Public Administration

COMMUNICATION IN
PUBLUBLIC
ADMINISTRATION
Introduction
◦ Communication is probably one of the most frequently cited sources of interpersonal conflict when it is poorly carried
out. It is equally an important lifeline in every organization. Many of the problems that occur in organizations are the
direct result of people failing to communicate.
◦ What we hear or understand when someone speaks to us is largely based on our experience and background. Instead of
hearing what people have told us, we hear what our minds tell us, they have said we have preconceptions about what
people are going to say and if what they say does not fit into our framework of reference, we adjust it until it does.
◦ Lack of effective communication is a serious problem within an organization, and this can lead to confusion and can
cause a good plan to fail.
Define Communication
◦ The word ‘ Communication’ is derived from the Latin word ‘Communis’ which means common. Here
communication means sharing of ideas in common.
◦ Communication is the transfer of information from a sender to a receiver with the information being
understood by the both receiver and the sender
◦ It is the exchange of ideas facts opinions or emotions by two or more persons.
◦ Chester Barnard viewed Communication “As the means by which people are linked together in an
organization to achieve a common purpose”
Nature of Communication
1. Interchange of facts and thoughts from one person to another to bring about mutual understanding.
2. A two way process involving sending of a message and receiving the feedback to that message .
3. A continuous ever-ending process.
4. A pervasive function. It applies to all phases of management and to all level authority.
Objectives
According to Keith Davis the objectives of communication are:-
i. To provide information, skill and understanding necessary for group effort
ii. To provide the attitude necessary for cooperative relationship
Process of communication
◦ Communication between one person or groups can be thought of as a process or flow that occur in a
variety of ways (face to face, written, gesture, phone etc). Model of processing communication consists
of eight components:
Process of communication
1.Source is the initiator of the communication
2.Encoding Is a process in which ideas are to be conveyed
3.Message is the actual physical product
4.Channel is a medium through which the message transmit
5.Decoding is a process which translate the message in understood form
6.Receiver is a process to Whom message is conveyed
7.Feedback is a response from the receiver
8.Noise Include those factor which reduce accuracy of message
Theories of communication
◦ Theories of communication can be identified
1.Information theory
2.impersonal theory
3.organizational theory
The Information theory
◦ This is oriented with the theory of mathematics and is concerned with the transmission aspects of the
communication process.
◦ Specifically, the transmission consists of encoder (sender) and decoder (receiver) in terms of both their
functional roles and their contribution to the achievement of a given objectives.
The interpersonal theory
◦ This is the opposite of the information theory. The interpersonal communication approach is behaviorally
oriented. The major focus is on transferring information from one person to another.
◦ Communication is looked upon as a basic method of affecting behavioral change and it incorporates the
psychological process (perception, learning and motivation) on the one hand, and language on the other.
Listening sensitivity and non- verbal communication (body language) are closely associated with this
approach.
◦ There must be both a sender and a receiver in order for interpersonal communication to take place. The
sender is obviously important to communication; but so is the neglected receiver who gives feedback to
the sender. The feedback must be effective to the receipts with specific information, so that they know
what must be done to correct the situation know what must be done to correct the situation.
The Organisational theory
◦ This represents the midpoint between the information theory and the interpersonal approach.
Traditionally, the organizational structure was viewed as a network over which there were linear
information flows.
◦ This step-by-step information approach was counted with the dynamic and interactive in the downward
and upward (vertical) system and interactive (horizontal) systems
Channels or Networks of Communication
◦ The channel of communication or two types

1. formal
2.Informal
◦ Formal communication
Formal cannel of communication refers to the paths of communication which officially created by the management.
It usually flows in three directions: downward, upward and cross wise
Downward communication :- it flows from people at higher levels to those at lower level. It is time consuming . The
media use d include instructions, speeches meetings etc.
Upward communication:- it flows from subordinate to superiors. It is primarily non-directive and usually found in
participative organizations.
Cross wise communication:- it horizontal flow of information, among people on the same or similar organizational
levels, and the diagonal flows, among persons at different levels who have no direct reporting relationship.
◦ Informal communication
It flow though unofficial channels not specified in organizational structure. Member develop informal channel when
there are barrier in formal channels.
Barriers in the process of communication
◦ The communication process in organization faces the following barriers and problem
1.Semantic barriers: The barriers concerned with the language difficulties. These occur due to the
differences in the individual interpretations of words and symbols used in process of communication.
2.Ideological barriers: The members of organization do not store the same ideological perspective and
orientation this affects the effective communication process.
Effective communication
◦ Effective communication is the responsibility of all persons, manger as well as non manager in an
organization who work towards common aim
i. One of the first step clarifying the purpose of the message to make a plan achieve the intended end.
ii. Avoid unnecessary technical and complicated terms.
iii. The content of massage should must fit into the receipt level of knowledge.
iv. It is important to consider the needs of the receivers of the information.
v. Effective communication is the responsibility not only the sender but also of the receivers of the
information.
MOST IMPORTANT GUIDE FOR
EFFECTIVE COMMUNICATION IS
“ PEOPLE HAVE TO STOP TALKING BEFORE
THEY CAN LISTEN”

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COMMUNICATION IN

◦ The channel of communication or two types

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