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nature,imp&role of communication

nature,imp&role of communication

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Published by PRAO6005
communications
communications

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Published by: PRAO6005 on Nov 18, 2009
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01/19/2011

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For effective transmission of the message certain principles have to be followed, they arealso called the seven C’s of communication:1.Completeness- every communication must be complete and adequate. Incompletemessage keeps the receiver guessing, create misunderstanding and delay actions.2.Conciseness- communication should be brief and be able to say whatever youhave to say in fewest possible words.3.Clarity- the message must be put in simple words to ensure clarity. We should use precise, concrete and simple words. And construct effective sentences and paragraphs.4.Correctiveness- there should be right level of language and accuracy of facts,figures and words.5.Concreteness- it means being specific, definite, vivid rather than vague andgeneral.6.Consideration- it means preparing the message with the receiver in mind. Thewords like you should be used instead of I and we. Always emphasize positiveand pleasant facts.7.Courtesy- it stems from a sincere you attitude. Applying socially acceptedmanners is a form of courtesy. It means politeness that grows out of respect andconcern for others.
NATURE OF COMMUNICATION
Communication is an adaptation that helps animals survive. The nature of communicationis the exchange of information between two people. It is required that there should be both a sender and a receiver for communication to take place. Communication isreciprocal. So at any time the sender is sending a message the receiver is also sendingmessages.Effective communication entails the sender encoding a message and transmitting it to thereceiver where the receiver successfully decodes the message.So you put your thoughts into words in a language you know and you "send it" to your receiver. You can send it through talking, posting it on a message board, sending an e-mail, etc. This goes through a channel which can have "noise" which interferes with themessage. Your receiver gets the message and "decodes" it. If this is done successfullythey will understand your message. Things that might hinder this would be if the other  person doesn't speak the same language as you. 1.Two-way process- communication is possible only when there are at least two persons, one sender and the other receiver.2.Information sharing and understanding- communication doesn’t take simply because of information transfer but it also depends on the understanding of thereceiver.3.Verbal and non-verbal- a message can communicate through symbols, gesturesand actions and can also use informal channels.
Communication is defined as the management of messages for the purpose of creating meaning.
 
4.Circular flow- the flow of information ids circular, i.e. the communication startswhen the sender transmits a message and is completed when the receiver sendsthe feedback to the sender.5.Goal oriented- the communication is always goal oriented and the ultimate purpose is understanding between the sender and the receiver.6.Continuous process- exchange of ideas and information is an ongoing process in business and non business organizations.7.Pervasive activity- it takes place at all levels (top, middle, low) and in allfunctional areas (production, finance, marketing, personnel, etc.)
IMPORTANCE OF COMMUNICATION
Communication is one of the basic functions of management in any organization and itsimportance can hardly be overemphasized. It is a process of transmitting information,ideas, thoughts, opinions and plans between various parts of an organization. You cannothave human relations without communication. However, good and effectivecommunication is required not only for good human relations but also for good andsuccessful business.
The Role of Communication
Communication plays a key role in the success of any workplace program or policy and serves asthe foundation for all five types of psychologically healthy workplace practices. Communicationabout workplace practices helps achieve the desired outcomes for the employee and theorganization in a variety of ways: Examples of communication strategies that can help make yourworkplace programs successful include:
Providing regular, on-going opportunities for employees to provide feedback tomanagement. Communication vehicles may include employee surveys, suggestion boxes, townhall meetings, individual or small group meeting with managers, and an organizational culturethat supports open, two-way communication.
Making the goals and actions of the organization and senior leadership clear to workers bycommunicating key activities, issues and developments to employees and developing policiesthat facilitate transparency and openness.
Assessing the needs of employees and involving them in the development andimplementation of psychologically healthy workplace practices.
Using multiple channels (for example, print and electronic communications, orientation andtrainings, staff meetings and public addresses) to communicate the importance of apsychologically healthy workplace to employees.
Leading by example, by encouraging key organizational leaders to regularly participate inpsychologically healthy workplace activities in ways that are visible to employees.Communicating information about the outcomes and success of specific psychologically healthyworkplace practices to all members of the organ
 
Good communication is critical in ensuring coordination and control of individuals,groups and departments. Good communication ensures individuals know what isexpected of them, that the appropriate person receives the correct information and thatthere is coordination within the organisation. It ensures control of the organisation’s plansand procedures and that instructions given to staff by management are understood. Groupand team cohesiveness is encouraged and stress can be reduced. Many problems such as bias, distortion and omission are often the result of poor communication. However, thesecan be reduced and removed, as can secrecy, rumour and innuendo. This can result in theadded advantage of conflict reduction.
DIRECTIONS OF COMMUNICATION
The type of communication and the medium used will depend to a greater or lesser extenton organisational structure. This will in turn be a function of the product or service andits environment. There are many forms of communication within an organisation, formaland informal. Generally, in formal organisations information flows through quite clear channels and in defined directions. Traditionally, the direction of the three maininformation flows is downward, upward and lateral.1.
Downward communication
is associated with giving orders or instructions fromsenior management. This form of communication is often the one most easily recognized.Its purpose is to give specific directives, provide information about procedures and practices or provide information about the task in hand. Control of employees andinformation about their performance is an important use of downward communication, asis the provision of information on organisational and departmental objectives. Modes of downward communication can be:
Handbooks and Pamphlets
Posters and Bulletin
Hose journal
Pay inserts and direct mails
Annual reports
Special meetingsMerits of downward communication:
Mission and Goals
Plans and Policies
Duty and Authority
Job satisfactionLimitations of downward communication:
Distortion
Incomplete Information

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