Nature and Scope of Communication

Definitions
Communication is the process of exchanging information, usually through a common system of symbols. It takes a wide variety of forms ± from two people having a face to face conversation to hand signals to messages sent over the global telecommunication networks. Common forms of communication include speaking, writing, gesturing and broadcasting. Therefore, communication means to inform, tell, show, or spread information. When a person communicates, he/ She establishes a common ground of understanding. In the organisational context, it brings about a unity of purpose, interest and effort.

signs. . behaviour.Communication can also be defined in the following ways: ‡ The process by which information and feelings are shared by people through an exchange of verbal and non-verbal messages. speech. ‡ The successful transmission of information through a common system of symbols. writing or signals. ‡ The creation of shared understanding through interaction among two or more agents.

COMMUNICATION PROCESS 1 EMOTIONS 2 3 4 5 KNOWLEDGE 6 7 VIEWPOINTS .

7. 2. (Role of filters ± perception) The perceived signal triggers a communication. viewpoints and emotions give meaning to the signal received. Our communication environment that consists of several signs and symbols. The communication signs and symbols so triggered are passed through our nervous system ± we form responses through our filters. The picked up signs and signals are passed through our nervous system. Our Filter ± consisting of knowledge. 3. The transmitted signals become part of other person¶s/ persons¶ environment. Our sensory organs pick up some of the (far from all) signs and symbols from the environment. 6. 5.1. 4. .

. the role of communication also undergoes a change. It is a process which enables management to allocate and supervise the work of the employees. 3. As an organisation grows in size. complexity and sophistication. Communication is the flow of information and understanding from one person to another from one person to another at the same level or at different levels. The effectiveness of management largely depends upon the effectiveness of their communication. 4. The achievement of these objectives largely depends upon proper coordination and integration of human effort in an organisation.Business Communication 1. and it becomes more critical to organizational functioning. 2.

Main Forms in Business Communications Internal (Operational) Communication Orders e-mails reports External Operational Communication Personal selling Tele calling advertising Personal Communication Non business related exchange of information .

Characteristic of Business communication ‡ ‡ ‡ ‡ Continuous Process A short lived process Needs proper understanding Leads to the achievement of the organizational objective ‡ Dispels misunderstanding .

Benefits of Effective Communication Better quality of documents Enhanced Professional Image Increased productivity Lesser Misunderstanding Effective Communication Stronger Decision making Increased Awareness Among Employees Improved customer relations Healthier Business relationships Quicker problem solving .

Grapevine Direction 1. Written 3. Informal 3. Downward 2. Upward 3. Horizontal Method 1. Formal 2. Gestural .TYPES OF COMMUNICATION Channel 1. Oral 2.

But very few students bother to learn it. As soon as you move one step from the bottom. And the further away you are from manual work. the more important it will be that you know how to convey your thoughts in writing or speaking. This one basic skill is the ability to organise and express ideas in writing and speaking. In the very large organization««.this ability to express oneself is perhaps the most important of all the skills a person can possess. . your effectiveness depends on your ability to reach others through the spoken or the written word. the larger the organization of which you are an employee.Peter Drucker. on importance of Communication in business Colleges teach the one thing that is perhaps most valuable for the future employee to know.

control refers to the power to influence people¶s behaviour. . Emotional Expression: emotional expression relates to the function of communication in expressing or letting out the feelings and emotions of employees under various circumstances. Motivation: motivation refers to the fostering of motivational spirit among the employees.Functions of Communication Information: Information refers to the role of communication in facilitating decision making and problem solving. Control: In the organisational context.

Manager¶s Roles Interpersonal Informational Decisional Figurehead Leader Liaison Monitor Disseminator Spokesperson Entrepreneur Disturbance handler Resource allocator Negotiator .

Directional Upward Downward Horizontal .

Informal Communication When anyone can tell anyone else anything informally. the result is a rapid flow of information along what is commonly known as grapevine. . This refers to the pathways along which unofficial information travels.

Fast spreading nature 1. To be used as a can cause damage to supplementary channel organization only 2. .Grapevine communication: Benefits. An outlet for 3. Used voluntarily by many employees 4. worries and incomplete frustrations 4. If unverified. May not be reliable as it is oral only and also nobody owns the responsibility for the information 3. Less expensive than formal channels Limitations Guidelines 1. Fastest means of spreading information. Employees using this channel should not be threatened or encouraged too much 5. may information that you may cause trouble find otherwise difficult to collect through formal channels 3. May give some 2. Should not be ignored 4.. Information to be verified for the facts and also the source 2. May lead to employees to share their misunderstandings if anxieties. Limitations and Guidelines Benefits 1.

. have their own communication techniques and each nurtures its own communication climate ‡ Difference in Status: When people belonging to different hierarchical positions communicate with each other. there is a possibility of miscommunication.Miscommunication ‡ Organizational structure: All organizations. irrespective of their size. ‡ Closed communication climate: An organization's communication climate is based on its management style. ‡ Lack of trust: Establishing credibility or building trust among subordinates or with colleagues is a difficult task.

most of the business messages compete for the full and undivided attention of their receivers. the difficulty in understanding it.‡ Incorrect choice of Medium: Choosing an inappropriate communication medium can distort the image and block the intended meaning. the difficult nature of the message and the other. ‡ Information overload: Too much information is bad because it reduces the audience¶s ability to concentrate on the most important part of the message. . ‡ Message competition: Invariably. ‡ Message complexity: There are two significant reasons for any message to become complex in a business setting ± one.

‡ Physical Distractions: Communication barriers are often physical: bad connections. illegible copy etc.‡ Unethical communication: Relationships within and outside the organization depend on trust and fairness. . poor sound quality. It does not mean that the organizations should not be tactful.

Decide who can communicate with whom. 2Think about how to send the message. 2. 1..e. i. Follow up your verbal message with a written statement. Consider seriously the recipient of your message. your goal is to combine simplicity with effectiveness.Steps to reduce Miscommunication 1. 3. should the mode be verbal or written. As a leader. .

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