Unit 8

Communication and Control

Communication can be defined as an exchange process of ideas, facts,
opinions, information, and understanding between two or more persons
or organizations through appropriate medium.
Communication is the act of exchanging news, views, ideas, opinions,
facts, suggestions and other information from one person to another.
Communication is basic and continuous process up to the existence of
organization. It is an important managerial function. Effective
communication system is needed for successful performance. The success
of an organization depends upon the effective communication system.
 Business Communication
Business communication is the process of sharing business related
information between people within and outside a company.
Effective business communication is how employees and
management interact to reach organizational goals.
Its purpose is to improve organizational practices and reduce errors.
Information related to the venders, consumers, competitors,
regulator bodies, support agencies and the general business
environment are vital in decision making process.

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Nature/Characteristics/Features of Business communication
1. Involvement of at least two parties
2. Two way process
3. Pervasive function
4. Complete and Rational Process
5. Verbal or non verbal, oral or written and symbolic.
6. Formal and Informal
7. Requires some channels, medium or transmission pathway
8. Noise in a communication system
Process of Communication
 Barriers to effective communication
1. Physical barriers (Physical Distance, Hierarchy Structure, Office Design,
Noise, Lack of Feedback)
2. Psychological barriers (Selfishness, Emotion, Disturb of Communicator,
Supercity Complex, Individual Perception, pre-mature Evaluation Attitude)
3. Semantic barriers (Harsh Language, Indefinite Language, Misleading
Translation, Technical Language)
4. Organizational barriers (Org. Policy, Rules and Regulation, Improper
Channel, Lengthy Scalar Chain, One-way Communication System, Lack of
Confidence in Subordinates, Overload of Information)
5. Technological barriers (Mechanical Barriers, Loss of Transmission
Information, Overload Information, Insufficient Period Allowed)
 Importance of Business Communication

1. Related with planning

2. Promotes coordination
3. Facilitates Effective leadership
4. Promote Rational Decision and Implementation
5. Motivation and moral
6. Facilitate Delegation
7. Effective control
8. Public relations
 Controlling
• Controlling is the process of setting standard for output, measuring
actual output, finding deviation, if any, and initiating corrective
actions to eliminate or at least minimize the deviation between
predetermined output and actual output.
• The system of regular control to ensure the optimal utilization of
resources to attain organizational objective is the controlling system.
 Process of Controlling
1. Establishment of standards
2. Measurement of Actual performance
3. Comparing actual performance with standard performance
4. Analyze the Causes of Deviation
5. Taking corrective actions
 Types of Control

1. Pre-control (Free forward control)

2. Concurrent control
3. Post-control (Feedback control)
 Essential of Effective Control System
1.Simplicity
2. Forward looking
3. Economical
4. Flexibility
5. Result oriented
6. Encouraging self-control
7. Continuous process
8. Basic function of management
9. Related to planning
10.Positive nature
11. Corrective actions
12. Dynamic process
 Control tools and techniques
1. Personal control
2. Bureaucratic Control
3. Output Control
4. Cultural Control
5. Control Through Incentives
6. Market control