LECTURE NOTES 1.

CLASSIFICATION AND TYPES OF COMMUNICATION

OBJECTIVE OF COMMUNICATION

Just as communication is essential to our existence in civilized societies, it is also essential to

the functioning of organizations. Therefore, without communication, there is no organization.
Communication is what makes organizations possible. A means to perform basic administrative
functions. Managers directly communicate; they coordinate through communication. And they
occupy, plan, and control through communication. Communication precedes almost every
action in an organization. A goal is something that we achieve or try to achieve through our
efforts. That is the purpose of our activities. When we talk or write to our friends, we may have
no particular purpose other than to keep in touch and be friendly. When we chat with a group
of friends, we simply want to socialize, be friendly, or express ourselves with a specific purpose
or goal. we want to achieve something Communication has many goals depending on the
context and the parties involved. Communication within families, classrooms, theatres,
seminars, boardrooms, and organizations has different goals. Goals depend on what you want
to achieve. The goals of business communication are to:

INFORM:

This is the ultimate goal of communication. Information is power. The information needs within
and outside the organization can be met through communication.

TO PERSUADE:

Businesses work through persuasion. It is important to persuade. employees to work efficiently,

persuade customers to buy our product, and so on. The objective of communication may be to
persuade. To educate is to disseminate knowledge and develop skills and attitudes among
people working in the organization may be another objective of communication.

TRAIN:

Communication is an integral part of any training program. Training is required to achieve

proficiency in specific skills. Instruction, demonstration, practice, and discussion during training
require communication as an integral part.

MANAGERIAL COMMUNICATION 1
TO MOTIVATE:

A high level of morale and motivation are a must to ensure high levels of productivity and
efficiency on a sustainable basis. Communication provides a means to keep motivation levels
high.

TO INTEGRATE:

large business organizations have different business units, departments, and territorial
divisions, pursuing different targets. Communication provides a vehicle for an integrated
approach to pursuing corporate goals.

TO RELATE:

Good business relationships are essential to the continued success of any business organization.
Communication provides a means of building and maintaining mutually beneficial
relationships.

DIRECTION TO:

Communication is necessary to give instructions from managers and managers to lower

management. Employees can improve their performance by being mentored by their
managers. Instructions for others may be given orally or in writing. Orders can be regular
orders, demand orders, or implied orders.

FOR LESSONS:

The importance of personal safety in the workplace is widely recognized. A complete

communication process is required to educate and educate workers about personal safety in
the workplace. This communication helps workers avoid accidents, risks, etc., and avoid costs,
procedures, etc.

TO INFLUENCE:

A complete communication process is required to influence or be influenced by others. People

who can influence others can easily persuade others. This means providing feedback that shows
the impact of your communication.

FOR IMAGE BUILDING:

Companies cannot isolate themselves from society. Society and the businesses operating within
it are interdependent and interrelated. Public goodwill and trust are inevitably created. This can

MANAGERIAL COMMUNICATION 2
be done through communication with various media that must project the company's image to
society. Companies should inform society about their goals, activities, progress, and social
responsibilities through effective external communication systems.

TO ENTERTAIN:

Regardless of the type of business, there is always time for entertainment. Communication
fosters social bonding and provides light moments to join conversations and defuse tensions.
Communication goals are dynamic and constantly changing.

Some of the normal purposes of official communications are to obtain or provide information
and to solicit or provide instructions, advice, or suggestions. Contact us Convince others to
agree with us. Sometimes we communicate with the intention of complaining or warning, but
unfortunately, we do so out of anger and get into arguments. If you learn to complain and warn
in a constructive and acceptable way, you can communicate your sincere intentions fairly and
effectively without damaging the relationship. We use Communications to warn, advise, clarify,
judge, evaluate, reprimand, organize, and serve many other purposes.

SCOPE OF COMMUNICATION

Communication is unlimited. The scope of communication can be understood under two

headings:

1. External dimensions

2. Internal dimensions External dimensions:

EXTERNAL DIMENSION

The external dimension from the point of view of communication has a larger realm. This
includes building relationships with external agencies and stakeholders. Effective
communication can create a healthy external organizational culture where trust, collaboration,
collaboration, innovation, and engagement reign. People are encouraged to participate in
various activities to create a vibrant and comfortable atmosphere. Effective communication
creates an organization's publicity, function, public image, and goodwill, depending on how the
organization handles its publicity. External communications can be broadly categorized into
formal business communications and informal business communications.

1. Formal External Business Communications:

It is considered the first factor in building a proper corporate image. This includes formal letters,
memos, reports, or presentations of various kinds. The main purpose of external

MANAGERIAL COMMUNICATION 3
communication in enterprises is to convey the work and quality of the enterprise's products or
services to the external environment.

2. Informal external business communications:

A person who is not under the direct control of an organization. For example, employees
absorb and enhance knowledge about their work and the organization on a daily basis, and
discussing it outside the organization is considered informal external business communication.

INTERNAL DIMENSIONS:

A lot of communication takes place within an organization. Communication plays a vital role in
an organization, from developing corporate vision and corporate policy objectives to
implementing them. In order to formulate policy, top management needs to collect information
and opinions from the middle and lower management in various ways. In particular, it is the
only communication that can correctly understand policies in the right spirit in order to
properly implement the policies and plans of top management. Public relations as an
administrative function depends only on proper communication. There are various functions
that different functional departments need to perform to keep the organization running.
Functional managers need to communicate within each department and between different
departments. Cooperate with subordinates through work-related instructions, suggestions,
advice, and orders. Information exchange plays a central role in winning and coordinating
cooperation with other departments. The scope of communication becomes even clearer when
we look at the individual functional departments. For human resources, for example, HR
managers must pay attention to communication to avoid complaints, dissatisfaction, and job
insecurity across the organization. Whether a manager drafts good copy, conducts effective
interviews, or organizes better training programs, her skills in communication are essential.

Types of internal communication are:

Management communications:

This includes structured and unstructured communication between leaders and their followers
within an organization. It can take many forms, including speeches, newsletters, and face-to-
face interactions.

Vertical communication:

This includes structured and structured communication between employees at different levels
of the organization, including communication up and down.

MANAGERIAL COMMUNICATION 4
Top-down or downstream communication that flows from upper level managers to lower levels
of an organization. This can take the form of policies, guidelines, or decisions. Bottom-up or
upward communication that flows from lower levels of an organization to higher levels of
management. This can take the form of feedback, suggestions, or concerns.

Horizontal communication:

It involves communication between individuals or groups at the same level in the organizational
hierarchy, facilitating collaboration, teamwork, and the exchange of ideas and information.

Diagonal communication:

This includes communications between individuals or groups belonging to different

departments or areas of the organization that are not part of each other's normal reporting
structure. Facilitate cross-departmental collaboration and problem-solving.

Grapevine Communications:

This includes communication through informal channels such as rumors and gossip. They are
difficult to control and can have a negative impact on organizational goals.

MANAGERIAL COMMUNICATION 5