Communication

Definition It is an exchange of facts, ideas, opinions or emotions by two or more persons. It is the sum of all the things one person does when he wants to create understanding in the minds of another.

Purposes Of Communication It is needed in the recruitment process to persuade potential employees of the merits of working for the enterprise. It is needed in the area of orientation to make people acquainted with peers, superiors and with company’s rules and regulations. Communication is needed to enable employees to perform their functions effectively. It is needed to acquaint the subordinates with the evaluation of their contribution to enterprise activity. Communication helps the manager in his decision process. Communication helps in achieving coordination.

Importance Every organization structure is a social system involving the interactions of people working at different levels and proper communication among them is necessary for achieving the goals. Communication is of vital importance in projecting the image of an enterprise in the society.

Formal communication Downward Communication:- flows from superiors to the subordinates. Upward Communication:- flows from the subordinates to superiors. Horizontal Communication:- communications among peers, who are working on the same level of the organization. External Communication:- These are proactive, consistent and ongoing communications with external agencies, like current and potential customer, govt. departments, trade unions, raw material suppliers etc.

Forms of Communication Oral Communication:- In this comm. Information is given directly, either face to face or through a telephone or intercom system. Written Communication:- which is always in black and white can take the form of a report, statement, circular, note, manual, handbook, letter, memo, etc. Non-verbal comm. :- All of us constantly send clues about our feelings- not by what we say, but by what we do.

Informal Communication One of the important function of this known as “grapevine”, this structure less network of informal communication flourishes in all organization because communication is natural human tendency. Example:- A manger cannot announce his bad mood officially to his subordinates. The best way to do this would be to put this information on the grapevine so that it reaches the subordinates informally.

The Communication Process

Barriers To Communication Badly Expressed Message:- Faulty organization:- Distrust of communication:- Restricting communication:- Poor retention :- Different Backgrounds:-

Principles Of Effective Communication The manager who wants to communicate must be clear in his mind about the objective of his communication. The communication should be in easily understandable language. Communication should be adequate and complete in all respects. The medium of communication must be carefully selected. Feedback is necessary to ensure understanding.

Communication Network In a Working Group Size of a network:- very big, small. Extent of Modification Taking Place in the Message:- Feedback of Closure:- Communication Pattern:- Circle, Free( Decentralized) Circle, Wheel, Chain commands.

Communication Audits These audits generally seek to measure the information known to various groups of managers and employees and compare this information with what has been made available to them.