1.
Introduction:
The term communication is derived from the Latin word "Communis" i.e.
Common Picture Language. The concept of communication has Egyptian origin.
The concept of communication might have evolved some time before 3000 B. C.
Communication means exchanging of ideas, thoughts, emotions and opinions.
For Chainees, Japanies, Greeks, Romans communication is a common picture
language. Aristotle studied first time the systematic concept of communication.
Communication means providing information to the group or an individual at a
particular place. Communication is important in modern management because
basically manager is a communicator and teacher too. Information is the tool in
the hands of management which is available through communication. The
communication may be spoken and / or written. In communication there are three
elements:
# The Speaker Person
# The Speech Subject
# The Audience ’ Listener
According to Koontz and O' Donnel, "Communication is the exchange of
information between two or more persons with a view to create an understanding
in the mind of the other, whether or not it gives rise to conflict". It means transfer
of information in the form of an understandable message through a channel from
sender to others. Communication can also be understood as a process of
transferring meaning from one person to another, in the form of ideas or
information. In brief, communication is the transfer of information from the sender
to the receiver., with the specific purpose. In communication minimum two
persons are involved, one is a sender and another is receiver. In communication
the reciprocal process has takes place. It is a process; which is shown like
Medium Decoding
Messago
Sender Receiver
Person A Person B
Receiver Decodinc Medium Encoding Sender
Feedback
In communication four important elements are considered. These elements are
Source:- Source is the first end where person/s are working as the
source with skills.
Transmitter:- Transmitter is a channel with 5 Sense like Seen, Heard,
Touched, Smelt, Tasted.
Message:- Message is the content of communication which sho uld be
clear and subject.
IV Receiver:- Receiver is a person/s who receives the knowledge and
Skills and this is the other end.
Communication flow can be highllghted as follows -
Communicator ’ Client, Customer, HOD
Encoding- Selecion of Language, Body Language
Message Clear, Unambiguous, ldeas, Important
Medium - Tone of voice, Face to Face, Gesture,
Decoding - Meaning of words, Perception, Interpretation
Receiver ’ Understanding capacity, Attitude
Feed Back’ To Communicator
2. Networks / Channels of Communication:
1. Downward Channels
2. Upward Channels
3. Diagonal Channels
4. Informal Channels
1. Downward Channel: It means when information flows down the hierarchy,
from superiors to subordinates. The mes sages normally include, information
relating to polices and procedures, work assignments, performance feedback
etc.
2. Upward Channel: It means when information flows from the lower level, to
one or more higher levels in the organization. Forms of upward communication
include, face -to-face meetings with immediate superior, staff meetings with
superiors and reports. The messages normally include performance reports,
requests for assistance, information, ideas and suggestions for improvement. It
involves an exchange of information between the manager and subordinates, at
two or more levels of the organizational hierarchy.
3. Dlagonal Channels: Diagonal channel involves exchange of information
among all department, with vertical, horizontal, upward and downward, within the
same work group and departments. Diagonal channel can take any form,
including meetings, reports, memos etc. These are usually related task
coordination, problem solving, and peer support.
4. Informal Channels: lnformal channel includes the horizontal flow of
information and vertical flow of information with persons at different levels, who
have direct relationships. This kind of communication is useful for speeding up
information flow, improving the understanding and coordinating efforts, for
achievement of organizational objectives. It is simply informal in nature.
Company's newsletter, in-house magazine and bulletin notice boards, tea group
discussion etc. are the informal type of communication.
3. Definition:
I. "It is a process of transmission of message between two or mo re persons"
II. "Communication is the sum total of directly or indirectly, consciously or
unconsciously transmitted feelings, attitudes and wishes".
IlI. The transmission of information, ideas, emotions, skills etc. by the use of
symbolic, words, pictures, figures, graphs, etc. It is the act or process of
transmission that is usually called communication".
4. Important practices in communication:
Communication can be understood as the force and tool that bridges the
organizational participants together. It is essential for internal and external
functioning, because it integrates the different managerial functions.
Communication is important for organizations because of it enable to establish
organizational goals. It facilitates in designing plans to achieve organizational
goals. It effectively organizes human and other resources. Communication helps
managers to understand individual needs, and motivate. For effective
communication practices inform you, mutual trust on each other, find common
ground of experience, use known words, hold reserve attention, use examples
and visual aids, give reactions, communication is required for resolving
interpersonal conflict.
5. Aims and Objectives of Communication:
Following are the aims and objectives of communication.
1. Information
II. Advice
III. Order
IV. Counseling
V. Persuasion
VI. Suggestion
VIL. Request
VIII. Appeal
IX. Complaint
X. Warning
XI. Report
XIl. Education
XII. Raising Morale
XIV. Motivation
6. Barriers to Communication:
Following are the barriers which factors disrupt the communication process.
These barriers are classified under individual barriers and organizational
barriers.
1. Limitations of the receiver's capacity
2. Unconscious mechanism
3. Confused presentation
4. Absence of communication facility
5. Physical - Distance, Lack of time, Noise, Failure of mechanical quipment
6. Lack of planning
7. Badly expressed message
8. Un clarified assumptions
9. Lack of trust on communicator
10. Impersonal communication
7. 7-C's In Communication:
*Candid, Clear, Complete, * Conscious, * Concrete, Correct, Courteous
8. 8-Important Practices in Communication:
" 1. Inform Yourself
" 2. Trust on Each Other
.3. Find Common Ground of Experience
" 4. Use Known Words
" 5. Have Regard For Context
6. Secure and Hold Reserve Attention
7. Use Examples and Visual Aids
"8. Give Reactions
9. 9-Key Steps in Communication:
Check The Score
Create Interest
Enlist Visual Appeal
Ensure Inter Communication
Plan the Sequence
One Step at a Time
Determine the Scale
Identify your Subjects
Define the Purpose
10. 10-Causes of Ineffective Communication:
1. Improper Expression
2 Failure to recognize that receiving is as important as sending
3. Improper communication structure
4. Tendency to over communicate
5. Communication with limited information
. 6. Lack of ideas
7. Failure to recognize that perception of individuals
8. Tendency to look for formulas
9. Failure to recognize that right atmosphere
10. Long and slow process
11. Types of Communlcation:
1. Oral Communication
2. Written Communication
3. Visual Communication
12. Classification of Communication:
1. Intrapersonal Communication
2. Interpersonal Communication
3. Group Communication
4. Organizational Communication
5. Informal Communication
6. Mass Communication
13. Message Losses in Communication:
100%
Top Management's Understanding
66%
V. P. Understanding
56%
Supervisor's Understanding
40%
Plant Manager's Understanding
30%
Foreman's Understanding
20%
Worker's Understanding
(Source: Management, Helreigel, Addison Wesley Publishing Co. 1982)
14. Gesture:
Verbal + Vocal + Facial = Total impact of Message
7% + 38 % + 55 % = 100 %
7% = Words
93 % = Body Language
Timing Emotion
Posture *Expression
Gesture *Appearance
Eye Contact *Proximity
15. Conclusion:
Communication is important in modern management because basically
manager is a communicator. Information is the tool in the hands of management
which is available through communication. The communication may be spoken
and / or written. In communication speaker, speech and audience are the
elements. For effective communication candid, clear, complete, conscious,
concrete, correct, courteous is required. Body language and presentation skils
are very important for effective communication. Teachers are transformers of the
knowledge and in this transformation process communication is very important
and this is the nee of time.
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