CONCEPT OF COMMUNICATION
DEFINITION OF COMMUNICATION:-
Communication is the way of sending information. It is
the process of exchanging information between two or more persons to achieve
mutual understanding with
each other. The basic steps of communication are
message composition, message encoding, transmission of a signal, to people by
using technology.
According to different
authors:-
“Communication is a way that one organisation
member shares meaning and understanding with another.” -Koontz and O’Donnell
“Communication is the process of passing
information and understanding from one person to another.” -Keith Davis
“Communication is the sum of the things one
person does when he wants to create understanding in the mind of another. It is
a bridge of meaning. It involves a systematic and continuous process of
telling, listening and understanding.”
Louis A. Allen
PROCESS
OF COMMUNICATION:
The process of communication
consists of the following steps or stages:
(i)
Message:
This is the background step to the process of communication;
which, by forming the subject matter of communication necessitates the start of
a communication process. The message might be a factor an idea, or a request or
a suggestion, or an order or a grievance.
(ii)
Sender:
The actual process of communication is initiated at the hands of
the sender; who takes steps to send the message to the recipient.
(iii) Encoding:
Encoding
means giving a form and meaning to the message through expressing it into –
words, symbol, gestures, graph, drawings etc.
(iv) Medium:
It refers
to the method or channel, through which the message is to be conveyed to the
recipient. For example, an oral communication might be made through a peon or
over the telephone etc.; while a written communication might be routed through
a letter or a notice displayed on the notice board etc.
(v) Receiver:
Technically, a communication is complete, only when it comes to the knowledge of the intended person i.e. the recipient or the receiver.
(vi) Decoding:
Decoding
means the interpretation of the message by the recipient – with a view to
getting the meaning of the message, as per the intentions of the sender. It is
at this stage in the communication process, that communication is
philosophically defined as, ‘the transmission of understanding.’
(vii) Feedback:
To complete the communication process, sending feedback to
communication, by the recipient to the sender is imperative. ‘Feedback’ implies
the reaction or response of the recipient to the message, comprised in the
communication.
TYPES OF COMMUNICATION:-
Communication, very broadly, is classified into the following two
categories:
1. FORMAL COMMUNICATION
2. INFORMAL COMMUNICATION
(1) FORMAL COMMUNICATION:-
Formal
communication is that, which takes place in an enterprise, in a formal manner
via the scalar chain or the line of command.
This type of communication has the following variations:
(1)
Downward communication
(2) Upward
communication
(3)
Sideward (or horizontal) communication
(1) Downward Communication:
Downward
communication moves downwards in an organisation, from the top management to
middle and lower level managements travelling via various links in the scalar
chain. Such communication is imperative for organisational purposes.
Mostly it
consists of communicating plans and policies of the enterprise to lower level
managers; and in particular, issuing orders and instructions to subordinates,
for initiating action according to these for execution of assigned jobs.
(2) Upward Communication:
This type
of formal communication is really a feedback to downward communication. Upward
communication proceeds upwards in an organisation from the lower level
management to middle and upper levels of management, travelling via various
links, in the scalar chain.
Upward communication, usually, takes the following forms:
(i)
Reports by subordinates to superiors on work-performance
(ii)
Grievances, problems or difficulties of subordinates forwarded to superiors, at
appropriate levels.
(iii)
Suggestions and ideas of subordinates to upper management, for kind
consideration and appropriate implementation.
(iv)
Clarifications sought by subordinates from superiors as to the orders and
instructions issued by the latter (i.e. superiors).
(3) Sideward (Or Horizontal) Communication:
This type
of formal communication takes place among managers, placed at the same rank, in
the organisation. It is necessary for achieving co-ordination of actions of
individuals, doing the similar type of work, under managers of equal ranks.
For
example, a communication between two assistant production managers is an
instance of horizontal communication. Sideward communication, might take place
through the ‘gang-plank’, as suggested by Fayol; or through the scalar chain,
in a hierarchical manner.
(2) INFORMAL COMMUNICATION:-
Informal communication, also called grapevine communication,
takes place through informal groups, existing inside or outside the formal
organizational structure. This communication has no formal manner of routing.
It might spread from any person to any person, in any manner and in any
direction, like the structuring of a grapevine.
Point of comment:
In fact, the basic cause behind the formation of many informal
groups is the necessity for a mutual exchange of information related to
organizational matters or social or personal matters of individuals comprised
in informal groups. Hence the need for informal communication.
IMPORTANCE
OF COMMUNICATION:
Effective communication is vital for efficient management and to
improve industrial relations. In modern world the growth of telecommunication,
information technology and the growing competition and complexity in production
have increased importance of communication in organizations large and small
irrespective of their type and kind. A corporate executive must be in a
position to communicate effectively with his superiors, colleagues in other
departments and subordinates. This will make him perform well and enable him to
give his hundred percent to the organization.
1.
Base for Action:
Communication acts as a base for any action. Starting of any
activity begins with communication which brings information necessary to begin
with.
2.
Planning Becomes Easy:
Communication facilitates planning. Planning is made easy by
communication. Any type of information regarding the human resource requirement
of each department of the organization with their qualifications, the type and
kinds of job etc. can be collected through communication which helps in human
resource planning. Policies and programs for their acquisition can be
prepared and implemented. In the entire process communication plays a vital
role, it also facilitates managerial planning of the organization.
3.
Means of Coordination:
Communication is an important tool for coordinating the efforts
of various people at work in the organisation.
4.
Aids in Decision-Making:
The information collected through communication aids in
decision-making. Communication facilitates access to the vital information
required to take decisions.
5.
Provides Effective Leadership:
A communication skill bring manager near to his subordinates and
exchange ideas and submits appropriate proposals, knows their opinions, seeks
advices and make decisions. This enables a manager to win confidence of his
subordinates through constantly communicating with them and removing probable
misunderstandings. In this way he leads his people to accomplish the organizational goal.
6.
Boosts Morale and Motivation:
An effective communication system instills confidence among
subordinates and workers ensuring change in their attitude and behavior. The
main cause of conflict and dissatisfaction is misunderstanding which can be
removed through communication skills. The removal of misunderstanding makes
manager and his subordinates understand each other and create good industrial
relations. This boosts up the morale of the people and motivates them to work
harder.
BARRIERS TO EFFECTIVE COMMUNICATION:-
The
process of communication has multiple barriers. The intended communique
will often be disturbed and distorted leading to a condition of
misunderstanding and failure of communication.
1.Linguistic Barriers:-
The
language barrier is one of the main barriers that limit effective
communication. Language is the most commonly employed tool of communication.
The fact that each major region has its own language is one of
the Barriers to effective communication. Sometimes even a thick dialect
may render the communication ineffective.
As
per some estimates, the dialects of every two regions changes within a few
kilometers. Even in the same workplace, different employees will have different
linguistic skills. As a result, the communication channels that span
across the organization would
be affected by this.
Thus
keeping this barrier in mind, different considerations have to be made for
different employees. Some of them are very proficient in a certain
language and others will be ok with these languages.
2.Psychological Barriers:-
There are various mental and psychological issues that may be barriers to effective communication. Some people have stage fear, speech disorders, phobia, depression etc. All of these conditions are very difficult to manage sometimes and will most certainly limit the ease of communication.
3.Emotional Barriers:-
The
emotional IQ of a person determines the ease and comfort with which they
can communicate. A person who is emotionally mature will be able to communicate
effectively. On the other hand, people who let their emotions take over will
face certain difficulties.
A
perfect mixture of emotions and facts is necessary for effective communication.
Emotions like anger, frustration, humour, can blur the decision-making capacities of a person and thus limit the effectiveness of their
communication.
4.Physical Barriers to Communication:-
They are the most obvious barriers to effective
communication. These barriers are mostly easily removable in principle at
least. They include barriers like noise, closed doors, faulty equipment used
for communication, closed cabins, etc. Sometimes, in a large office, the
physical separation between various employees combined with faulty
equipment may result in severe barriers to effective communication.
5.Cultural Barriers of Communication:-
As the world is getting more and more globalized, any
large office may have people from several parts of the world. Different
cultures have a different meaning for several basic values of society.
Dressing, Religions or lack of them, food, drinks, pets, and the general
behaviour will change drastically from one culture to another.
Hence it is a must that we must take these different
cultures into account while communication. This is what we call being
culturally appropriate. In many multinational companies, special courses are
offered at the orientation stages that let people know about other cultures and
how to be courteous and tolerant of others.
6.Organisational Structure Barriers:-
As
we saw there are many methods of communication at an organizational level. Each of these methods
has its own problems and constraints that may become barriers to effective
communication. Most of these barriers arise because of misinformation or lack
of appropriate transparency available to the employees.
7.Attitude Barriers:-
Certain
people like to be left alone. They are the introverts or
just people who are not very social. Others like to be social or sometimes
extra clingy! Both these cases could become a barrier to communication. Some
people have attitude issues, like huge ego and inconsiderate behaviors.
8.Perception Barriers:-
Different
people perceive the same things differently. This is a fact which we must
consider during the communication process. Knowledge of the perception levels of the audience is crucial to
effective communication. All the messages or communique must be easy and clear.
There shouldn’t be any room for a diversified interpretational set.
9.Physiological Barriers:-
Certain
disorders or diseases or other limitations could also prevent effective
communication between the various channels of an organization. The shrillness
of voice, dyslexia,
etc are some examples of physiological barriers to effective communication.
However, these are not crucial because they can easily be compensated and
removed.
10.Technological Barriers &
Socio-religious Barriers:-
Other barriers include the technological barriers. The
technology is developing fast and as a result, it becomes difficult to
keep up with the newest developments. Hence sometimes the technological advance
may become a barrier. In addition to this, the cost of technology is sometimes
very high.
Most of the organizations will not be able to afford a
decent tech for the purpose of communication. Hence, this becomes a very
crucial barrier. Other barriers are socio-religious barriers. In a
patriarchal society, a woman or a transgender may face many difficulties
and barriers while communicating.
THANK YOU😃
