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Communication Submitted To - Ms Kriti Mahajan Submitted by - Aditi Negi Roll No.-18 Ayushi Anand Roll No. - 19

1. Communication involves the exchange of information between two or more parties through both verbal and non-verbal means to ensure common understanding. 2. The key elements of communication are the communicator, message, encoding, channel, receiver, decoding, and feedback. Effective communication requires clarity, completeness, proper briefing of recipients, and using the appropriate medium. 3. Barriers to effective communication include language differences, noise, filters, information overload, and cross-cultural misunderstandings. Organizations must ensure ethical and privacy standards are followed in all internal and external communications.

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66 views25 pages

Communication Submitted To - Ms Kriti Mahajan Submitted by - Aditi Negi Roll No.-18 Ayushi Anand Roll No. - 19

1. Communication involves the exchange of information between two or more parties through both verbal and non-verbal means to ensure common understanding. 2. The key elements of communication are the communicator, message, encoding, channel, receiver, decoding, and feedback. Effective communication requires clarity, completeness, proper briefing of recipients, and using the appropriate medium. 3. Barriers to effective communication include language differences, noise, filters, information overload, and cross-cultural misunderstandings. Organizations must ensure ethical and privacy standards are followed in all internal and external communications.

Uploaded by

Aditi Negi
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© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
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Organisation Theory

And Behaviour
COMMUNICATION
– Submitted to
Ms Kriti Mahajan

– Submitted by
Aditi Negi
Roll no.- 18
Ayushi Anand
Roll no.- 19
Meaning of communication -

 The exchange of ideas, feelings, emotions, knowledge and information


between two or more persons through verbal or non –verbal cues so that the
information conveyed is understood .
Definition of communication-

 Koontz and O’Donnell – Communication is a way that one organisation and


members shares meaning and understanding with another .

 The American Management Association – Any bheaviour that results in an


exchange of meaning.

 National Society For Study Of Communication - Mutual Exchange of


facts, thoughts ,opinions or emotions .This requires presentation and
reception , resulting in common understanding among all parts. This does not
imply agreement .
Nature of Communication

1. Involves atleast 2 persons


2. Two way process
3. Continuous process
4. Dynamic process
5. Mutual understanding
6. Pervasive
7. Means of unifying Organusatinal activities
8. Verbal and non – verbal
9. Process of exchange
10. Motivate a response
Elements Of Communication

1. Communicator - the sender ,speaker , issuer or writer who intends to convey or


transmit a message .
2. Ideas – subject matter of communication . It may be an opinion , attitude, feelings,
suggestion or order
3. Encoding – conversion of the subject matter into certain symbols such as Words,
Actions or Pictures .
4. Channel – medium through which information is passed it can be formal or
informal
5. Communicatee- the receiver for whom the communication is meant. He receives the
information order or message.
6. Decoding - to extract the meaning from received message .
7. Feedback – process to ensure that the message has been received and understood.
Process of Communication
Purpose of communucation
1. Keep employees informed
2. Provide orders and instructions to employees
3. Aid in management by soliciting information from employees
4. Make employees interested in their work
5. Reduce or prevent labour turnover
6. Express management’s interest in uts personnel
7. Instill personal pride in being part of organisation
Impotance of communication
1. Basis of decision making and planning
2. Smooth and effiecnt working of organisation
3. Facilitates co-ordination
4. Increases Managerial Efficiency
5. Promotes Co-operatiin and Industrial peace
6. Helps in establishing effective leadership
7. Motivation and morale
8. Increases managerial capacity
9. Effective control
10. Job satisfaction
11. Democratic Management
12. Increases productivity and reduces cost
13. Public relations
On the basis of relationship or organisational
structure

Formal Communication - Communication that take place through formal


channels of organistion structure established by the management . It implies
that the flow of the information along the lines of authority formally
established in the enterprise . Members of enterprise are expected to
communicate with one another strictly as per the channels laid down in the
structure.
 Informal communication or grapevine – Any type of communication that
does not take place using the formal methods or structures in a Company
.It is built around the social relationship Of the members of
organisation .It arises due to the personal needs of employees .Such
communication is implicit ,spontaneous,multidimensional and varied .
On the basis of flow of direction
1. Downward Communication- Communication which flows from a superior to
subordinate is known as downward communucation. It follows rhe line of
authority from top to bottom.
Examples –
Orders, Notice , Circulars,Handbooks,Annual reports,
memos ,bulletin ,loudspeaker Announcements

Importance –
 To get things done
 To prepare for changes
 To discourage lack of understanding and suspicion
 Being well informed about all the organisational matter
2. Upward Communication – The flow of information from the lower levels of
organisation to the higher levels of the authority. It includes Opinions ,ideas,
suggestions, complaints, grievances ,appeals, reports etc. It serves as the feedback on
the effectiveness of downward communication

Importance –
1. Create receptiveness of communication
2. Create sense of belongingness through acrive participation
3. Make improvement in managerial decisions
4. Increase morale of employees
5. To know ideas of employees
Example-
 Reports, Meeting ,Survey ,Suggestions,Union publication, Interviews
 Horizontal Communication- The transmission of information and understanding
between the people on same level of organisation heirarchy is called the
horizonatal communucation. Usually it pertains to inter departmental
communication .It speeds up Information and promotes mutual understanding

 Diagonal Communication- The transfer of information between people who are


not in the same department nor on the same level of organisation heirarchy is
called diagonal communication. It increase the organisational efficiency by
speeding uo information and cutting across departmental barriers .
On the basis of media or expression
1. Written Communication- Transmission of message in written form by using
words ,pictures , diagrams ,graphs etc. Examples- reports, Circulars ,magazines ,
policies,orders,instructions etc.
Advantages
 Transmission of information in uniform manner
 Permanent record for future reference
 Little risk of unauthorised alteration in the message
 Suited to convey message to large no.of people at one and same time
 It is complete,clear precise and correct

Disadvantages
 Expensive ,time consuming, lengthy and rigid
 Very formal ,lacks personal touch
 May be interpreted in different manner by different people
 Difficult to maintai secrecy in written form
2. Oral Communication - Conveying of message through spokwn words .It can be
face to face commu ucation or through telephone ,intercom and public speech .
Examples- Interviews, Meetings, Lectures, Conferences
Advantages –
 Less expensive , saves time and flexible
 Immediate reaction, motivation and ,response of receiver can be taken
 Misunderstanding and doubts can be removed then and there
 Establishes personal touch
 Only means of conveying message in times of emergency
Disadvantages-
 Less reliable
 Influenced by self –interest and attitude of the people
 Language barriers
 Has the tendency of being distorted
 No record for future reference
3. Gestural or Non-verbal communucation – Communication does not mean
merely written or oral messages . It includes everything that can be used to convey
the meanings from one to another E.g movement of lips Or the wink of an eye or
the wave of hands may convey more meaning than written or oral words.
Expressions through body part is known as gestural or non –verbal
communication. It includes facial expression , movement of lips , wink of an eye ,
nodding of heads ,movement of hands ,a sense of humor or mere silence
Barriers to Communication
Principles of Effective Communication
1. Clarity and Completeness of message
2. Adequate briefing of recipient
3. Correct idea of objectives
4. Integrity and consistency
5. Motivation
6. Proper feedback
7. Proper timing
8. Use of appropriate media
9. Use of informal communication
10. Principle of flexibility
Principles of an Effective Communication
Cross cultural communication

 Cross-cultural communication is the process of recognizing both differences and


similarities among cultural groups in order to effectively engage within a given
context. In other words, cross-cultural communication refers to the ways in which
people from different cultural backgrounds adjust to improve communication with
one another. 
Ethical issue in communucation
 An organisation’s communication process plays an important role in presenting
an ethical image to people inside and outside of the organisation. An ethical issue
centers on how much an organisation should disclose to employees ,suppliers and
community in which it operates. A growing ethical issue surrounds
communication privacy in organisations . Do the employees have right to private
communication in the work environment that can’t be revealed to anyone without
their consent .

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