Communication

Communication is the method of exchanging views, ideas, opinions from one person or one group to another. Effective communication is essential for the success of the organization. Communication involves the most important element that is the understanding of the meaning. In the communication process, the sender is responsible for encoding an intended meaning into the message and sending it through the channel to the receiver, who then decodes the message into a perceived meaning. No organization can survive and grow in the absence of communication.

Concept of Communication

Communication is the exchange of facts, opinions, idea or emotions between two or more than two persons of common interest. It is the chain of understanding that binds an enterprise from top to bottom and from side to side. No organization can accomplish the goal without effective communication.

The term communication is derived from the Latin word ' communis', which means to inform, to tell, to show to spread information. Communication refers to the transformation of information. It is a key function of management. It can play an important role in the success of the business organization. In the organization, ideas, goals, plans, instructions, suggestions, etc. have to be communicated to the managerial staff for the purpose of coordination.

Many writers have defined communication in different ways, some of them are listed below:

In the words of Keith Davis, "Communication is the process of passing information and understanding from one person to another. It is essentially a bridge of meaning between people."

In the words of Koontz and Weihrich," Communication is the transfer of information from a sender to a receiver with the information being understood by the receiver. "

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. Finally, the message decodes and interpretation of the message by the recipient.

Process of Communication

Communication is the process by which one person or group conveys the message. In the communication process, the sender is responsible for encoding the message and sending it through a channel to a receiver, who then decodes the message into a perceived meaning. The process of communication in an organization is as follows:

1. Sender
   The person who conveys the message to another person is known as the sender. The sender must have the message, idea or information which he wants to convey. He formulates the message which he wants to convey. The sender thinks what message should be sent.
   
   
2. Message
   It is the subject matter of communication which a sender creates in his mind and conveys to the receiver. The sender creates a clear message in his mind. A message may consist of facts, opinions, information etc. Then the message is communicated to the receiver.
   
   
3. Encoding
   The sender needs encoding skill. It will make the receiver understand the message clearly. When the sender translates the message into words, symbols or some other form, he is using encoding skills. The effectiveness of encoding depends on different factors such as skills, attitudes, knowledge of both the receiver and the sender.
   
   
4. Channel of communication
   Communication is the act of transmitting the message to the receiver. Channels of communication include speaking, writing, meeting, memos, letters, reports, emails, text messages and faxes and even nonverbal communication, such as body language.
   
   
5. Receiver
   The receiver is the person who receives the message by listening, reading or viewing. He is the person who actually receives the message, understands the same and uses for necessary action. The sender gives messages and the receiver receive the message given by the sender.
   
   
6. Decoding
   After receiving the message by the receiver, the receiver must be able to decode the message, which means mentally processing the message into understanding. For example, sending a message in a foreign language that is not understood by the receiver will result in decoding failure.
   
   
7. Feedback
   After understanding the message, the receiver gives a response to the sender regarding the message, which is known as feedback. The effectiveness of the message is measured through the feedback. A receiver will give the sender feedback, which is sent by the receiver back to the sender. If responses are positive, then the communication is successful and complete.

Importance of Communication

Communication is an important part of management. No organization can survive and grow without effective communication. All managerial functions are performed successfully with the help of proper communication. It can be considered as the backbone of business management. The importance of communication are listed below:

1. Promotes motivation
   Motivation is the influence that causes someone to do something. Communication promotes motivation by informing the employees about the task to be done. It clarifies the manner how they are performing the task and how to improve their performance if it is not up to the mark.
   
   
2. Basis of planning
   Planning is thinking before doing a particular job. Information is essential for planning which can be achieved from internal and external sources. Communication facilitates to prepare targets, standards, and instruction for future plans. Therefore, communication can be used as the basis for better planning.
   
   
3. Alter an individual's attitude
   Communication also plays a crucial role in altering an individual’s attitudes. A well-informed individual will have a better attitude than a less-informed individual. Organizational magazines, journals, meetings and various other forms of oral and written communication help in molding employee’s attitudes.
   
   
4. Prompt decision
   Communication provides feedback and progress report or internal information that helps to make the decision quickly. In order to take the prompt decision, the facts collecting process has to be established. Communication always helps the organization in the pursuit of establishing a process for collecting facts.
   
   
5. Controlling process
   Control is the comparison of actual work with standard work and correcting the deviations. Communication helps to set the standards and targets. Hence, control is facilitated by effective communication.
   
   
6. Maximum production at minimum cost
   Effective communication system coordinates the various factors of production, which makes maximum output with the minimum cost. It establishes good human relations, operating efficiency and removes misunderstanding among personnel.
   
   
7. Sound industrial relations
   Effective communication alone can establish mutual trust and confidence between management and labor. It enables management to come into close contact with workers. It serves as a bridge between them and creates a team spirit in the organization.
   
   
8. Public relations
   In the modern business world, every organization must create and maintain a good corporate image in society. It is through communication that management can keep cordial relations with the government, trade unions, customers and the community. Hence, it is an indispensable means of developing favorable public relations.
   
   
9. Improves relationship
   Exchange of facts, opinions, feelings and sentiments and interchange of information concerning work would enable employees to understand each other. Communication helps superior to know the subordinates. Such information helps to cross the misunderstanding that separates people. It binds people in a common purpose. Thus, it improves the relationship.
   
   
10. Means of coordination
    Communication is the foundation of group activity. The works are done at various levels and processed by different departments. People can attain a common understanding and co-operate to achieve organizational objectives. Thus, communication helps to maintain coordination.

Types of Communication

Communication can be classified into the following types:-

Formal Communication

When the communication of the organization occurs by following prescribed or predetermined rules, policy and regulation of the organization then the communication is called formal communication. Formal communication is governed by the established chain of command. For example, employees may be given a presentation from the human resources department on new policies and procedures.

These forms of communication follow three distinct directions. They are:

1. Vertical communication
   Formal communication can move vertically in an organization. Any communication that flows downward from the manager to employees and upward from employees to a manager is known as vertical communication. Vertical communication channels are important because they provide employees with opportunities to have a say. For example, employees may be given a presentation from the human resources department on new policies and procedures.
   
   
2. Horizontal communication
   Formal communication can also flow horizontally across the organization. Horizontal communication occurs between two parts of the organization at the same level. Communication takes place between or among different line managers. Horizontal communication helps to maintain mutual understanding, co-operation, and coordination among the same level of employees. For example, communication among finance managers, account manager, production manager, and marketing managers is horizontal communication.
   
   
3. Diagonal communication
   Communication that crosses work areas and organizational levels are known as diagonal communication. Under this communication, any employee can communicate with any other employees without considering the hierarchy or level of employees. This communication crosses the formal network of communication and a chain of command. Diagonal communication is especially used by the expert group to communicate expert ideas to a different level of employees.

Informal Communication

Informal communication is about using channels that are in contrast with formal communication channels. It’s just casual talk. It is established for societal affiliations of members in an organization. It refers to face-to-face discussions. It happens among friends and family. The use of slang words, foul language is not restricted to informal communication. Usually, informal communication is done orally and using gestures.

Verbal Communication

Verbal communication is communication by using speech that is understood by all parties to the communication. In other words, it is about talking. We should keep in mind that we are talking about speech, not the written word. Written communication falls under its own category.

When we talk to others, we feel that others understand what we are saying because we only know what we are saying. Usually, people bring their own attitudes, perception, emotions, and thoughts about the topic. It creates a barrier in delivering the right meaning.

Verbal Communication is divided into:

1. Oral Communication
   Oral communication includes face-to-face conversations, speech, virtual conversation, video, radio, television, voice over the internet. It refers to spoken words.
   
   
2. Written Communication
   Written communication is one of the most common types of communication being used in business. A message of written communication may be printed or handwritten. In written communication messages can be transmitted by email, letter, report, memo, etc.

Non-verbal Communication

Non-verbal communication is complicated communication among other communication. It is the process of sending a message without using words to convey its meaning. Different elements are included in non-verbal communication. This type of communication is the sending or receiving of wordless messages. It includes gestures, body language, posture, a tone of voice or facial expressions. Non-verbal communication is all about body language. 

Barriers to Effective Communication

The communication is not successful in many cases. There are many obstacles to achieve effectiveness and efficiency. They are called barriers to effective communication. There are four key barriers that can occur within a company. The major barriers to effective communication are as follows:

1. Physical Barriers
   A physical barrier in an environment is the natural condition that acts as a barrier in communication in sending a message from the sender to the receiver. Communication is generally easier over shorter distances because more communication channels are available and less technology is required. Modern technology often serves to reduce the impact of physical barriers. An appropriate channel can be used to overcome the physical barriers so that the advantages and disadvantages of each communication channel should be understood. Physical barriers like doors, walls, distance, etc. don't let the communication become effective while sending the message by the sender. When the organization's units or branches are physically scattered in various places then the communication made to them will remain ineffective due to physical distance.
   
   
2. Psychological Barriers
   The psychological barrier of communication is the influence of the psychological state of the communicators. The sender and receiver create an obstacle for effective communication. Psychological distance prevents the communication or filters part of it or causes misinterpretation. Lack of retention ability and inadequate attention to the message make communication less effective. Distrust, threat, fear, and lack of ability to communicate also cause an obstruction in the free flow of communication. For example, a receiver with reduced hearing may not grasp to an entirety of a spoken conversation especially if there is significant background noise.
   
   
3. Organizational Barriers
   The effective organization largely depends upon the sound organizational structure. The classical organizational structure with the scalar chain of command restricts free and frequent communication. Each manager receives information only from one source and transmits the message to another single level. If there are too many levels in an organization then it is difficult to pass the correct information to the right person at the right time through the right medium. Organizational structure greatly affects the capabilities of the employees as far as communication is concerned.
   
   
4. Semantic Barriers
   Semantics is the study of meaning, signs, and symbols used for communication. The word is derived from “sema”, a Greek word whose meaning is: signs. Semantic barriers to communication are the symbolic obstacles that distort to sent a message in some other way than intended, making the message difficult to understand. The words, signs, and figures used in the communication which is explained by the receiver in the light of his experience, also creates doubtful situations. This happens because the information is not sent in simple language. The people interpret the same information in different ways depending on their social background, knowledge, education, and experience.