Concept of Communication

Communication might be defined as follows:

Communication might be defined as the transfer of – facts, information, ideas, suggestions,

orders, requests, grievances etc. from one person to another so as to impart a complete

understanding of the subject matter of communication to the recipient thereof; the desired

response from the recipient to such communication.

The process of exchanging information between two or more persons is called communication. It

involves the flow of information from a sender to receiver. It is one of the important infrastructure of

development. Communication is done by means of electronic, print, radio, waves and so on. We

need to communicate to share information with other. The development of means of

communication has made interpersonal relations close, interactive and easy. Communication

plays an important role in the development of the country. It reduces the distance and makes the

flow of information faster. It also saves time, budget and labor, Information, ideas and opinions can

be shared among many persons at any given time through modern means of communication.

Some popular definitions of communication are given below:

(1) “Communication is a way that one organisation member shares meaning and understanding

with another.” -Koontz and O’Donnell

(2) “Communication is the process of passing information and understanding from one person to
another.” -Keith Davis

(3) “Communication is the sum of the things one person does when he wants to create

understanding in the mind of another. It is a bridge of meaning. It involves a systematic and

continuous process of telling, listening and understanding.” Louis A. Allen

4. According to peter Stimson, “Communication is the exchange of information between people

or groups"

Features of Communication:
On the basis of the above definitions and the surrounding knowledge, we can gather the

following salient features of the concept of communication:

(i) Communication is necessary and required in all managerial functions. However, it is an integral

part of the directing process; and assumes greater significance at the directing stage.

(ii) Communication is a function of every manager. Hence, it is a pervasive managerial function. All

managers would have to make necessary communications to their subordinates, and get a

feedback to their communications from the latter.

(iii) Communication is a continuous process, throughout the organisational life. It is the basis of

organisational functioning. “No communication; no functioning of the organisation.” thus

goes an old managerial adage (proverb).

(iv) Communication is a complete and rational process; only when the recipient of the message

has understanding of the subject matter of communication. Communication is, in fact, a

transmission of understanding from the sender to the recipient of the message – something, which

is an imperative requirement from the human relations perspective, of communication.

(v) Communication usually is and ought to be a two-way process. This emphasizes on the

feedback aspect of communication i.e. the sender of the message must get the necessary

response (or reaction) of the recipient to the communication made to him.

(vi) Communication is always done with a purpose i.e. with the objective of evoking the desired

response out of the recipient, to the communication made. For example, if the communication is a

work-order by the superior to some subordinate; the latter must comply with the order –

undertaking the necessary actions for the implementation of the order

(vii) Communication process requires, at least, two parties’ sender of message and the recipient of

it. Naturally, one person would not make any communication to the self.

(viii) Communication is a circular process. Its process starts with the sender of the message and

travelling through various stages completes with a feedback to communication from the recipient

the sender

Levels (contexts) of Communication

1. Intrapersonal

2. Interpersonal
 3. Public Communication

4. Mass Communication (non-interactive)

5. Computer Mediated Communication (interactive)

Communication Universals

1. You cannot not communicate

2. All Communication has content and relationship dimensions

o Content - Literal meaning, information

o Relationship - defines the relationship between sender and receiver. 

Features of relationship that get defined in message exchanges include:

[ Liking, Responsiveness (intensity), Control, Trust ]

 

3. Communication is a series of puncuated events

4. Communication is irreversible and unrepeatable.

5. Communication is culture-specific.

Importance of Communication

Importance of communication in a business unit has increased considerably, particularly after

the Hawthorne experiments which made people realise that communication among persons
working at different levels in a business concern is essential for achieving the objectives of a
business. It is said that the world of modern management is the world of communication and the
success of a manager in performing his duties depends on his ability to communicate. According
to Paul Pigors and Myers, about 70% of an executive's time is spent on communication. Today,
communication has become one of the important aspects of management and it helps the
management in attaining the following:

1. Helps in achieving co-ordination: Modern business firms which are organised on a large

scale consist of a large number of workers working on the basis of division of labour and
specialisation. To attain the goals of the business unit, there is need for co-ordination among
workers and this can be achieved only through communication. According to Mary Curling Niles,
"Good communications are essential to co-ordination. They are necessary upward, downward and
sideways, through all the levels of authority and advice for the transmission, interpretation and
adoption of policies, for the sharing of knowledge and information and for the more subtle needs of
good morale and mutual understanding."

2. Helps in smooth working: Communication helps in the smooth running of an enterprise. To

achieve the goals of an enterprise, co-operative action of the persons working in its different
activities is necessary. Co-operative action in turn depends on the communication process
prevailing in the organisation. Herbert G. Hicks has pointed out that "communication is basic to an
organisation's existence — from the birth of the organisation on through its continuing life. When
communication stops, organised action comes to an end." According to G.R. Terry,
"communication serves as a lubricant fostering the smooth operations of the management."

3. Increased managerial efficiency: It is said that about 75% of the manager's time is spent on
communication to others of business targets, rules, policies, etc. Communication helps the
manager in performing his duties quickly and systematically and also facilitates in increasing his
effectiveness.

4. Helps in decision-making: For taking decision by the management, and also for its effective
implementation, a good communication system in the enterprise is a primary requirement.
Information from different levels which helps the process of decision-making is received through
the system of communication. Again, these decisions are passed on through communication to
those who are involved in executing them. Chester Barnard has rightly stated that "the first
executive function is to develop and maintain a system of communication."

5. Helps in maintaining industrial peace: Very often, lack of communication or improper

communication may result in industrial disputes between management and workers.
Communication helps both management and workers in putting forth their views to each other and
thus it facilitates in maintaining industrial peace.

6. Helps in recruitment process: Communication is needed in the recruitment process to

acquaint potential employees with the merits of working for the enterprise. The recruits are told
about the company organisation structure, its policies and practices. After selecting the candidates
for the jobs, communication is needed at the time of orientation to make candidates acquaint
themselves with peers, superiors and with company rules and regulations.

7. Helps employees to perform effectively: It is needed to enable the employees to perform

their functions effectively. Employees are required to know their job relationship and importance to
the overall operation. This knowledge makes it easy for them to identify themselves with the
organisation mission. If a nurse in a hospital knows why she has to follow certain procedures with
a patient and how this relates to the total therapy programme for him, it is much easier for her to
develop an ideological commitment to the hospital.

8. Helps to acquaint subordinates with their evaluation: Communication is needed to

acquaint the subordinates with the evaluation of their contribution to enterprise activity. It is a
matter of some motivational importance for the subordinates to know from their superior how they
stand and what the future may hold for them. This appraisal if intelligently carried out will boost the
morale of the subordinates.

9. Helps in teaching employees about Personal Safety: Communication is needed to teach

employees about their personal safety on the job. This is essential to reduce accidents, to lower
compensation, to minimise legal costs and to reduce recruitment and training costs for
replacement.

10. Helps in projecting the image of the enterprise: It is of vital importance in projecting the
image of an enterprise in the community. The amount of support which the enterprise receives
from its social environment is affected by the information which elite groups and the wider public
have acquired about its goals, activities and accomplishments.
 11. Helps manager in performing his functions: Communication helps the manager in
performing his managerial functions such as planning, organising, staffing, directing and
controlling. Planning requires detailed communication among the managerial and other personnel.

Effective communication in important in executing a planned programme and also in controlling

the activities with the help of feedback information. Information relating to subordinates'
performance is necessary to know whether planned objectives are being realised. Again, in the
process of organising, communication plays an important role. It is also an important aid in
directing and in motivating the employees. Thus, communication is an indispensable part of the
management process.

From the above, we can state that a proper system of communication is essential for the
existence and smooth running of an organisation. It may be noted here that in recent years, the
importance of communication has been increasing due to certain factors such as increase in the
size of organisations, growth of trade unions, technical improvements, emphasis on human
relations in industry and increasing importance of social responsibilities of business. Alvin Dodd
has rightly remarked that "the number one management problem today is communication."

NATURE OF COMMUNICATION

Communication is media or channel based: Every single person communication comes about by
means of suing a selected method. This media could be composed, common and non-verbal or
maybe a mixture of spoken and non-verbal media.

The nature of communication: Communication can be pervaded in every area of human

existence. By simply crying and moping fully newborn babies convey what is this great about their
appearance in this world. By means of creating your seem these people probably express his or
her anticipation with regard to mother’s appreciate as well as love. Communication represents the
important role inside personal existence, family member’s existence, cultural existence, company
existence and many others. Development Communication with relationships, cultures, civilizations
and many others the two inside micro as well as macro amount are determined by
successful effective communication. The nature of communication is discussed below:

1. Communication is related to human activity: Communication exchanges are actually directly

linked with every single ball of human being lifetime. It is necessary within primary some sort of
substantial human being lifetime. Taking pleasure in restful lifetime, acquiring person-to-person
interactions, creating a flourishing point out and so on. Aren’t probable without having
communication exchanges.

2. Communication involves two or more parties: At least, two parties are involved in virtually
any communication exchange process. This party exactly who communicates information is known
as sender and the party exactly who is provided with the info is known as a device. Even so in
some instances some sort of sender could send out a message for you to many receivers.

3. Communication could be one-way or maybe two-way process: Communication might take

the design involving two-way or maybe one-way process. With two-way communication, the
receiver sends his feedback to the sender after receiving the message. One-way
communication means you move involving information style sender to be able to receive only. In
this particular means of communication receiver doesn’t present his or her reaction to your sender.
4. Success of communication depends on a proper understanding of the parties
involved:Powerful communication comes about if your receiver feels your concept you might say
your sender posts the idea. If the receiver doesn’t deliver his or her reaction to your sender, your
sender is not going to fully grasp your receiver’s view. In this case, your communications are going
to be inadequate. As a result, to make your communication prosperous the two senders and
receiver got to know your side effects of different.

5. Conversation in organization flows in a variety of styles: With organization, information

flows in a variety of recommendations, for example way upward direction, down way, horizontal
way and many others.

Other Nature and Characteristics

1. Communication involves at least two persons:
Communication involves at least two persons-the sender and the receiver. The sender sends the
message and is known as the communicator. The receiver receives the message and is known as
communicate.

2. Communication is a two way process:

Communication is essentially a two way process. It does not merely means sending and receiving
messages. It is not complete unless and until the message has been understood by the receiver in
the same sense.

3. Purpose of communication:
The basic purpose of communication is to create an understanding. The receiver should
understand the message sent and should response accordingly.

4. Form of communication:
Communication may take several forms e.g. order, instruction, report, queries etc. It may be verbal
or written. It may be formal or informal.

5. Scope of communication:
Communication pervades all human relationship. It is essential in all type of organizational and at
all levels of management.

6. Communication is a dynamic process:

Communication is influenced by the mood and thinking of the sender and receiver. The way a
message is accepted depends upon the fact that which of the fine sensory organs of the receiver
is active at that time.

7. Communication is much more than words:

Communication is not merely sending or receiving facts, expressed in words. It also involves ideas
and emotions. A lot of communication is done through signs, symbols and gestures.

8. Communication is a goal oriented process:

Communication is goal oriented and is effective only when there is congruence of goals of sender
and receiver.

9. Communication is conversational:
Communication sets up a link between facts, ideas, and thus helps the communicator and
communicates to progress logically.

10. Communication is an interdisciplinary science:

Communication to be effective derives knowledge from several sciences like-anthropology (study
of body language), sociology (study of human behaviour), psychology (study of attitude) etc.