LABOUR LAWS AND MEANING AND IMPORTANCE OF COMMUNICATION

UNIT 3 SECTION
INDUSTRIAL 1
RELATIONS Unit 3, section 1: Meaning and importance of communication

This section covers the meaning, definition, and functions of

communication in the industry. Also to be discussed in this section is the
communication process. Communication is one of the most frequently
discussed concepts in management, but remains the least understood in
practice. It is at the heart of every business activity and the very essence of
managing organizations. As the basis for exchanging messages, the
understanding and effective use of communication is an essential part of
management. Top management may generate the most brilliant policies and
strategies, and may be motivated by the soundest philosophies, but unless
these are carried down the line, virtually no work is done.

By successfully following a learning programme of this section, the student

will able to explain the meaning of communication and provide a standard
definition of the concept. The student will also be able to state the most
common functions of communication in the organization. Consequently, the
student can be examined in each of these areas after completing the unit.

Meaning of communication
Communication is a complex and dynamic process, and like other
management terms, it has no universally accepted definition. Indeed, the
term is derived from the Latin root word “communicare”, which means ‘to
make common’, and can be defined as the process in which one person or
group evokes a shared or common meaning to another person or group.
Communication can also be defined as the exchange of information and the
transmission of meaning from a person, or group of persons, to another
person or group of persons through symbolic message. From the perspective
of individuals and group behavior in organizations, communication may be
defined as the process of transmitting information from one person or group
to another person or group to ensure understanding on the part of the
individual or group at the receiving end.

Communicating through symbols

In communication, the parties use a variety of arbitrary words and signs to
convey meaning to one another. Indeed, communication is only possible
when the parties understand the verbal and non-verbal symbols used to
transmit the message. A fundamental condition for an effective
communication however, is that, the parties to the communication process
must both agree on the general meaning of the choice of symbols used.
Anything less than this will lead to poor and ineffective communication. As
a result, the understanding that the communicator intended to impart may be
far different from what is actually imparted to the recipient.

Importance of communication in industrial relations

Almost everything we do as managers involves an aspect of communication.
Managers communicate when they interview job applicants in order to
determine if they are suitable for the vacancy; they communicate if they

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introduce new employees to the organization, the workgroup or the job; they
communicate if they delegate responsibility and authority to the
subordinates; they communicate if they direct the efforts of subordinates,
praise their work, point out their mistakes and or listen to their complaints.

Effective communication between management and employees reduces

friction, conflict and industrial unrest at the workplace. Communication is
important for the following reasons:
 Obtaining a common focus or direction among members of the
organization
 Coordinating work by linking constituent parts of the organization
 Providing for the creation, distribution, interpretation and execution of
instructions and for feedback on events
 Encouraging teamwork, higher performance and job satisfaction
 Uniting an organization by making employees aware of management’s
intentions
 Helping to build a community of employees with high morale and trust
 Enabling expression of feelings and emotions
 Encouraging subordinates to supply ideas and suggestions during
decision making
 Improving labour-management relations

One-way versus two-way communication

One-way communication is a process in which information flows in just one
direction. The sender gives a message without given an opportunity for a
feedback. Policy statements from top managers are usually examples of a
one-way communication. One-way communication has the following
advantages over a two-way communication system:
 It is faster and easier for a sender as he doesn’t have to deal with
questions or be challenged by someone who disagrees.
 One way communication is neat and efficient to an outside observer
since it is not noisy and disorderly.
 Protection of one’s power is more readily accomplished with one way
communication than with a two-way communication. When mistakes
occur in one-way communication, the sender can blame the receiver for
not listening carefully. In two-way communication however, the sender
shares the blame.

The two-way communication is a process in which information flow in two

opposite directions. The sender gives a message to a receiver who then
provides a feedback to the sender. For an effective two-way communication,
the sender’s message must be received by the receiver. In the same way, the
sender must be receptive to the receiver’s feedback. In such a constructive
exchange, information is shared between both parties rather than delivered
from one person and received by the other. A two-way communication has
the following advantages over one-way communication:

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LABOUR LAWS AND
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 It is more accurate; fewer mistakes occur and fewer problems arise;

 Receivers are sure of themselves as they have the chance to ask
questions, share concerns, make suggestions and consequently
understand more precisely what is being communicated.
 As a general rule, the two-way communication improves subordinate
morale. People feel as though they have a voice in how things are done.

Verbal and nonverbal communication

By far, the most prevalent form of communication in the industrial set-up is
either the spoken or written communication. Communication of this nature
is termed Verbal communication. Contrarily, when we transmit a message
without the use of the spoken or written word, we are using nonverbal
communication. Managers use both methods at the workplace, and each
type plays an important role in managerial effectiveness.
 Verbal communication
Verbal communication refers to the written or oral use of words, letters or
figures to transmit information and understanding between parties in a
communication process. Oral communication involves speaking and
listening, as it occurs in face-to-face conversation, meetings and telephone
conversations. Perhaps we spend more of our time in oral communication
than in any other activity. Oral communication has the advantage of being
fast, more personal and providing immediate feedback. However, it is time
consuming, can be more difficult to terminate, and requires additional effort
to be expended in recording it. The written communication is one in which a
message is transmitted using words and expressions written on any suitable
object such as paper. Written communication occurs through a variety of
means such as business letters, office memorandums, reports, résumé,
written telephone messages, newsletters and policy manuals.
 Nonverbal communication
Some of the most meaningful communications are neither spoken nor
written. They are nonverbal. A nonverbal communication is the type of
interpersonal communication in which information and understanding is
transmitted by means of elements or behaviors that are not coded into
words. The nonverbal communication may use words to convey meaning,
but that meaning is different from what is inherent in the strict definition of
those words. When we transmit a message without the use of the spoken or
written word, we are using nonverbal communication.

Communication is an important ingredient in industrial relations. To ensure

a sound and effective industrial relations, there must be clear and
unambiguous communication network among members of the organization.
But one has to understand the meaning and importance of communication in
order to interpret what is transmitted through communication.

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Self-assessment questions
(1) What is communication? How important is it to the industrial
organization?
(2) Differentiate between verbal and nonverbal communication.
(3) What is one-way communication? What advantages does it have over
the two-way communication?

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