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What is communication?

The word communication is of Latin origin. In Latin Communist means common. It


means sharing of information or intelligence. All the acts of listening, speaking,
reading, writing, facial expressions, movements, actions, colors, diagrams,
gestures, ideas, facts, opinions, information and understanding and other means
help individuals to communicate thoughts to other people and to themselves.
Communication is a transfer or transmission of some information and
understanding from one person to another. Any effort to produce meaning is a
form of communication. It is the sum of all things a person does when he wants to
create understanding in the mind of others. Communication in fact is an unending
process in the world of human beings, animals and plants. It goes on continuously
all the time. It is an inseparable part of life itself. The need of communication is as
basic as, or perhaps even more important than, the hunger for food and thirst for
water.
Definition of Communication
Attempts have been made to define communication. A few of these definitions
are given below:
1. Communication is the process by which information is transmitted between
individuals and /or organization s so that an understanding response
results.
Peter Little
2. Communication is an exchange of facts, ideas, opinions, or emotions by
two or more persons.
W.H. Newman
3. Communication is the process of passing information and understanding
from one person to another. It is essentially a bridge of meaning between
people. By using this bridge of meaning, a person can safely cross the river
of misunderstanding that separates all people.
Keith Davis
4. Communication is the sum of al things that one person does when he
wants to create an understanding in the mind of others. It is a bridge of
meaning. It involves a systematic and continuous process of telling,
listening and understanding.
Louis A. Allen

5. Communication is the process of meaningful interaction among human beings.


More specially, it is the process by which meanings are perceived and
understandings are reached among human beings."
Dr. Mc Farland
6. Communication is the process of involving the transmission and accurate
replication of ideas reinforced by feedback purporting to stimulate actions to
accomplish organizational goals.
Scott and Sprigel
7. Communication is the transmission and reception of ideas, feelings and attitudes
both verbally and non verbally eliciting a response. It is dynamic concept underlying
all kind of living systems.
Norman B. Sighand
8. Communication is an exchange of facts ideas, opinions or emotions by two or
more persons.
William Newman and Charles Summer
9. Communication is a continuing and thinking process dealing with the transmission
and interchange with understanding of ideas, facts, and course of action.
George R. Terry
10. Communication is a process of transmitting ideas or thoughts from one person to
another person for the purpose of creating understanding in the thinking of the
person receiving the communication.
Brown C.A.
11. Communication is the from of interaction which takes place through symbols. may
be gestural, pictural, plastic, verbal or any other which operate as stimuli to
behaviour which would not be evoked by the symbol itself in the absence of special
conditions of the person who responds.
Lundberg

Importance of Communication
1. Communication is the life blood of any business. No business can be performed
without effective communication.
2. In case of large organizations, upto date, effective and efficient network of
communication system must.
3. Effective communication promotes the spirit of understanding and co operation
between management and employees.
4. It is important in case of negotiations and keeping contacts with distributors,

retailers and individual customer.


5. Possessing appropriate communication skill is one of the important qualifications
both at the time of appointment and or promotion.
FEATURES OF COMMUNICATION
Following are the important features of effective communication:
1. Communication is instrumental in fulfilling achievements of an organization.
Communication failures are more frequent than communication successes in our
life.
2. Communication between human beings is clearly an essential element of all
activities at al the levels.
3. Several authors have treated management as a function or process and have
linked communication with managerial performance.
4. For any communication, at least two persons i.e. sender and receiver are involved;
5. It is a continuous process.
6. There are several Medias of communication.
7. It deals with transmission of facts and feelings.
8. It is an understandable device of information.
OBJECTIVES OF COMMUNICATION
There are five main objectives of communication in a business organization.
1. It assists in the attainment of the operating objectives of the business.
2. It helps to improve performance and job satisfaction of employers at all levels.
3. It increases the image of the organization with the employees and the general
public.
4. It improves understanding approval and support of the organizational position on
vital economic, political and social issues.
5. It keeps management informed about attitudes, trends and reactions among
employees and public.

ORAL COMMUNICATION
Oral communication is one of the most important types of communication. In this type,
there is nothing in writing. The examples of verbal communication are numerous. Oral
orders, face to face discussions, telephonic talk, lectures, interviews, counseling, public
speeches, audio visual aids, movies etc. fall in this group. Quite often, more than one
medium is required to be employed to make the communication effective. Face to face
communication, often combine oral form with the visual. They encompass gestures and
facial expressions. Oral communication can be carried out buy air vibrations when it is face
to face or over the microphone, loud speaker, telephones and radio.
WRITTEN COMMUNICATION
Written communication is always in black and white. It includes the use of language.
Written communication can be transmitted by mail, telegraphs, telex, fax, notice boards,
newspapers, magazines, bulletins, pamphlets and such other forms.

FORMAL COMMUNICATION
Formal communications are mostly in black and white. Formal communication derives
support from the formal organizational structure. It is generally associated with a particular
position of the communicator. When the general manager instructs his subordinates by
virtue of his position, it can be taken as a formal communication.
INFORMAL COMMUNICATION
This type of communication is free from all sorts of formalities. It is based on informal
relationship between the parties. It is generally termed as the grapevine communication;
Informal communication may be conveyed even by a simple glance, gesture, nod, smile or
sometimes mere silence.
UPWARD COMMUNICATION
If the communication flows from the subordinate to their superior it is called an upward
communication. Such communication includes employees reactions, suggestions or their
grievances etc. This type of communication is considered to be a main source of motivation
for an employer.
DOWNWARD COMMUNICATION
Downward communication flows from the uppermost level of management towards the
working force. It includes rules and regulations, orders, policies, instructions, guidelines etc.
They are directives in nature.
TECHNIQUES TO IMPROVE COMMUNICATION

1. Principle of clarity: Whenever an idea is to be communicated, one should give


attention towards its clarity and precision. The idea should not be either confusing or
vague. It should be easily understandable by people at all levels of organization. No
communication is said to be complete and effective unless it is understood by the receiver
in the same sense with which the sender conveys it.
2. Principle of consistency: Whenever a person wishes to communicate certain
message he must be consistent in his expression. It should be consistent with overall
objectives, policies, statement and his action; otherwise the receiver may not be faithful in

his acceptance of the message and its execution. The communicator must always try to
make his subordinates into confidence and encourage them to follow his plans of action.
3. Principle of completeness and adequacy: Whatever to be communicated should
be adequate and complete in all respects. Insufficient or inadequate statements of
communication may create misunderstandings in the mid of the receiver resulting in delays.
Consequently, original plans may not be successfully executed in action. The adequacy of
the information also depends upon the power of understanding of the receiver of the
message.
4. Principle of information: In the beginning the sender of the message must have
perfect clarity in his own mind about what is to be communicated. Where there is proper
understanding there is effective communication. Communication is a systematic and
continuous process of telling, listening and understanding. The communicator as well as
receiver should sincerely participate in the process of communication. There should be a
perfect understanding between both the parties, i.e. receiver as well as sender of the
communication.
5. Principle of channel or media adaptation: There should be appropriate channel of
communication. The choice of any communication channel depends upon the content or
matter of the message to be conveyed. For example, whenever the messages are lengthy,
writing channel is suitable as it suits the simple purpose; In general, simple messages are
conveyed through oral communication.
6. Principle of appropriate time element: The sender of the message must take into
consideration the element of time factor while conveying the message. Unsuitable time of
communication may result in failure of achieving the expected results. The system of
communication should be continuous. Honest efforts on the part of receiver and sender are
essential to make the communication successful.
7. Principle of Integration: In any organization, it is necessary to prepare an
integrated system of communication so that the enterprise can achieve its goals. Members
of management groups must give due importance to keep intact the communication frame
and arteries. As it is a means to an end, it should be free from any personal prejudices. It
should not be offensive in its content but should convey the sense of adopting definitely
cooperative principle of give and take.

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