Communication

Objectives of this class

# Define the meaning of communication
# Identify the main features of the
communication
# Discuss the importance and elements
# Describe the process of communication
# Narrate the principles of communication
# Identify the typology of the communication
# Describe the e-communication and its
objectives
# Find out the barriers of the communication
# How can communication be made more
Communication:
Communication is exchange of thoughts, ideas,
information between superior and subordinate,
subordinate and workers or employees. It is
sharing of knowledge, information between
superior to superior, subordinate to subordinate
and with all members of the organization. It helps
building mutual understanding and confidence
and develops better coordination.
Following are the characteristics of the process
of communication:
 It involves two or more parties to complete the
process of communication.
 Communication is a two-way process which
serves the purpose of mutual understanding of
the parties.
 It is a pervasive function.
 Communication is a continuous, on-going
process.
 The flow of communication is a circular one.
Importance of communication:
 Facilitates planning, organizing, leading and
controlling
 Helps in decision making
 Facilitates coordination
 Improves superior-subordinate relationship or
better understanding
 Helps the process of motivation and morale
 Patronizes organization change and
development and
 Finally sound development of any formal or
non-formal organization.
Elements of communication:
Communicator: the person who sends the ideas;
Communicatee: The person who receives the
ideas;
Transmission: The act, way or the method of
issuing or sending the ideas;
Message: The idea, order, advice, suggestion,
observation or report which is to be
communicated;
Response: The reaction or reply of the person to
whom the message was communicated.
The Communication Process:
1. The Communicator (Sender): Communication
originates from the sender. He realizes the need for
conveying something to someone else. He has a purpose of
communicating some information to one or more persons.

2. Encoding: Encoding means putting message into code.

A message is initiated by encoding a thought. The
communicator encodes the information to be transmitted
and might take the form of verbal words, gestures or
physical expression.

3. The Message: A message is the output of encoding the

process and it must be unambiguously understood by the
receiver. Message must be clear and precise.

4. The Channel: The message is transmitted through the

appropriate channel. The common channels include printed
pages, face-to –face discussions and telephone lines. Here,
proper choice of channel is vital for effective
communication.
The Communication Process:
5. Decoding: It refers to finding the meaning of
something conveyed in code. It is the process by which
the receiver interprets the message and it is very pivotal
for understanding the message.

6. The Receiver: Communication requires at least a

couple of people, the sender and the receiver. One
‘encodes’ and the other ‘decodes’ the message. It will be
complete only when the receiver perceives the message
intact. The receiver must decode the message without
distortion.

7. Feedback: It refers to the reaction of the receiver.

Feedback enables the sender to know whether his
message is received and interpreted correctly or not.

8. Noise: It is the enemy of the feedback and may occur

at any stage of the communication process and distort
the message. It hinders proper communication.
Principles of Communication
1. Clarity: The principle of clarity states that the message
which is to be communicated should be clear, simple, and
easy and in the language that is understood by all or
common to all.

2. Principle of attention: The communication is effective

that draws the attention of the receiver to the message.
Communication evokes action. Words are not enough. The
manager can communicate and draws the attention of his
subordinates by his behavior, e.g.:- he should be sincere
and punctual in his office.

3. Consistency: The principle of consistency states that

the communication should be in accordance with the plans,
policies and procedures of the organization.
Principles of Communication
4. Adequacy: According to the principle of adequacy that
communication should not incomplete, but adequate and
sufficient to understand otherwise it will cause delay in
action and work suffer.

5. Integration: The principle of integration states that

communication should achieve cooperation of all the
members of the organization for fulfillment of the
organizational objectives. It has to promote spirit of unity.

6. Feedback: The messages communicated to the

receivers are to be checked whether they are received by
the recipients or not. This is taking feedback. Feedback is
essential for effective communication. Communication is a
two way phenomenon and follows the process of 'give and
take'.
Types of Communication:

1) Verbal and Written Communication

2) Formal and Informal Communication

3) Downward, Upward and Horizontal Communications

E-communication:

An e-revolution has occurred over the last couple

of years in the field of communication. Electronic
communication involves collection, processing,
storage and distribution of information through
electronic devices. It is a collective reference to
computer, information system, and data
communication and computer networking.
Electronic communication is the result of
integration of computer hardware, computer
software, data-processing, office automation,
networked multimedia, video conferencing and e-
mail.
Objectives of E-communication:

 Reduction in errors, and incorrect judgment and

interpretation.
 Ensuring high productivity and on time information supply

 Improved customer service by high processing speed and

less errors.
 Saving administrative cost

 Reduction in cycle time resulting in improved profitability

and return on assets

 Better security than the manual system
Barriers to Communication
 Organization Structure: Organizational hierarchy
imposes a barrier for transmission of message. This is
due to complex organization structure having many
levels of supervisors, specialist’s staff, pretty long
channels of communication between workers and top
management.

 Status: To every position in the management hierarchy

certain status is attached. Subordinates do not feel free
to express their opinion or report their errors. This
hampers communication. This barrier can be avoided by
free flow of two way communication.

 Language: Language is a medium of communication.

Misinterpretation of this media results into a distortion in
communication.
Barriers to Communication
 Intentional Screening of information: Information is
deleted deliberately by the personnel to suit his intention.
This is done by the sender lo hide his mistakes from the
superiors. Recipient does not get complete information.

 Faulty Listening: Communication is possible only when

it is received by the recipient in his mind. One should
listen carefully what speaker wanted to say, failure will
create a barrier.

 Communication Gap: Communication gap is created

when an idea is not accurately transmitted from one mind
to another or when mutual understanding is presumed.
The communicator's idea is not perfectly reproduced in
the mind of the receiver. This leads to creation of
communication gap.
How can communication be made more effective?

1. Introducing communication audit system for examining

communication policies, network, innovative network,
integrative network and activities.
2. The sender must clarify in his/ her mind what he/she wants
to communicate. This means that the sender has to clarify
the purpose of the message and make a plan to achieve
the intended end.
3. Encoding and decoding be done with symbols that are
familiar to the sender and receiver of the message.
4. The planning of the communication should be done in
consultation with the concerned people.
How can communication be made
more effective?
5. The channel of the communication should be kept
open and alive.

6. The tone of voice, the choice of language, and the

convergence between what is said and how it is said
influence the relations of the receiver of the message.

7. The needs of the receivers of the information have to

be considered.

8. Communication should be completed when receiver

understood the message. This can be ensured when the
sender gets feedback.
Chapter Related Questions
 What is Communication?

 Discuss the significance and elements of communication.

 Narrate the process of communication.

 Explain the principles of communication.

 Write short notes on following types of communication:

a) Verbal and Written communication

b) Formal and Informal communication and

c) Downward, Upward and Horizontal Communications

 What is e-communication? Discuss the objectives of it.

 Discuss the various barriers of communication system.

 How can communication be made more effective?