PRANAB SARKAR

Communication"Communication is the transfer of information from one person to another person. It is a way of reaching others by transmitting ideas, facts, thoughts, feeling sand values.“

- Newstrom and Davis._________________________________________________________

Communication is the process by which two or more persons come together to exchange ideas and understanding amongst themselves.’

Koontz and O’Donnell

Why Communication?

INDIVIDUALS

To share knowledge and information

To present ideas To influence others To build relationships To express emotions

GROUPS

To achieve common goals To ensure effective

completion of a task To reach a common

understanding To share common values/

systems To build relationships

Communication in industry

• Organizational Goals• Share Information• Task Directives• Result of Efforts• Decision Making• Achieve• Coordinated • Action

Channels of communication

Formal communicati

on Downward

communication Upward

communication Horizontal

communication Diagonal

communication

Informal communicati

on Grapevine NetworkFree-flow

communication Circular

communication Chain

communication Wheel

communication

Downward communication Upward communication

Managing director

Finance Manager

Production Manager

Accounts

officer

Factory Manag

er

Internal

auditor

Store Manag

er

Accountant

foreman

Accountant Clerks

Store Keeper

foreman

Worker Worker

Accountant Clerks

Diagonal communication

Downward communication Upward communication

Horizontal communication

Modes of CommunicationTypes Examples Usefulness

Written Letters, Memos, Reports, etc.

It is relatively permanent and accessible.

Oral Conversations, Interviews, Phone calls, Speeches, etc.

It is the easiest when one needs to communicate urgently.

Kinesics Facial expressions, Gestures, Actions, Tone, Posture, etc.

Body unconsciously does 90% of communication.

FORMAL COMMUNICATION Communication takes place through the formal channels of

the organization structure along the lines of authority established by the management.

Such communications are generally in writing and may take any of the forms; policy; manuals: Procedures and rule books; memoranda; official meetings; reports, etc.

Advantages & Disadvantages of Formal Communication:

The advantages of formal communication are: They help in the fixation of responsibility and Maintaining of the authority relationship in an organization.

The disadvantages of formal communication are: Generally time consuming, cumbersome Leads to a good deal of distortion at times.

INFORMAL COMMUNICATION Communication arising out of al those channels of

communication that fall outside the formal channels is known as informal communication.

Built around the social relationships of members of the organization.

Informal communication does not flow lines of authority as is the case of formal communication.

It arises due to the personal needs of the members of n organization.

At times, in informal communication, it is difficult to fix responsibility about accuracy of information. Such communication is usually oral and may be covered even by simple glance, gesture or smile or silence.

Formal communication channels flow in four directions::

Downward communication Upward communication Horizontal communication Diagonal communication

Downward Communication : Downward Communication Downward communication involves, flow of communication from higher level to the lower levels.

Upward Communication: Upward Communication Upward Communication flows from lower levels to the higher levels of the organization.

Horizontal Communication : Horizontal Communication Horizontal Communication is information exchange between departments as means of coordinating their activities. It occurs across the same level.

How to be effective in communication

Who to communicate

What to communicate

When to communicate

Whom to communicate

Media for communication

Communication Process

SENDERSENDEREncodingEncoding DecodingDecoding

RECEIVERRECEIVER

MediaMedia

Message

FeedbackFeedback ResponseResponse

NoiseNoise

Barriers to communication

o Organizational Barrier

o Psychological Barriers

SemanticBarriers

Physical Barrier

Personal Barrier

Psychological Barriers

• Premature evaluation

• Lack of attention

• Loss by transmission and poor retention

• Distrust

Semantic Barriers

• Badly Expressed Message

• Symbols with different meanings

• Faulty translation

• Unclarified assumption

• Technical Jargon

• Body Language and gestures decoding

Personal Barrier

• Fear of challenge to authority

• Lack of confidence by superior in his subordinate

• Unwilling to communicate

• Lack of proper incentive

Organizational Barrier

• Organizational Policy

• Rules and regulation

• Status• Complexity in

organization structure

• Organizational facilities

Thank You