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What Is Communication Report
What Is Communication Report
Communication Meaning
The word communication originates from the Latin word “communis” which means
“Common”. This means that we try to establish “commonness” with someone in
communication.
Literally, communication means to inform, to tell, to show, or to spread information. Thus, it
may be interpreted as an interchange of thought or information to bring about understanding and
confidence for good industrial relations.
Purpose of Communication
What is communication Process? Communication could have many purposes depending on the
context and person involved. Communication within a family, seminar, theatre, office has
different purposes that have to be achieved.
Purpose of Communication are:
Purpose To inform
The basic purpose of Communication is to keep the people informed. Various important facts
and information are required to be given on time.
Peter F. Drucker has stated,” “The manager has a specific tool: Information ……….”.
Thus, communication may be to inform the people about ideas, views, suggestion etc. Managers
need complete, accurate and precise information to plan and organise. Employees need it to
translate planning into reality.
To persuade
Persuasion may be defined as an effort to influence the attitudes, feelings or beliefs of others.
Analysis of situation
Preparing the receiver
Delivering the message and
Prompting action
All these depend on effective communication. It is not enough to inform the people, along with
it they need persuasion to attain common goals. Thus, communication is to pursue people so that
they ensure their efforts in right direction.
To educate
Communication may have a purpose to educate the people. It is very conscious process of
communication. It involves both teaching and learning with an object to widen knowledge as
well as improve skills.
For the purpose knowledge, skills and attitude are developed among the people by
communication.
To train
Training is the act of increasing the knowledge and skill for a particular task, communication is
an integral part of training. To achieve proficiency in a particular field instructions, lectures,
demonstrations, practices and discussion are required which are part of communication.
To motivate
Motivation is creating and releasing work energy within an individual. High level of morale and
motivation is a must to ensure high-level of achievements. Communication provides a mean to
keep people motivated.
Besides money, various factors such as job satisfaction, prestige, a sense of belonging,
recognition can also motivate a person to work sincerely and effectively. Motivation as a form
of communication deals with these factors.
To integrate
where large number of people working altogether, communication helps them to work in an
integrated manner. Exchange of views, problems and other information can create better
understanding among them, which is resulted into integrated efforts by them.
To relate
As human being is a social creature. They require good relationship. Communication is not only
building relation but also nurturing mutually beneficial relationship.
communication may have a purpose to entertain. Communication also facilitates social bonding.
It also helps in creating pleasure events which entertain the human being and relive them from
tension.
Importance of Communication
What is communication Importance? Communication is a vital force, it is an important aspect of
effective business organization
Importance of Communication are:
1. Efficient functioning of the undertaking
2. Facilitates decision making
3. Proper planning
4. Minimize organisational conflicts
5. Job satisfaction and higher productivity
6. Democratic management
7. To establish better labour relations
8. Effective organizing
9. Enhance motivation and morale
10. Sound human and industrial relation
1. Efficient functioning of the undertaking: The efficient performance of employees of an
organization depends on effective communication within the organization.
3. Proper planning: Communication is required not only for effective planning but also to
ensure its better implementation.
9. Enhance motivation and morale: Communication helps in enhancing the morale of the
employees because they are aware of their role in the business firm.
10. Sound human and industrial relation: The basic reason for disputes between labour
and management is a communication gap. With the help of effective communication, sound
relations can be maintained as it promotes mutual understanding, cooperation and goodwill.
Forms of Communication
Communication implies an exchange of information. It may be in various forms, it may be
classified on the following basis:
3 Forms of Communications are:
1. Organisational Structure
o Formal Communication
o Informal Communication
2. Direction
o Downward Communication
o Upward Communication
o Horizontal Communication
o Diagonal Communication
3. Mode of Expression
o Non-Verbal Communication
o Verbal Communication
A. Oral Communication
B. Written Communication
Process of Communication
What is communication Process? Communication is a process, generally a two-way process.
The process is a concept that is dynamic and ever-changing.
The process, in fact, is both times dimensional as well as space dimensional in which action
unfolds in a continual manner towards some goal.
In other words, communication being a process attempts to provide information to the receiver
and also to persuade the concerned person according to the sender of the message.
At phase IV, the receiver gets the message, at phase V, the receiver decodes the message and
finally at phase VI, the feedback is sent by the receiver.
Mary Ellen Guffey says that, “we cannot just glance at another person and transfer meaning
directly from mind to mind, we engage in a sensitive process of communication that involves
five steps”. These steps are depicted in Figure.
Keeping in view, the purpose of communication, selection of words or symbols for encoding
should be such as make the receiver understand the communication correctly.
Medium and Channel: The method or channel means by which a message is transmitted
by a sender to a receiver called medium or channel. For instance, a letter is a medium and
postal or couriers service a channel. If a message is communicated by telephone, then an oral
message is a medium and the telephone a channel.
Receiver: The receiver of communication is a person or a group or an organization that
receives the message. He is the destination of the message. In its absence, the process of
communication is incomplete.
He not only receives the messages but also understands what is implied in it. He is a decoder
of the message responds to it or gives necessary feedback.
Decoding: Decoding is a mental process by which the receiver draws meanings, from the
words, symbols or pictures of the message. The receiver does decoding or understands it.
That is the reason he is also called a decoder. If the receiver understands the meanings of the
words or the symbols correctly, then his decoding is perfect.
Feedback: Feedback is the receiver’s response to the message. Feedback is the final link
in the communication process. On its receipt, the receiver expresses his response by way of
acknowledgement to the sender.
Feedback is the key element in the communication process because it enables the sender to
evaluate the effectiveness of the message.
Objectives of Communication
John G. Glover in his book on “Fundamentals of Top Management’ has given the
following objectives of communication in an organisation:
1. To keep the employees acquainted with the company’s progress and development
programmes.
2. To provide employees with necessary orders and instructions in connections with their
rights, duties and responsibilities.
3. To solicit information from the employees which may help the management in decision
making.
4. To express the interest of management to its personnel.
5. To minimize labour turnover.
6. To motivate the employees towards his job and to create interest in the work of the
company.
7. To indoctrinate employees with the will to work and the benefits from their association
with the company.
8. To instil each employee with personal prestige and pride in being a member of the
corporate body.
Nature of Communication
1. Communication is a process of encoding, sending and decoding.
3. It is a two way process, there must be at least two people i.e. sender and receiver.
4. Communication is not a constant as it is dynamic in nature and ever changes as per the
circumstances.
8. It means, not an end as its primary purpose is to motivate response and the end results
are understanding.
7 C of Communication
There are 7 C of effective communication which are relevant to both written as well as oral
communication.
7 C of Communication are as follows:
Completeness: The communication must be complete. It should convey all facts required
by the audience.
Conciseness: means communicating what you want to express in the least possible words
without forgoing the other C’s of communication.
Concreteness: Concrete communication means being particular and clear rather than
fuzzy and general. Concreteness strengthens confidence.
Courtesy: in message entails the message should show the sender’s expression as well as
should respect the receiver. The sender of the message should be sincerely polite, judicious,
reflective and keen.
Barriers To Communication
What is communication barriers? The barriers to business communication are anything that
interferes in the communication process
Emotions: Emotional state at a peculiar point of time also affects communication. If the
receiver feels that communicator is angry he understands that the information being sent is
very bad.
Poor Retention: Human memory cannot function outside a limit. One can’t always retain
what is being told especially if he is not interested or not attentive. This leads to
communication collapse