School of Management and Science ,

Lucknow
Assignment -1
Resume Writing and Corporate
Communication
Shubham Prasad (BBA 2nd Semester)
 Role of Communication
Definition of Communication -According to ‘Keitl Devis’ the process of passing the
information and understanding from one person to another.
Classification of Communication -
On the basis of relationship element - There are four types of communication
1.Intrapersonal- Interpersonal communication is a type of communication that occurs within oneself.It can be
spoken written,or just random thoughts.It is like a discussion or way of reaching out in mind.
2.Interpersonal/dydaic- It is the universal form of communication that takes place between two
individual. Since it is person to person contact,it includes everyday exchange that may be formal or informal and take
place anywhere by the means of words. Sound,facial expression, gesture & posture.

3.Group- Group communication is the act of sending & receiving message to

multiple members of the group. In a business environment, groups often use this type
of communication to exchange ideas, determine goals & motivate other members.
4.Mass - Mass communication is a process in which a person group of people or
an organisation sends a message through a channel of communication to a large group of
anonymous & heterogeneous people & organisation.

On the basis of channel - There are two types of communication

1.Verbal Communication - Verbal communication is the use of words and
languages to convey a message. Example conversation,a speech or
presentation and having a phone call with someone.
Non Verbal Communication - Non verbal communication refers to
ways in which beings convey information about their emotions,needs ,
intentions, attitudes & thoughts without the use of verbal language.
There are 3 types of non verbal communication
1.Written- Information is exchanged in the written or printed form. It is the most
formal of all types of communication with the advance technology. It has a permanent
form of documentation to refer in the future if preserve appropriately.

2.Appearance- It refers to what people see when they first set their eyes on
you judgement about your personality and abilities are going to be concluded.
Body Language - Body language is the use of physical behaviour expression &
mannerisms to communicate non verbally.

On the basis of Purpose/Style -

Formal Communication - Formal communication refers to the flow of offical
information through proper predefined channels and routes .The flow of information
is controlled & needs deliberate effort to be properly communicate.Formal
communcation follows a hierarchial structure and chain of command.
Informal Communication - The informal communication is the
casual and unofficial form of communication where in the information is
exchanged spontaneously between two or more persons without conforming
the prescribed official rules ,processes system, formalities & chain of
command.It is based on personal relation such as friends,peers , family, club
members etc.
On the basis of direction - There are of 3 types
Vertical- As the names suggest , vertical communication follows a linear
system where information flows from one person to the next based on the
titles .This types of of communication is mostly reserved for sensitive information
or if an organisation follows a hierarchial structure.
Its two types are -
Upward Communication-Whem information flows from subordinate to
the superior, it is upward communication.This is when employees have to update their
managers about their work status, share findings or research and inform them of
something important.
Downward Communication - When information flows from
superior to subordinate it's called downward communication.Here the
management usually sends an email to the next person -in- charge.
Horizontal Communication -Horizontal communication that
occurs between people at the same level of organisation.
Diagonal communication - Diagonal is a sort of hybrid between
vertical and horizontal communication. It is a direct diagonal between
employees of differing ranks who are not in the same chain of command.For eg
- a software developer might collaborate with a marketing manager to better
understand products needs & positioning.
 PROCESS OF COMMUNICATION

1.Sender: The process of communication involves two parties ie., the sender and the receiver. Sender may be individual or group of
individuals or any organisation, who desires to share information for a predetermined purpose or for an expected action or response. The process starts
at the moment when an idea or feeling or information strikes the mind of the sender. The sender being the promoter of the process is required to have
clear vision of his expectations of the communication process and the receiver.

2.Encoding: Encoding means to transform the idea into words, symbols, pictures, diagrams, gestures, ie, it is a method to provide a
concrete shape to the message. The purpose of encoding is to translate internal thought patterns into a language or code that the intending receiver of
the message will probably understand. Encoding, requires common media which both the sender and the receiver can understand. Because there is a
need for the receiver to interpret the information in a sense which the sender transmits. Thus, the language, symbols, gestures or expressions used in
communication are to be common and mutually understandable. For example in Japan T is shown with a finger on the nose but in India same gesture
implies it is wrong or donot do it.

3. Message/Information: The message is the physical form of the thought which can be experienced and understood by
one or more senses of the receiver. Communication process facilitates transmission of information or message in the form of words, symbols or any
such media, which carries the information to the receiver. In fact, message is an idea, feeling opinion or any expression generated in the mind of the
sender which he desires to convey to the receiver with a predetermined purpose.
4. Channel/Media: It is a vehicle in the transmission of a message. In this stage the message
is actually sent and the information is transferred. The technological revolution has brought about a
wide range of telecommunication methods. Sender must consider all aspects: speed, cost, quick
receipt, printer record, confidentiality etc., for making an intelligent decision before sending his
message.

Time and money can be wasted if the wrong medium is chosen. Selection of suitable channel is
essential for effective communication. It assures immediate feedback from the receiver. It also helps
to reduce noise during communication process. So, it is necessary to select a channel, which is
familiar, convenient and suitable for both the parties.
5. Receiver: The person or group, who perceives the message and attaches some meaning to
the message is the receiver. If their is no receiver, there is no communication. The situation is not
much improved if the message reaches receiver but the receiver does not understand it.
6. Decoding: Decoding is translation of information received, into an understandable message to
interpret it. Even the most expertly fashioned message will not accomplish its purpose unless it is
understood. After physically receiving the message, the receiver must comprehend it. If the
message has been properly encoded, decoding will take place rather routinely. But perfect
encoding is nearly impossible to achieve in our world of many languages and cultures. The
receiver's willingness to receive the message is a principal prerequisite for successful decoding.

When decoding is done according to expectation of the sender, the communication could be
deemed as effective. The chances of effective decoding are greatly enhanced as the receiver
knows the language and vocabulary used in the message. The more the sender's message
commensurate with the receivers understanding, the more effective the communication will be.
Action/Feedback: Feedback is the response to the message received by the receiver of the
information, which sends back to the sender of the information. Feedback is the reversed of the
communication process. This is the stage where major and serious distortions take place in a
message and such distortions are due to receiver's perception, value system, attitude, past
experience etc.
8. Noise: Noise is not an integral part of the chain like communication process, but it may influence
the process at any or all points. Noise is any interference with the normal flow of understanding
from one person to another. Noise may be with the receiver or channel or the message or some
times the external environment.
 Characteristics of successfull
communication
1. Principle of Candid. Candid means that whatever message, the communicator wants to
convey to the communicatee, must be straight forward and frank. There should not be
beating about the bush i.e. the sender should not transfer unnecessary things to the receiver
and should communicate only meaningful and important information.

In the words of Gay Handricks, "If you make sure that you are telling the truth, then you need
not to worry whether the people are listening to you or not.”
2. Principle of Completeness . Completeness is the most important element of an effective
communication. The message which the sender wants to convey to the receiver should be
adequate and complete. If the message is incomplete the receiver will not be able to know
what the sender wants to convey. It will lead to misunderstanding and confusion. He will be
forced to seek clarification from the sender, which in turn will lead to slowing down of the
communication process. For example, If you are working with a company and you are
dealing
3. Principle of correctness. correctness is also an important element of an effective communication.
the message to be conveyed must be correct and accurate. the message should be correct in aspects
including spelling, punctuation, grammar, facts, figures, format, contents, use of language etc. it is
very important to use the correct facts and correct style..

to make the message correct, the following guidelines must be used:

(a) ensure that facts and figures in the message are accurate.

(b) check whether grammar, punctuation, spelling are proper or not.

(e) use right level of language which is understandable by the receiver.

4. Principle of Concreteness. Concreteness means the message must be specific and certain.
General messages lead to misunderstandings that affect both the sender and the receiver. It is
recommended that while communicating with the client, facts and figures should be used instead of
general discussions. It should provide all information to the receiver. For example, If a Washing
Machine seller wants to sell the washing machine, then he should provide each and every kind of
information to the buyers like.
5. Principle of Clarity. The message sent by the sender must be clear.

There must be clarity of thoughts and clarity of language in the message. It should be communicated
in a simple, easy and commonly understood language. Also, the message conveyed by the
IMPORTANNCE OF COMMUNICATION IN MANAGEMENT

1. Smooth and unrestricted running of the enterprise: The

smooth and unrestricted running of an enterprise depends in toto on an effective system of
communication. In every organisation, big or small, may it be in the public or private sector
communication' plays a major role.

For instance, if you happen to enter in a bank or an insurance company, you will find all the
clerks and the peons busy with the disposal of some sort of 'communication'.
2. Quick decision making: Communication helps the administration in arriving at vital decisions.

In decision making process:

(i)Management identify various alternatives to solve any problem.
(ii) Management evaluate the alternatives.
(iii) Management select the best alternative and obtain feedback during
and after its implementation. In fact, the qualities of managerial decisions depends on the
information
or data and facts gathered through communication.
3. Proper planning and coordination: Communication also helps a lot in planning and co-
ordination. The widest possible participation in planning is a pre-condition for getting the task
done, and this can be effectively secured only the media of communication. It is a common
experience of all managements that in each industrial enterprise the work to be done is always
subdivided between those who direct and those who accept the directions between those who
perform one type of function and those who perform another. Co-ordination between these groups
is a 'must' for the efficient functioning of the enterprise.
 COMMUNICATION STRUCTURE IN
ORGANISATION
Networks of Communication -
Formal network -Board of Directors>Manageing Director>Senior Management>Middle
Level Management>Senior Management>First Line Management>Shop Floor Employees

Advantages of Formal Communication

1.They help in the fixation of responsibility.

2.It is a proper & systematic

3.It helps in maintaining of authority, responsibility, relationship in an organisation

4.It ensures uniformity in the process of information.

5.It helps in maintaining contact with the distant parties.

Disadvantages of formal communication
1.It is very time consuming.
2 It increases the work load of various managers
3.No Frank & free opinion
4.Lacks personal touch
5.Overloads higher authority with work.
Informal Network - Informal communication is also termed as Grapevine
communication.