Communication has been derived from the Latin word “communis” which means

“common” which subsequently indicates the common understanding. Common

Understanding is usually the prime focus for the accomplishment of any task in an
organisation. Let us look at some common definitions of communication.

Communication has been defined differently in various ways by different people.

1. According to Louis Allen, “Communication is the sum of all things one person
does when he wants to create understanding in the mind of another. It involves
a systematic and continuous process of telling, listening, and understanding.”

Elements of Communication
Communication is an entire process. It also has its elements which are listed below with
explanations:

1. Senders: Sender means a person who initiates the communication and conveys
its ideas to the receiver. It is the source of the process.
2. Message: The content, ideas, emotions, suggestions, order all fall under this
element of communication.
3. Encoding: The method to convert the message into communication syllables like
picture, word, gestures, etc.
4. Media: The trail along which the encoded message is transmitted to the receiver.
The channel could be written, face-to-face, calls or any suitable manner.
5. Decoding: The opposite of the encoding process, the conversion of the encoded
syllables is done by the receiver.
6. Receiver: The last person in the chain who finally receives the message from the
sender and takes an action as per requirement.
7. Feedback: It cumulatively involves all the actions of the receiver indicating that
he received and understood the message by senders.
8. Noise: The obstruction or hindrance in the entire process in the communication.
This hindrance might be caused by the sender, receiver or the message.
9. The whole communication process is more efficiently explained by the following
flow chart:

COMMUNICATION PROCESS
Noise: The hindrance can be caused by various factors in the communication process.
Few examples are as listed below:

1. Ambiguous symbols causing a fault in code

2. An inattentive receiver
3. Poor connection over phones
4. Fault during decoding
5. Prejudices obstruct the poor understanding
6. Gestures and postures might lead to confusion

Process of Communication: Step-Wise Explanation

Step 1: Formulate the message:

Sender sends the message initiating the process by sudden impulse

Step 2: Encoding of the message:

Every human language can be considered as a code. All we need is a code to communicate
with the receiver.
Step 3: Choosing the medium of transmission:

The next step will be choosing the method via transmission that needs to be carried out
whether it’s over-call, face to face, e-mails, or letter as suitable.

Step 4: Decoding the message:

The prime focus is that the receiver understands the message as sent by the sender’s side.
Any fault may result in hindrance.

Step 5: Successful receiving:

The message is successfully received and understood.

Step 6: Feedback:

As soon as the receiver receives the message and understands it, an expected action is needed
to be taken. And the sender is to be informed by the receiver regarding something similar, it
is called feedback.

Importance of Communication
For managerial activities, communication is the most central aspect. Effectiveness of a
manager depends predominantly on his ability to carry out the communication process.
The importance of communication in management can be judged from the following:

1. Act as foundations of coordinations: The communication lays foundation

providing the coordination among departments, activities, and persons in the
organisations.
2. Enables in smooth working of an Enterprise: It unrestricted working of the
enterprise. All organisational interactions depend upon communications.
Communication is basic to an organisation’s existence – right from its
beginning . When communication stops, organised activity ceases to exist.
3. Foundation of decision making: In this absence, it maynot be possible for the
managers to take any decision. Only on the basis of communication of relatable
information one can make the right decision.
4. Increases managerial efficiency: The management conveys the objectives and
targets, issues instructions, finding jobs and responsibilities and analyses the
performance of subordinates. Communication facilitates fine working of the
organizations.
5. Established effective leadership: It instigates the subordinates which influences
them and leaders (manager) have to have good communication skills.
6. Boosting the morale: An effective implementation of communication process
among the subordinates and superiors enables management to boost the
confidence of their employees. Communication helps to boost morale of
employees and managers.
7. Promotes cooperation & industrial peace: Efficient communication aims to
provide finest management. Communication is a bi- way for promotion i.e.
cooperation and mutual understanding between the management and
employees.

Functions of Communication
1. The informative function is to provide the knowledge to the employee as a
guidance for the actions taken by them. It fulfills the need of the worker’s
awareness.
 2. The persuasion function (called motivational function) encourages the individual
to exhibit a certain level of working behaviour. It is made sure that their
messages are beneficial for the organisation.
3. The integrative function provides the employees with appropriate norms for
carrying out their responsibilities and their obligations toward the firm.
4. The command and instructive function abides the employees with the norms of
the working method with due awareness.

Communication: Formal & Informal

Classifying broadly communication is mainly two types;

1. Formal Communication
2. Informal Communication

Formal Communication
Flowing through official channels designed especially for the organisations. It can occur between
superior and subordinates vice versa and same hierarchy employees. Further diversified vertical
and horizontal communication.

Vertical Communication

In which the information (message) flows in vertically either upwards or downwards.

Upward communication – from subordinate to superior

Downward communication – from superior to subordinate.

Horizontal communication

Also known to be lateral communication is used to carry out discussion among the people in
the same or similar hierarchy.

It goes on in the entire pattern of communication through indicating the working.

Types of formal communication

1. Single chain
2. Wheel
3. Circular.
4. Inverted V
5. Free Flow

Informal Communication

The communication that does not follow the specialised norms for communicating in
organization. Generally, it can be referred to as “grapevine” as it is spread within the entire
organization irrespective of the authority level. Employees easily can share and discuss their
views, which was not possible in formal channels.

Types of Informal Communication:

 1. Gossip.
2. Cluster.
3. Single Strand.
4. Probability .

Comparison of Formal & Informal

Communication
Advantages

FORMAL COMMUNICATION INFORMAL COMMUNICATION

Systematic and ensure order Cuts down hierarchy

Source of information is known Emotional relief for employees

Easy to fix responsibility Easy flow of information

Easy to exercise control No fear, eco friendly relations with employees

Disadvantages

FORMAL COMMUNICATION INFORMAL COMMUNICATION

Delay in information Unsystematic manner, responsibility not fixed

Impersonal manner of communication Helps in spreading rumors

Maynot transfer the properly Leakage of confidential information.

Again, the communication is vividly divided into two grounds;

1. Verbal Communication
2. Written Communication
3. Non- Verbal Communication

Feedback in Management
Meaning
Feedback is the backbone of communication, it strengthens the communication and
increases the effectiveness of the worker and enhances the achievement of the
company.

The “Glossary of Training terms” defines feedback as : “The process by which

information about the result of an action is communicated to the source of the action.”

Characteristics
 1. Intention
2. Specificity
3. Description
4. Usefulness
5. Timelines
6. Clarity
7. Validity
8. Readiness

Feedback should be an ongoing process as the audience and communicators are neither
always the same persons, nor they are interacting. It is most important to increase the
effectiveness of working. If there has been no responses from the audience, which may
be positive, negative or no response.

Listening in Communication
Types Of Communication

Barriers To Communication
Managers face several problems due to communication breakdowns or barriers. Barriers
may prevent a communication or filter part of it carry incorrect meaning due to which
misunderstandings may be created. Therefore, it is important for a manager to identify
such barriers and take measures to overcome them.

These barriers are briefly discussed below:

Semantic Barriers:
1. Badly expressed message
2. Symbols with different meanings
3. Faulty transactions
4. Unclarified assumptions
5. Technical jargon

Psychological Barriers:
1. Premature evaluation
2. Lack of attention
3. Loss by transmission and poor retention
4. Distrust

Organisational Barriers:
1. Organisational policy
2. Rules and regulations
3. Status
4. Complexity in organisational structure
5. Organisational facilities

Personal Barriers:
1. Fear of challenge to authority
2. Lack of confidence of superior on his subordinates
3. Unwillingness to communicate
4. Lack of proper incentives
View Test Series
The concept of personality - Dimensions of personality – Theories of Freud & EricksonSignificance of
personality development. The concept of success and failure: What is success? - Hurdles in achieving
success - Overcoming hurdles - Factors responsible for success – What is failure - Causes of failure -
SWOT analysis. 1.

1 THE CONCEPT OF PERSONALITY- DEFINITION: “Personality is that pattern of characteristic

thoughts, feelings, and behaviours that distinguishes one person from another and that persists over
time” “It is the sum of biologically based and learnt behaviour which forms the person's unique
responses to environmental stimuli”

1.2 DIMENSIONS OF PERSONALITY: The Big Five personality traits, also known as the five factor
model (FFM), is a model based on common language descriptors of personality (lexical hypothesis).
These descriptors are grouped together using a statistical technique called factor analysis (i.e. this
model is not based on scientific experiments). This widely examined theory suggests five broad
dimensions used by some psychologists to describe the human personality and psyche. The five
factors have been defined as openness to experience, conscientiousness, extraversion,
agreeableness, and neuroticism, often listed under the acrony

Dimension of Personality High Level Low level Openness to experience Inventive, Curious Cautious,
Conservative Conscientiousness Efficient, Organised Easy going, Careless Extraversion Outgoing,
Energetic Solitary, Reserved Agreeableness Friendly, Compassionate Competitive, Outspoken
Neuroticism Sensitive, Nervous Secure,

THE FIVE DIMENSIONS OF PERSONALITY: (THE FIVE FACTOR MODEL) a. Openness to experience:
(inventive/curious vs. consistent/cautious): Openness to experience describes a person's degree of
intellectual curiosity, creativity, appreciation for art, emotion, adventure, unusual ideas, curiosity,
and variety of experience. It is also described as the extent to which a person is imaginative or
independent, and depicts a personal preference for a variety of activities over a strict routine. High
openness can be perceived as unpredictability or lack of focus. Moreover, individuals with high
openness are said to pursue self-actualization specifically by seeking out intense, euphoric
experiences, such as skydiving, living abroad, gambling, etc. Conversely, those with low openness
seek to gain fulfilment through perseverance, and are characterized as pragmatic and datadriven—
sometimes even perceived to be dogmatic and closed-minded. Some disagreement remains about
how to interpret and contextualize the openness factor. b. Conscientiousness (efficient/organized vs.
easy-going/careless): Conscientiousness is a tendency to show self-discipline, act dutifully, and aim
for achievement. Conscientiousness also refers to planning, organization, and dependability. High
conscientiousness is often perceived as stubbornness and obsession. Low conscientiousness is
associated with flexibility and spontaneity, but can also appear as sloppiness and lack of reliability. c.
Extraversion: (outgoing/energetic vs. solitary/reserved): Extraversion describes energy, positive
emotions, assertiveness, sociability, talkativeness, and the tendency to seek stimulation in the
company of others. High extraversion is often perceived as attentionseeking, and domineering. Low
extraversion causes a reserved, reflective personality, which can be perceived as aloof or self-
absorbed. d. Agreeableness: (friendly/compassionate vs. analytical/detached): Agreeableness is a
tendency to be compassionate and cooperative rather than suspicious and antagonistic towards
others. It is also a measure of one's trusting and helpful nature, and whether a person is generally
well-tempered or not. High agreeableness is often seen as naive or submissive. Low agreeableness
personalities are often competitive or challenging people, which can be seen

e. Neuroticism: (sensitive/nervous vs. Secure/confident). Neuroticism is a tendency to experience

unpleasant emotions easily, such as anger, anxiety, depression, and vulnerability. Neuroticism also
refers to the degree of emotional stability and impulse control and is sometimes referred to by its
low pole, "emotional stability". A high need for stability manifests as a stable and calm personality,
but can be seen as uninspiring and unconcerned. A low need for stability causes a reactive and
excitable personality, often very dynamic individuals, but they can be perceived as unstable or
insecure. 1.3 PERSONALITY DEVELOPMENT:  Personality development includes activities that
improve awareness and identity, develop talents and potential, build human capital and facilitate
employability, enhance quality of life and contribute to the realization of dreams and aspirations. 
When personal development takes place in the context of institutions, it refers to the methods,
programs, tools, techniques, and assessment systems that support human development at the
individual level in organizations.  Personality development includes activities that develop talents,
improve awareness, enhances potential and looks to improve the quality of life. It involves formal
and informal activities that put people in the role of leaders, guides, teachers, and managers for
helping them realize their full potential.  Hence, it can be concluded that the process of improving
or transforming the personality is called personality development.

1.4 SIGNIFICANCE OR IMPORTANCE OF PERSONALITY DEVELOPMENT: Most people underestimate

the importance of having a pleasing personality. Majority think it just means being born good-
looking, that there isn’t anything much to do about it. But this is not true. The scope of personality
development is quite broad. It includes knowing how to dress well, social graces, grooming, speech
and interpersonal skills. Whatever your career, these are very important skills that will promote your
objectives. To better appreciate its importance, some of the key benefits of developing your
personality include the following:

a. Confidence: Personality development gives more confidence to people. When you know you are
appropriately attired and groomed, this makes you less anxious when meeting a person. Knowing
the right things to say and how to conduct yourself will increase your confidence.

b. Credibility: Personality development makes people more credible. Despite the saying that you
don’t judge a book by its cover, people do tend to judge people by their clothing and how it is worn.
This does not mean buying expensive clothes. We all know people who look shabby in expensive
clothes. There are also people who look great even if their attire is inexpensive. Because of this, you
must know what to wear and you must be aware of other aspects of enhancing your physical
features.

c. Interaction: Personality development encourages people to interact with others. Studies have
consistently shown that people communicate more openly with people they are comfortable with. If
your hygiene and social graces are unrefined, then expect to have a much harder time connecting
with people.

d. Leading and Motivating: Personality development enhances the capacity to lead and motivate. A
person with a winning personality will be able to motivate better. People are less likely to get bored,
and our ideas will have more credibility. We can lead better if we project an aura of confidence and
credibility

. e. Curiosity: A single wrong word can destroy a business relationship. Knowing the right things to
say shows both respect and intellectual sophistication. This is especially the case if you are dealing
with foreigners or if you conduct business outside the country. The right thing to do in our country
could be horrible blunders in a different culture. These are the soft skills that may break or make a
deal.

f. Communication skills: It improves your communication skills. People are more receptive to what
you say if they are impressed with your personality. Verbal communication skills are also part of
personality development; improving your speech will strengthen the impact of your message. You
cannot win by talent and hard work alone. Personality development is a crucial ingredient that you
must obtain. Most of the people you see as models of great personality have taken a lot of effort in
developing their natural features.

1.5 THEORIES OF PERSONALITY: Many psychologists have developed theories about personality—
how to describe it, how it emerges, what influences it, how it changes, and what constitutes a
healthy or an abnormal personality. Here you will learn about the three most important personality
theories: psychoanalytic theory, behaviourism and humanism. The first of the modern personality
theories was developed by Sigmund Freud and is known as psychoanalytic theory. The psychiatric
practice of this theory is called psychoanalysis. Freud’s ideas were plentiful, profound, and often
controversial. His theory about personality has had tremendous influence on societies around the
world through many different disciplines. Not only psychology has been influenced and informed by
the ideas of Freud, but also literature, art, philosophy, cultural studies, film theory, and many other
academic subjects. Freud’s theory represents one of the major intellectual ideas of the modern
world. Right or wrong, these ideas have had a lasting and enormous impact.

1.5.1 FREUD THEORY: Freud theorized that personality contains three structures—the id, ego, and
superego—and that the mind is like an iceberg, the unconscious making up 90% while the conscious
(like the tip of the iceberg floating above water) makes only 10% of the mind. Freud suggested an
analogy about the mind. He said that the mind is like an iceberg in the ocean, floating 10% above the
water and 90% below. The unconscious, Freud proposed, makes up the vast majority of our mind. In
Freud’s view, only about 10% of our behaviours are caused by conscious awareness—about 90% are
produced by unconscious factors. According to psychoanalytic theory, most of what controls our
behaviours, thoughts, and feelings is unknown to our aware minds. Normally, the unconscious
guides us. Freud said that the mind could be divided into three abstract categories. These are the id,
the ego, and the superego.

1. The id: Latin for the term “it,” this division of the mind includes our basic instincts, inborn
dispositions, and animalistic urges. Freud said that the id is totally unconscious, that we are unaware
of its workings. The id is not rational; it imagines, dreams, and invents things to get us what we want.
Freud said that the id operates according to the pleasure principle—it aims toward pleasurable
things and away from painful things. The id aims to satisfy our biological urges and drives. It includes
feelings of hunger, thirst, sex, and other natural body desires aimed at deriving pleasure.
 2. The ego: Greek and Latin for “I,” this personality structure begins developing in childhood and can
be interpreted as the “self.” The ego is partly conscious and partly unconscious. The ego operates
according to the reality principle; that is, it attempts to help the id get what it wants by judging the
difference between real and imaginary. If a person is hungry, the id might begin to imagine food and
even dream about food. (The id is not rational.) The ego, however, will try to determine how to get
some real food. The ego helps a person satisfy needs through reality.

3. The superego: This term means “above the ego,” and includes the moral ideas that a person
learns within the family and society. The superego gives people feelings of pride when they do
something correct (the ego ideal) and feelings of guilt when they do something they consider to be
morally wrong (the conscience).

The superego, like the ego, is partly conscious and partly unconscious. The superego is a child’s
moral barometer, and it creates feelings of pride and guilt according to the beliefs that have been
learned within the family and the culture. Conclusion: Although these are known as structures, do
not take the term literally.

Freud did not mean that these are physical parts of our bodies or our brains. He coined these terms
and proposed this division of the mind as abstract ideas meant to help us understand how
personality develops and works, and how mental illnesses can develop. Freud theorized that healthy
personality development requires a balance between the id and the superego. These two divisions
of the mind are naturally at conflict with one another: The id attempts to satisfy animal, biological
urges, while the superego preaches patience and restraint. The struggle between these two is an
example of intrapsychic conflict—conflict within the mind. According to psychoanalytic theory,
defense mechanisms are automatic (unconscious) reactions to the fear that the id’s desires will
overwhelm the ego. Freud believed that a healthy personality was one in which the id’s demands are
met but also the superego is satisfied in making th