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,
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
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.