COMMUNICATION

MEANING:
The word “COMMUNICATION” has been derived from the Latin
word “communis” which implies common. Thus, communication may be defined
as interchange of thought and information to bring about mutual understanding. It
involves exchange or sharing ideas, opinions and facts between two or more
persons. It is the process of conveying written, verbal or gestural messages from
one person to another so that they are understood.

DEFINITION:
“Communication is the process of passing information and
understanding from one person to another. It is the process of impacting ideas and
making oneself understood by other”.

-by THEO HAIMANN

NATURE OF COMMUNICATION:
Communication is characterised by the following salient features:

1. Communication is essentially a two-process, involving a sender and a

receiver. One person alone cannot communicate. There is no
communication until the message is received and understood by the
receiver. It takes two to complete communication.
2. The message should be interpreted by the receiver in the same sense as
intended by the sender. The basic purpose of communication is to create
mutual understanding. Therefore, communication is complete only when
the message is correctly understood and the response to it becomes known
to the sender.
 3. The message must have substance. It should contain information or ideas
which are of interest to the receiver. It is meaningless to talk about book to
a person who cannot read.
4. Communication is a pervasive function. It is used by managers at all levels
of organization and in all areas of operations.
5. Communication is an on-going process. There must be continuous
interchange of messages between people working together in a group.
6. Communication does not mean mere oral or written messages. It includes
everything done to convey meaning. Sometimes, the wave of hand,
movement of lips, twisting of the face, rolling of eyes or shaking of hands
may convey more than a hundred written or spoken words.
7. Speaking, writing, acting and listening, reading, observing or watching is
the fundamental aspects of communication.

ELEMENTS OF COMMUNICATION PROCESS:

The communication process consists of the following steps:

1. Sender. The person who sends a message is known as the sender or the
source. He formulates the message which he wants to convey to others.
He initiates the process of communication. The sender or communicator
may be a writer, a speaker or an actor.
2. Message. Message is the subject-matter of communication. It may
contain facts, ideas or feelings. It exits in the mind of the sender.
SENDER  MESSAGE  ENCODING  CHANNEL  RECEIVER  DECODING

FEEDBACK

THE COMMUNICATION PROCESS

3. Encoding. It is the act of translating the message into words, pictures,

symbols, signs or some other form.
 4. Channel. It is the media through which the message passes from the
sender to the receiver. Channel may be formal or informal. The sender
may use spoken or written methods. Channel is used for transmission of
the message.
5. Receiver. The person who receives the message is called receiver. He
may be a reader, listener or observer. Receiver is also known as
communicatee.
6. Decoding. The receiver interprets the message to draw meaning from it.
He converts symbols, signs or pictures into meaning.
7. Feedback. It is the response, reaction or reply by the receiver. It is
directed to the sender. When the sender receives the feedback, the
communication process is said to be complete.

IMPORTANCE OF COMMUNICATION:
Communication is the part and parcel of the management process. It is an
important element of a manager’s job. It is the responsibility of every executive to
develop and maintain a system of communication. Management is a series of
communication processes. Communication is the life blood of an organization and
no organization can function without effective communication. Sound
communication provides the following advantages.

1. Improves managerial performance. Communication enables a manager to

diagnose the various problems and to secure information for decision-
making. A manager explains the meaning and significance of the
organizational goals and policies to his subordinates through
communication.
2. Facilitates leadership. Communication enables a manager to understand the
attitudes, feelings and ideas of his subordinates. The modern concept of
leadership exercised through persuasion rather than command places a great
premium on communication.
 3. Increase job satisfaction. Individuals get greater satisfaction from their jobs
when they are told clearly how well they are doing and what they should do
to improve performance. Through communication a manager can keep his
subordinates informed of the results of their efforts. He can develop their
interest and motivation in work by communicating effectively with them.
4. Reduces time and effort. An effective system of communication results in
great saving of time and efforts. A manager can keep in touch with his
subordinates by sitting in his office. Such economy in time and efforts helps
to ensure efficiency and effectiveness in the organization.
5. Enhances coordination. Individuals working in an organization perform
different activities. It is necessary to integrate and unify these activities and
human efforts. Effective communication serves as a cementing force by
uniting the members of an organization into a well-knit team.
6. Help public relations. A business enterprise comes in contact with several
social groups, e.g., customers, shareholders, government and the public.
Public relations are mainly the job of effective communication with the
external environment.

CHANNELS OF TYPES OF COMMUNICATION:

A channel of communication is the path through which messages are
transmitted from the sender to the receiver. Channels of communication may be
formal or informal.

 FORMAL COMMUNICATION
 INFORMAL COMMUNICATION OR GRAPEVINE

 FORMAL COMMUNICATION:

Formal communication follows the routes formally laid down in the organization
structure of the enterprise. Formal channels are the paths of communication which
are institutionally determined and which are associated with status or position of
the sender and the receiver. Formal channels are deliberately created to regulate the
flow of communication.
There are three forms of formal communication as it flows in three directions:

 Downward,
 Upward and,
 Horizontal.

Downward communication:

Downward communication refers to the flow of information from a superior

(higher level) to a subordinate (lower level). The purpose here is to issue orders
and instructions to the subordinates. It also involves communication of policies,
procedures and programmes of the organization. It often takes place in the form of
notices, circulars, letters, memos, group meeting, etc.

Upward communication:

It implies the flow of communication from lower levels (subordinates) to the

higher levels (superiors) of the organization. The purpose of upward
communication is to keep the superiors informed about the progress of work and
response to the downward communication. It is in the form of reports, suggestions,
recommendations, inquiries, appeals, grievances, etc. it enables the top
management to know how well the employees understand the policies and
programmes. Management should always encourage upward communication as it
helps to improve the morale of the employees and in overcoming resistance to
change.

B E
VERTICAL COMMUNICATION

C F -------- HORIZONTAL CCOMMUNICATION

. . . . . . DIAGONAL COMMUNICATION

D --------------G
Horizontal communication:

It refers to the transmission of information among the positions at the same level of
organization. Persons with same status exchange information and ideas for
achieving coordination among different departments or divisions. Such
communication is also known as lateral or sideward communication. It takes the
form of memoranda, letters, telephone talks, face-to-face contacts, and
interdepartmental committee meetings.

 INFORMAL COMMUNICATION OR GRAPEVINE:

Informal communication or grapevine implies communication among people

through informal contacts or relations. Informal communication coexists with the
formal communication system. It arises from social interaction of people. It is the
expression of their natural desire to communicate. Managers may also use informal
channels when they find it difficult to collect information through the formal
channels. It also helps to satisfy the information needs of employees.

I. It is a powerful medium to transmit messages at great speed.

II. It can transmit confidential information, which is unavailable in
formal channels.
III. Informal channels partially replace and often supplement formal
channels.
IV. As formal channels suffer from delay and distortion in
communication, informal channels are preferred according to the
nature and importance of messages.
V. In the interest of human behavior in organizations, informal channels
prove to be more effective with the mental makeup of human
beings, while formal channels are rational, well defined, informal
channels are more human and homely.
MEDIA OR METHODS OF COMMUNICATION:

There are three important types of communication media;

1. Oral communication
2. Written communication
3. Gestural communication

Each of these media may be used either exclusively or in combination with

other media. Generally two or more of these media are used simultaneously to
supplement each other.

ORAL COMMUNICATION:

Oral communication involves exchange of messages through spoken words. It may

take place;

 By face-to-face contacts,
 Through mechanical devices like telephone.
 Face-to-face conversation is the most natural way of transmitting the
message.
 It is very speedy and helps to interchange feelings and attitudes.

MERITS:

1. ECONOMICAL: Oral communication is relatively less expensive both in

terms of time and money.
2. PERSONAL TOUCH: Oral communication is more effective due to direct
contact between the sender and the receiver.
3. SPEED: Oral communication is faster as compared to written communication.

DEMERITS:

1. LACK OF RECORD: Oral communication does not provide an authentic and

permanent record of communication unless the conversation is tape-recorded.
2. TIME CONSUMING: Oral communication in the form of face-to-face talk may
become time consuming and costly.
3. LENGTHY MESSAGE: If the subject-matter to be communicated is quite
lengthy, oral communication may not produce satisfactory results.

WRITTEN COMMUNICATION:

Written communication is transmitted through written words in the form of letters,

circulars, memos, bulletins, instruction cards, manuals, handbooks, reports, returns,
etc. managers frequently use written communication in the course of performing
their functions. It is frequently used to issue specific orders and instructions to
subordinates.

MERITS:

1. EFFECTIVENESS: Written messages are more carefully formulated than

oral messages. Therefore, written communication tends to be more clear
and specific.
2. LENGTHY MESSAGES: Written communication is more appropriate
when the message is quite lengthy or where it is to be conveyed to a large
number of persons simultaneously.
3. ECONOMICAL: Written communication is cheaper when the sender and
receiver are situated at distant places.

DEMERITS:

1. TIME CONSUMING: Written communication requires greater time in the

preparation and transmission of message.
2. EXPENSIVE: As it takes long time to convey the message, written
communication is more expensive especially for transmitting short
messages over short distances.
3. INFLEXIBILITY: Once a written message is sent there is no scope left for
making amends for inaccuracy that may have crept into it. Moreover, a
written message once transmitted cannot be withdrawn.
GESTURAL COMMUNICATION:

Communication through gestures or postures is known as gestural communication.

It is often used to supplement oral communication. Gestural communication is very
useful in conveying feelings, emotions and attitudes.

For example; handshake with a subordinate or a pat on his back helps to motivate
the subordinate. A person can convey much through wave of hands, parting of lips,
movement of eyes, etc.

Reference:

Dr .C.B.GUPTA

SULTHAN CHAND PUB