RECEIVE INFORMATION: ​Communication’s main
idea is to give and receive information because managers need complete ,
accurate and precise information to plan and organize employee need it
to translate planning in to reality. Information will cover all aspects of
the business.
14.TO PROVIDE COUNSELLING: ​Counseling is given to solve employees
mental stress and improve the employees productivity.
15.TO IMPROVE DISCIPLINE: ​Finally discipline is the foremost part of
any business communication. The various disciplinary codes are
effectively communicated to employees through disciplinary codes.
Barriers of Communication:
1. Barriers Caused by Sender and Recipient
1.1. Distortion :
■ Distortion is a process which occurs either at the stage of
encoding or decoding the message.
■ It comes about when the information is put into form, which does
not express its true nature in a way that the recipient can fully
understand.
■ If distortion is at encoding stage the sender is responsible and If
distortion is at decoding stage the receiver is responsible there
1.2. ​Inadequate communication skills :
■ Communication skills are the abilities to send and receive
messages clearly and effectively, with no possibility of
misunderstanding.
■ They include the ability to express ideas clearly in writing, in
language suitable to the intended recipient and the intended
purpose of the communication.
1.3. Lack of listening ability :
 ■ In the communication it is most important to be able to “listen”.
■ The ability to listen is an essential ability for all of us.
1.4. Attitudes :
■ We all have certain attitude in over day of life which we gain from
our education, experience and environment.
■ Sender must be aware of receiver’s attitude and receiver must be
aware of sender’s attitude. If any one even not aware of another
one’s attitude then barrier may occur
1.5. Incorrect Information :
■ This can be most complex barriers which is straightforward and
disruptive: ​the fact that the information may simply be wrong
1.6. Other Barriers :
■ Selective hearing
■ Information overloading

2. Barriers Caused by Outside Influences (Noise)

■ Noise is the name given to the feature of the setting in which the
communication takes place which interfere with the accurate
transfer of information.
■ In literal terms, it can be physical noise, such as heavy traffic,
constantly ringing telephones or people talking to you while you
are reading a letter.
■ It can also refer to other kinds of interference such as poor
telephone connection
Essentials of good communication 
 

 
A healthy relationship in any quarter begins with good communication. Here are some
useful tips you can apply in order to develop effective communication in your everyday
interactions, be it with your boss, colleagues or your family and friends.

Listen:
Always start by emptying out all your pre-conceptions of what you know. Have
an open mind about what the other party has to say. It may be hard at first but this will
help build trust and understanding in the relationship.

बाधा):
Do not interrupt(बाधा
 Allow the other party to fully express their concerns. Suppress any urge to cut in
with your own. You will fully understand the situation if you let them finish and not
“jump the gun” with a wrong or misunderstood response.

Avoid pointing fingers:

Placing blame always comes across as an excuse and will quickly alienate the
other party. This in turn could create a wall which may potentially block further
communication.

Be clear and concise :

Beating about the bush or sticking to generalities can confuse those you are
interacting with. Be as specific as you can and leave no room for doubt.

Repeat the other person’s views :

Always repeat what the other party has expressed to ensure you fully understand
their point of view.

Provide feedback:
Without interrupting the speaker, inject some neutral statements, such as “oh,” or
“I see” to show that they have your undivided attention and that you follow their train of
thought.

Show empathy:
Empathy(सहानभ ु ू त) is the ability to understand the emotion behind the other
party’s arguments, especially when the topic is a sensitive one. By doing so, it tells the
other party that you can connect with them at an emotional level.

Pay attention to non-verbal signs:

The body language of the other party will give you important additional
information about what they are expressing. Sometimes these cues may even reveal a
more truthful view of the situation.
7 C’s of Communication
Definition: ​The ​7 C’s of Communication​​ is a checklist that helps to
improve the professional communication skills and increases the chance
that the message will be understood in exactly the same way as it was
intended.
1. Clear:​​ The message should be clear and easily understandable to
the recipient. The purpose of the communication should be clear to
sender then only the receiver will be sure about it. The message
should emphasize on a single goal at a time and shall not cover
several ideas in a single sentence.
2. Correct:​​ The message should be correct, i.e. a correct language
should be used, and the sender must ensure that there is no
grammatical and spelling mistakes. Also, the message should be
exact and well-timed. The correct messages have a greater impact
on the receiver and at the same time, the morale of the sender
increases with the accurate message.
3. Complete:​​ The message should be complete, i.e. it must include all
the relevant information as required by the intended audience. The
complete information gives answers to all the questions of the
receivers and helps in better decision-making by the recipient.
4. Concrete: ​The communication should be concrete, which means
the message should be clear and particularly such that no room for
misinterpretation is left. All the facts and figures should be clearly
mentioned in a message so as to substantiate to whatever the
sender is saying.
5. Concise:​​ The message should be precise and to the point. The
sender should avoid the lengthy sentences and try to convey the
subject matter in the least possible words. The short and brief
message is more comprehensive and helps in retaining the
receiver’s attention.
6. Consideration: ​The sender must take into consideration the
receiver’s opinions, knowledge, mindset, background, etc. in order
to have an effective communication. In order to communicate, the
sender must relate to the target recipient and be involved.
7. Courteous:​​ It implies that the sender must take into consideration
both the feelings and viewpoints of the receiver such that the
message is positive and focused at the audience. The message
should not be biased and must include the terms that show respect
for the recipient.