Communication

Meaning of Communication

Communication is the exchange of facts, opinions, ideas, and other information from one person to another of common interest. It is essential to impart a complete understanding of the subject matter of information. According to Keith Davis, “Communication is the process of passing information and understanding from one person to another.”

A manager has to make necessary communication to his subordinates to implement plans and get feedback about the achievement of works. In business, it is essential to maintain coordination among the group force and their efforts. It is helpful to gain organizational goals.

Features of Communication

Communication involves some basic features which are

1. minimum two persons,
2. two-way process,
3. pervasive function,
4. complete and rational process,
5. continuous function
6. oral or written
7. formal or informal,
8. basis of action and coordination

Process of Communication

For the effectiveness of communication, it is essential to complete some common steps both from sender and receiver. The steps essential to fulfill in communication process involves

1. sender,
2. message,
3. message encoding,
4. transmission of message
5. receiver
6. message -decoding,
7. feedback

Importance of Communication

Communication is the basis of management functions. It has been playing important role for smooth functioning of business. Some of the importance of sound communication system are

1. basis of management function,
2. an aid to decision making,
3. smooth and efficient operation,
4. facilitates coordination,
5. employee motivation and morale,
6. helps to overcome resistance to change,
7. basis of sound human relation,
8. helps to maintain public relation,
9. an aid to controlling,
10. and facilitates delegation of authority

Principles/Elements of Communication

For effective exchange of information, it is essential to fulfill some basic principles Some of the major elements of communication are

1. principle of understanding
2. principle of objective,
3. principle of attention,
4. integrity and sincerity,
5. adequate and complete,
6. principle of feedback,
7. principle of participation,
8. principle of consistency,
9. principle of timeliness,
10. strategic use of informal groups.

Types of Communication

The following are the common types of communication system:

1. Horizontal Communication: It is the flow of information among the employers having equal level of authority. In such a communication system, employees of the same level exchange their ideas, views, experience, and knowledge among each other.
2. Vertical communication: It is the flow of information from superior to subordinates and again from subordinates to superiors on the basis of requirement. It may have two types:
   • Downward communication: The flow of information from superiors to subordinates in the management hierarchy is known as downward communication Basically, information of instruction, plans, policies and direction formally flow from the upper level to the lower level.
   • Upward communication: The flow of information from subordinates to superiors in an organization is known as upward communication Generally, information of achievement of work done, problems faced in performance, suggestions, grievance etc are communicated from the lower level to the upper level.
3. Diagonal communication: The flow of information from superior of one department to subordinate of another department of the organization is known as diagonal communication. For example, when production manager communicates information to subordinate of marketing department is known as diagonal communication.

Barriers to Effective Communication

Some of the common barriers in effective communication are as follows:

1. Organizational Barriers: These barriers are formed within the organization through organizational system, rules, policy, and belief. Such barriers involve
   • organizational policy,
   • organizational rules and regulation,
   • lengthy scalar chain,
   • one way communication system,
   • lack of confidence in subordinates ete
2. Physical Barriers: Internal structure of the organization and layout of office machines and equipment also create barriers in the transformation of information, Some common physical barriers involve
   • physical distance,
   • hierarchy of structure,
   • office design,
   • noise etc.
3. Psychological Barriers: These barriers are generated due to human perception, lack of skill, and negative thinking of top-level managers. Some common psychological barriers involve
   • distrust of communicator,
   • superiority complex,
   • individual perception,
   • premature evaluation,
   • no attention
4. Semantic Barriers: These barriers are created due to use of difficult and insensitive language by the sender. In such cases, the receiver will not consider the message, and due to which objective of information cannot be gained. Some common semantic barriers involve
   • harsh language,
   • vague language,
   • misleading translation,
   • and technical language
5. Technological Barriers: These barriers are formed due to defects in technology used and overload in information. In such cases, the receiver cannot respond in time, and due to which the objective of information cannot be met. Some common technological barriers involve
   • mechanical barriers,
   • loss of transmission,
   • information overload,
   • and insufficient time allowed