Communlcation ror Man

14
nagem
1.1 CONCEPT AND NATURE OF COMMUNICATION
The word 'communication' is derived from the Latin word 'communis which
common. If a person affects a communication, he has established a common oTmea
of understanding. Thus, communication involves imparting a common ide grou
covers all types of behaviour resulting thereform. This indicates that various fai
enter into the process of communication. These are the communicator or so
fact
of information, the receiver of information, the content of communication
the manner of communication. The term 'communication' in a broader sense m
both the act of communicating something and the manner of communicationmea
as letter, notice or circular.
S

1.1.1 Meaning of Communication

According to
Hudson, "Communication in its simplest form 1s conveyin
information from one person to another." In the words of Allen, "Communicati
the sum of all the things, one person does when he wants to create understan
in the mind of another. It is a bridge of meaning. It involves a
systematic
continuous process of telling, listening and understanding." Thus, communieat
may be defined as an interchange of thought or intormation to bring about mut-
understanding and confidence. It is the exchange of facts, ideas and viewn
which brings about commonness of interest, purpose and efforts.
of Common fo
communication include speaking, writing, signalling and gesturing.

DEFINITIONS OF COMMUNICATION

"Simply stated, communication is a two-way process of exchanging ideas or

information.
"Communicationis the process of passing information and -Murphy et
understanding
the process of imparting ideas and making oneself understood others." from one person to
another. Iti
by
-Theo Haiman
Communication is the sum of all things one person does when he wants to
ofanother. It is a bridge of meaning. Ilt involves a understanding in the mine
create

understanding" systematic and continuous process of telling, listening an

-Louis A. Allerm

Communication is an integral element of

organisations. Human beings interact with
It is the
interpersonal aviour
benav
one another icatie
ability to communicate through cOmu bu
organisations and societies for effectively that has enabled people t
enabled peoy
survival and better
iving.
 a n c e O1 mmunicaIOn

1 1.2 Features of Communication

ean The characteristics of
oun communication are as follows
1. Two-way Process: Communication is possible only when there are at least
an
two persons, one sender and the other receiver. This means that one person alone
tor cannot communicate.
2. Information Sharing and Understanding: Communication involves both
an
2an transfer of information as well as
understanding between two or more persons.
This means that communication does not take place simply because information
u
has been transferred or conveyed to the person concerned. What is equally
important is that the receiver of communication should understand the
information transferred to him as it was intended to be. Thus, understanding is
an indispensable feature of communication.
3. Verbal and Non-Verbal: Communication is not restricted to transfer of
information and understanding through words alone. A manager can communicate
through symbols, gestures and actions which are non-verbal in nature.
4. Circular Flow: The flow of communication is circular, that is, the process
of communication starts when the sender transmits a message to the receiver and
is completed when the receiver sends the feedback to the sender as shown in
Fig. 1.1.

5. Goal Oriented: Communication is goal oriented. The end result of

communication is understanding between the sender and the receiver
of information.
6. Continuous Process: Exchange of ideas and opinions among persons is an
ongoing process in business and non-business organisations. Communication is
as important in the organisation as flow of blood in the human body.
7. Pervasive Activity: Communication is a pervasive activity. It takes place
at all levels (top, middle, low) and in all functional areas (production, finance,
marketing perscnnel, etc.) of a business enterprise.

1.2 cOMMUNICATION PROCESS / CYCLE

Communication is a process which involves a sender of message and a receiver.
Communication is complete only when the receiver is able to interpret the message
as desired by the sender and responds to it. Communication is regarded as a two-
way process. It includes sending ofa message and the response to that message.
The receiver may or may not agree with the point of view of the sender of the
message. However, for communication to be complete, the receiver must understand
the message in the same sense as intended by the sender.
As shown in Fig. 1.1, the process of communication begins when one person (the
sender) wants to transmit a fact, idea, opinion or other information to someone
else (the receiver). This fact, idea or other information has meaning to the sender.
 1.6 Communication For
For Manage
Whether it be simple and concrete or complex and abstract. The next
translate or convert the message into a language which reflects the idea.stepTha
the ides
the message must be encoded. The encoding process is influenced byco
the
message, the familiarity of sender and receiver and other situationalConte
tuational fact
NOISE

Sender Encoding of Channels of

Message Communication Receiver

NOISE
Decodng of
Message
Feedback

Fig. I.I. Communication Process or Cycle.

After the message has been
channel
encoded, it is transmitted
through an appropria
medium. Common channels in
or

letters, reports, e-mail and organisation include meetings, memc

telephone
decoded, that is, the receiver
calls. After the message is
translates the received, it
him message
into terms
meaningful
1.2.1 Elements of
Communication
The process of
communication involves the
1.
Sender or Communicator: The following elements
ideas or thoughts is known as person who feels the need to
communicator or sender. By express certai-
the communicator
attempts to achieve initiating the message
of the receiver. understanding
and change in the behaviou
2. Encoding of Message: Message is the
It may involve any fact, idea subject-matter any communication
of
communicator if communication isinformation. It must exist in the
or

to take mind of ths

Encoding is the process by which place.
into
appropriate message, using the the sender translates his
and the receiver.
Encoding is
medium that is shared thoughts/ideas
between the sende
estimate of the guided by the sender's owm communication
also his own
Encoding is, in a way, a receivers communication skills as-
method skills of
codes of
communication (medium)of that
providing a structured comprehension
The may be verbal message using shareu
sender of non-verbal. or
information
symbols (words, signs, organises his idea or
receiver or etc.) which he feels will thought into a series
receivers. 0
gestures. Communication may also communicate
take
to the
intenaeu
place through nhi
 Meaning Process and
SigniticanGe of
Communication
3. 1.7
Communication Channel: The
for sending the
communicator has to choose the
information. Communication
the message
passes. It is the link channel is the media cnaiu nel
sight and sound are the that connects the through wnict
sender and
considered while selectingimportant communication channels. The
the receiver. Alr,
communications which arechannel. Some people respond better receiver
a
Or must De
to formal letters
known as
channels. officially recoqnised by
formal the
organisation and are
4. Receiver: The
person who receives the
communication process is message is
message. It is the receiver who without the existence ofcalled receiver. The
incomplete
receives and tries to the receiver of the
5.
Decoding: Once the understand the
only if, it is understood. message reaches the receiver, it can servemessage.
and sense of the Decoding is the process of its
purpose
message so that it
understandable idea. Decoding comprehending
the meaning
registers in the mind of the receiver as an
the quality of depends on the skills of the receiver
encoding
better if there is no or a
of the sender.
Further, the reception of the
as also on
few message is
'noise, as
referred to in theinterferences
it is
oral
in the
transmittal. Interference or
of the incoming
message and may lead to
communication context, reduces the quality
6. Feedback: A faulty decoding.
communication
message sent is followed by a reaction often leads to other communications. A
or
another message to be response from the receiver, which
communicated requires
response of the receiver is known as by the sender, and so on. The reaction or
then becomes a circular feedback. The of communication
process as shown in Fig. 1.1. process
Feedback is the receiver's
Feedback confirms the receipt response to the
message sent by the sender.
of message
simple by the receiver. The
feedlack may be as
as a
phone call from the
prospective client expressing interest in the
business proposal or as
complex as a written
brief on a
sent from an
attorney to a judge. An employee can complicated point of law
directions by a verbal or written respond to the manager's
not understand the response indicating that he or she does or does
message. Feedback could also be
non-verbal.
1.2.2 The Problem of
Noise
Noise is a
very common thing we observe in
day-to-day interactions with
our
S others. At times it affects
adversely the effectiveness of
communication. For
example, if a person is talking over the
around him, he will feel phone another and there is a noise
to

end of the
great difficulty listening to the person at the other
in
phone. Noise can even affect the voice of the sender of the message.
Noise is a sort of
interfering sound in the
along the way from the sender to the receiver communication process anywhere
and
running bus, two persons talking close at hand vice versa. It can be sound of
or someone
Noise of any kind has the shouting around
potential creating
of or disruption barrier to effective
 a gemeh
1.14
works in tthe soe
enterprise
got ublic Relations:
certain An industrial
social obligations towards the customers,keep
w thes
(vi) Better has to
rkers
and so it enterprise
Every
government, supP the general public. it in the perrormance of
Pplhers and efforts taken by
enolders informed about the
obligations towards them.
1.6 COMMUNICATION IN MANAGEMENT
OLE AND IMPORTANCE OF
three major roles
managers perform
ccording to Henry Mintzberg, Communication helps manage
nterpersonal, informational and decisional.
effectively. In interpersonal roles, nanage
roles the
subordinates; in informational
n performing each of these rolesand
Interact with their superior, peer
the organisation and
receiveand give information to people inside and outside
communicate themn
the decisional roles, they take important decisions and
organisational members for their effective implementation.
Several studies have revealed that most of the managers spend about three
with others. Through communication, th
ourths ot their time in communicating
manger informs the employees about what they have to do and how the work ha
to be done. The importance of effective communication system increases with th
increase in the size of business, growing competition and advancement
technology.
The importance of internal communication can be better understood from
the points mentioned below:
2anierd snoitsiraj
1. Facilitates Planning
Communication facilitates planning in a number of ways. Participation
executives in planning is a pre-condition for getting the task done. This can be
securedonly through interaction and communication. Further, to be realisti
planning should be based on accurate information. Such information can be
available onlywhen there is systematic communication in the enterprise. The
entire plan will fail if the information regarding latest market developments i
not available to the planners.
1o 292 91
2. Basis for Decision-making N 2otsotn vlsptit (v
Communication helps management in arriving at vital decisions. If the right
type of information is not available at the proper time due to lack of
communication, it may not be possible for management to consider all the pros
and cons before taking a decision. Moveover, it is through communication
that
management comes closer to the subordinates and is able to identify real problems
and take appropriate decisions. Thus, communication is essential for
making.t6 decision
3. Achieves Effective
Co-ordination
Communication helps in synchronizing activities of different individuals an
groups to bring about unity of action. Liaison men who are employed to co
ageme A Meang. r o G e so
ari.d
iainificance
of
o m U t i l G a t i o n

the organisation
need to
evotv

a
individuals in ds
ociet
Tkers
ordinate
communication
work of
between
difterent

different part of the

necessarily involve
orqanisation.

exchange of
ideas and
Group
meetings
knowledge

ofthes
coordination must
means of
of intormation and understanding.
it and transfer
Better Administration
4.
Facilitates
of all managerial functions
is important in the performance detailed
T Communication
requires
o n e of the primary
functions of management
which is effective
Planning personnel. Moveover,
S the managerial and other the
communication among and then controlling
plans
ger communication is important
in executing the
information. Information
about subordinate's
jen activities with the help
of feedback
are being
the planned objectives
ae is necessary to determine whether
performance and motivating
realised or not. Communication important aid in directing
is an

to is a n indispensable part
the employees in the organisation. Thus, communication

of the management process.

Confidence
5. Creation of Mutual Trust and
his ideas,
An effective communicationsystem helps the manager to convey
the employees. On the other hand,
views, decisions, suggestions and feelings to
their feelings and communicate
the employees also get opportunities to express
builds an atmosphere of
their ideas and reactions. Thus, effective communication
mutual trust in the organisation.

6. Motivation of Employees
Motivation of employees largely depend upon the effectiveness of
communication. Sharing of information with employees helps management to
secure their willing cooperation. Discussion on matters of common concerns
between managers and employees is a source of satisfaction for the employees as
it signifies recognition of their importance. Information sharing and consultation
act as strong motivating factors.

Proper Basis for Better

Decision
Planning Coordination
Making

IMPORTANCE Better
Binding OF Administration
Force
COMMUNICATION
Effective
Control

Building Mutual Trust

Morale Motivation|
and
Confidence

Fig. 1.2. Importance of Communication.