KBS Commerce & NATARAJ Professional Sciences College, Vapi

FYBCA SEM 1

UNIT 1: FUNDAMENTALS OF COMMUNICATION

1.1 DEFINITION AND MEANING, OVERVIEW

What is communication?

Communication is the process of transmitting information from one person to another. It is the
act of sharing ideas, facts, opinions, thoughts, messages, or, emotions to other people, in and
out of the organization, with the use of the channel to create mutual understanding and
confidence.
It is not tied to words, i.e. whether an individual speaks or not, the message is automatically
conveyed to the other party. Besides words, communication can take place through symbols,
letters, actions, expressions, etc.

1.2 PROCESS OF COMMUNICATION

Communication is a two-way process, wherein the interchange of messages connects the
sender and receiver, towards an agreed direction, consisting of seven elements:

1. Sender: Otherwise known as a source, it is the person who has something to pass on, to
another individual.
2. Encoding: The sender of the message, selects appropriate words or non-verbal
techniques to convert the idea into the message, which is called encoding.
3. Message: Message implies something that the sender wants to communicate, to the
receiver. Without a message, no communication is possible.
4. Medium: Medium alludes to the channel or mode, through which a message is
communicated to the receiver, i.e. it can be sent by way of the electronic word
processing system, graphic, symbol, etc.
5. Receiver: The one to whom the message is directed, is called the receiver. He/she
notices and conveys some meaning to the message.
6. Decoding: The act of interpreting a message by the receiver, is termed decoding. The
receiver’s outlook, experience, and attitude play a vital role in decoding the message.
7. Feedback: The process of communication can never be completed if the response of the
receiver is missing. It enables the communicator of a message to know whether the
message has been received and interpreted in the same manner as directed.

All the seven elements of communication have a great role to play in the entire process, as
there can be some deformation between the intended message and the received one.
1.3 FEATURES AND PROCESS OF PROFESSIONAL COMMUNICATION

Professional communication refers to the oral, written, visual, and digital forms of delivering
information in the context of a workplace. Effective professional communication is critical in
today’s world. Most problems in an organization arise as a result of poor communication.
Effective communication ensures a smooth flow of ideas, facts, decisions, and advice. This way,
employees eliminate hindrances in achieving the organization’s target.

On the other hand, poor communication may lead to the loss of time, money, opportunity,
energy, and even goodwill in any enterprise. It is, therefore, essential to understand the various
features of professional communication. As a result, you will be able to foster growth and
development in the organization. This article lists some of the most critical features of
professional communication.

1. Accuracy
Accuracy is one of the most vital features of professional communication. The relayed
information needs to be correct. Inaccurate information cannot be viewed as credible. It
significantly undermines the reputation of any organization. It may also attract litigation.
Additionally, anyone who relays incorrect information also risks losing their credibility.

Apart from the accuracy of the content conveyed, effective professional communication also
needs to be accurate even in simple things such as grammar, spelling, and punctuation. Even
one mistake has the potential to lead to miscommunication between parties. Consequently, this
may lead to financial losses for the business.

2. Clarity and Brevity

Communication needs to be brief and to the point. Professionals don’t have time to read long
circulars and letters littered with superfluous information. They will feel more comfortable with
short letters designed to convey the message quickly.

Additionally, the information therein needs to be clear and free from any ambiguity. Therefore,
a professional communicator needs to be conscious of the objective of their communication.
This way, they avoid ambiguity which breeds miscommunication.

3. Distinctiveness
Communication in the professional world is done with a particular goal in mind. Generic
professional communication will not achieve the intended objective. One needs to be specific to
communicate effectively. The more specific the message is, the more the target audience is
likely to understand it and the more it meets the desired objective.

Any communication in an organization should only deal with one particular subject at a time.
This is the only way to reach effective results. Dealing with multiple issues at a time has the
potential to create chaos and confusion. This is a threat to sound management.
4. Segmentation
When it comes to professional communication, employees in any organization, even the small
ones, will have different needs, interests, and desires. Therefore, communication needs to be
tailored to meet the specific needs of the target audience for it to have the desired effect or
impact.

Communication in any organization needs to be segmented for specific departments. For

example, writing one letter to all the departments and individuals may not be an effective way
of communicating. The communicator should tailor the information to particular departments.
Additionally, communication should be handled by an individual specialized in the workings of
specific departments especially when expert knowledge is required.

5. Continuity
Continuity is also one of the most crucial features of professional communication.
Communication must always be present in an organization. Without it, a company cannot claim
to exist. As blood circulation is critical to a living body so is communication to a company.
Managers should, therefore, ensure that communication is adequate and flowing smoothly in
all directions.

Whenever there is a communication breakdown misunderstanding arises leading to unfavorable

hostility, conflict, and attitudes. Therefore, communication needs to be continuous. It should
move up, down, and sideways to ensure that all concerned parties remain in the loop and are
participating actively.

6. Internal and External Fields

Communication in an organization is primarily internal. It is an essential component in
administration functions is targeted to employees and other members belonging to a company.
A public notice informing members of an annual general meeting in an organization is an
example of internal communication. Internal communication may be either vertical or
horizontal.

Communication may also go beyond the borders of an organization. When it extends to external
parties who aren’t necessarily members of the company, it is referred to as external
communication. Such communication is usually intended to maintain relationships between
external parties and the organization. It has broad coverage and occurs less frequently than
internal communication.

7. Two-Way Traffic
Communication is a two-way traffic. As it flows downwards from a superior to a subordinate, so
should it flow upwards. For instance, when a manager conveys information to the employees,
they should be ready to receive reactions and responses. Otherwise, they may not meet
objectives efficiently.
The chain of communication is not complete until the receiver gets the message and the sender
receives the response. Management should be able to speak, inform and order. On the other
hand, they should also be good at listening. Employees deserve an opportunity to share their
opinions, thoughts, and feedback. Two-way communication benefits management and
employees. In the end, the entire organization will have to gain.

8. Multi-Channel
Communication can be achieved through a wide variety of channels to ensure that it reaches
audiences in different forms of settings. There are many channels to choose from including
meetings, print, and bulletin boards. These fall under the category of traditional forms of
professional communication. The new electronic means of communication are email, social
media, smartphones, and chat apps.

Many factors should inform the choice of the medium used to communicate. The communicator
should consider the nature of the communication, the sense of urgency, and the distance
between them and the recipient.

Final Word
Effective communication is critical to any organization. It is, therefore, imperative to understand
the essential features of professional communication. Communication needs to be accurate,
brief, to the point, continuous, specific, and segmented. It can either be internal and eternal.
Moreover, we can channel it through a wide variety of mediums including print, oral, and
electronic.

Communicators in the professional world have a lot of tools at their disposal and should choose
which ones to use carefully. They should factor in the essential features of professional
communication and take their audience and intended goals into consideration before making
decisions to ensure that their efforts pay off.