Meaning and Importance of Communication

8/13/2019 Meaning and Importance of Communication

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Business Communication


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Communication

The word communication has been derived fromthe Latin word 'communis' that means common .However, communication incorporates, besides

commonality, the concepts of transfer, meaningand information.

The communication can be defined as the

process through which two or more personscome to exchange ideas and understandingamong them.


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What is Managerial CommunicationManagerial communication is a process which involves thetransmission and accurate replication of ideas ensured by feedback forthe purpose of eliciting actions which will accomplish organizationalgoals. This definition highlights four imperative points:1. The process of communication involves the communication of

ideas.2. The ideas should be accurately replicated (reproduced) in the

receiver's mind, i.e., the receiver should get exactly the same ideas aswere transmitted. If the process of communication is perfect, there willbe no dilution, exaggeration, or distortion of the ideas.3. The transmitter is assured of the accurate replication of the ideas

by feedback, i.e., by the receiver's response, which is communicated,back to the transmitter. Here it is suggested that communication is atwo way process including transmission of feedback.4. The purpose of all communication is to elicit action.


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Business Communication

When one communicates to transact some commercialactivity i.e., providing goods or services, with theintention of generating profits, then it is termed asBusiness Communication. It is useful to acquire the skillsof effective writing and speaking. In fact, lack of thesemay result in loss of business opportunities. Thereforecurriculums of most business schools the world overcover this subject prominently. It is also common for

prestigious companies to insist upon excellentcommunication skills as a requirement at the time ofrecruitment.


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Characteristics of Communication

(i) Communication is essentially a two-way process . Information has notonly to be sent but has also to be received and understood.(ii) Communication is an ongoing process . When communication is

absent human activity ceases to exist.(iii) Communication is essential in all types of organizations and at all

levels of management. It pervades all human relationships.(iv) The basic purpose of communication is to create mutual

understanding by giving/seeking information, persuading/influencingothers and eliciting actions.

(v) Communication consists not only of facts but ideas and emotions too.Communication is much more than words. The tone and facial

expressions often carry a greater meaning than worlds. We cancommunicate a lot through signs, symbols and gestures. For example, avictory sign made by two fingers communicates better than words.


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Characteristics of Communication

(vi) Organizational communication consists of a flow of messagesthrough several networks. There are networks for problem solving,workflow, information sharing and socializing.

(vii) It takes two to complete communication. There should be a senderand a receiver. If a person shouts in a forest when no one is presentthere is no communication. Communication is a dynamic process. Itincorporates the changing shape of the participants and theenvironment.

(viii) Communication is a goal-oriented process . Communication can beeffective if both the sender and receiver are aware of the goal ofcommunication and there is congruence of their goals.

(ix) Communication is an inter-disciplinary science . Knowledge derived

from several sciences is used in communication. Anthropology (studyof body language), Psychology (study of persuasion-(opinion),perception and attitudes), Sociology and Political science (study ofvoting behaviour) have provided insights to make communicationeffective.


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Importance of Communication Effective communication has always been essential for success in business. In recent times,

communication has become all the more essential due to the following reasons:

(i) Increase in Size : Business firms have grown tremendously in scale of operations. A large business firmtoday employs thousands of people and has operations in different parts of the world. An efficient

system of communication is required for this purpose.(ii) Growing Specialization: Narrow division of work results in different activities being handled by

different departments. Sound communication is essential for ensuring mutual co-operation andunderstanding between different departments.

(iii) Cut-throat Competition: Liberalization and globalization have resulted in severe competition betweenpublic sector, private sector and foreign banks. Persuasive communication in the form of

advertisements, personal contacts and publicity becomes essential to survive in the race ofcompetition.(iv)Trade Union Movement: In organisations, employee unions are very strong and powerful.

Management must consult union leaders on several matters. Regular exchange of information andideas between managers and union officials helps to maintain healthy relations between them.

(v) Human Relations: Effective communication between management and employee is necessary todevelop mutual trust and confidence.

(vi)Public Relations: Society expects more and more from managers. Business has to keep Government,distributors, suppliers, investors and other sections of society well-informed about its contributions tosociety. Public relations help business to improve its image in society and big enterprises employeeprofessional experts for this purpose.

(vii) Personal Asset: Communication skill is essential for success in every job. Managers are required todeliver speeches, write documents and conduct interviews. Teachers, advocates, journalists,receptionists need high degree of communication skill. The ability to communicate effectively isequally essential for promotion in career.


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Types of CommunicationCommunication may be divided into two types: Internal and External.

Internal Communication When people within the organisation communicate with eachother, it is said to be an internal communication. We do so to work as a team and

realise our common goals. It could be official or unofficial. It could be individual toindividual, individual to group, group to individuals, department to department etc.Most of the internal communication is in the oral form and the tone may be informal.People also communicate within the organisation at a personal level this is known asinformal communication. A good example is that of grapevine, which is present insome measure everywhere.

Of the various modes of visual communication the most likely ones to be used ininternal communication are slides, internet without use of multimedia and pager.

All modes of non-verbal communication may be used in internal communication. Some of the modes of written communications that could be used would be Memo,

Report, Office order, Circulars, Staff Newsletter, E-mail, Fax, Notice, Agenda, Notes on

Agenda, Minutes of Meetings, Manuals etc. Other than the Radio, all other modes of oral communication stated earlier, could be

used in internal communication Internet with multimedia, video conferencing and presentations either electronic or

using visual aids are the likely modes of audio-visual communication to be used ininternal communication


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External Communication When the people in an organisation communicate with anyone outside theorganisation it is called external communication. These people may be clientsor customers, dealers or distributors, media, government, general public,

regulatory bodies, authorities etc. Letters and circulars, Price-lists, Manuals,Purchase Orders, Customised reports, Brochures and service calls, Tenderdocuments, Advertisements, Customer feedback material are all externalcommunication methods.

Modern business houses spend considerable time, money and effort onimproving their public image since they realise that they are dependent onexternal support. External communication has been mainly formal and largelydocumented, but there is an increasing trend to make it informal.

Some of the modes of written communication that may be used are Circulars,Graphs/Charts, E-mail, Fax, Form/Questionnaire, Letter, Advertisement,Customer Newsletter, Press Release, Invitation, Leaflet/Brochure/ Handbills,Manuals, Telegram etc.

Other than intercom, dictation, teleconferencing, brainstorming sessions andgrapevine, all other modes of oral communication stated earlier can be usedin external communication.

All modes of visual and audio-visual communication stated earlier too may beused in external communication.

All modes of Non-verbal communication may also be used in externalcommunication depending on the circumstances and means ofcommunication chosen for the purpose.


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Advantages /Benefits/Merits of Formal Communication 1. Smooth Communication System: Formal communication moves through pre-determined channel

and therefore everyone is aware for where and how to send the message. So, it does not face anyproblem to flow.2. Increase in Efficiency: Such Communication increase overall efficiency of the management asorganizational rules and procedures are required to be followed always.3. Permanent Record: All formal communication like letters, report & memos are kept permanently.So it is helpful in future decision making.4. Discipline: This communication creates the discipline in the mind of employees in any organization.5. Less Errors and Mistakes: It maintains all formalities of communication for which there is less

chance of errors and mistakes.6. Co-ordination of Work: Formal communication provides the scope of co-ordination among variousfunctions and departments of an organization.7. Reliability: Formal communication is more credible and more reliable for sending important issueslike objectives, orders and directions etc.8. Normal Flow of Information: It is a better communication system which ensures both inside andoutside communication to be effective and fruitful. No one can hamper its original flow or pathway asit strictly follows the established rules of an organization.9. Consciousness of Communicator: Formal communication is performed in a conscious way by asender. He utilized his merits, knowledge and experience in such communication to make it a perfectone. As a result success is ensured.
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Disadvantages/Limitations of Formal Communication 1. Authoritarian System: Formal communication states clear relationship between upper level

management and lower level management. When there is a downward communication, there is anauthoritarian tone to dominate lower level employees.

2. Inflexibility: It is a rigid form of communication as make up or change can not be considered easilywhen required.3. Costly: This sort of communication maintains all formalities of communication for which it involvesmore cost.4. Wastage of Time: Formal communication process passes through various stages or levels of anorganization and therefore requires more time to reach to its destination. This is ultimately wastage oftime. 5. Delay in Decision Making: Everyone has to maintain specific framework of communication in case offormal communication. Therefore management requires more time which delays decision makingprocess.6. Lack of Initiative: In such communication there is no option to select any other system which is thebest one compared to the prescribed system. As a result creative ideas are ignored here.7. Lack of Cordiality: In formal communication, established rules are strictly observed. More emphasis is

given to the formalities rather than human side; As a result, there is no scope to develop cordialrelationship between the sender and receiver.8. Fear: In case of upward Formal communication there exists chance of fear to represent anyinformation in front of superior. This acts as a barrier to reach the goal of communication.9 Behavior: This type of communication reflects authoritarian pattern of behavior in the organizationalstructure. Such negatively affects the mind of the employees.The above limitations of formal communication hamper the way to attain organizational objectives.
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Informal communication

Informal communication channels exist outside theofficial network and develop because of spontaneousinteraction between people working in an organisation.

Features of Informal Communication

1.It is a product of social interactions, an inevitablepart of organisational life.2.It exists outside the official network ofcommunication prescribed by the organisation.3. There is no prescribed direction for the flow ofmessages.4. An active grapevine indicates employees keennessto interact with each other closely and share ideas,opinions, etc.


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Advantages/Merits/benefits of InformalCommunication

The informal channel of communication has the following advantages:

(1) Fast and Effective Communication: Under this communication, the messages movefast and their effect is equally great on the people.

(2) Free Environment: Informal communication is done in a free environment. Freeenvironment means that there is no pressure of any office-big or small. The

reactions of the employees can easily be collected.(3) Better Human Relations: Informal communication saves the employees from

tension. Freedom from tension helps the establishment of better human relations.This also affects the formal communication.

(4) Easy Solution of the Difficult Problems: There are many problems which cannot besolved with the help of formal communication. There is more freedom in informalcommunication which helps the solution of difficult problems.

(5) Satisfying the Social Needs of the Workers: Everybody wants good relations withthe high officers at the place of his work. Such relations give satisfaction to theemployees and they feel proud. But this can be possible only with the help of theinformal communication.


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Disadvantages/Limitations of Informal Communication

1. Distortion: Informal communication networks do not follow any set of rules, definite linersor ways. So it can transmit any kind of information to any person without any respect or fear. Itmay spread wrong or distorted news which may sometimes prove harmful even to the

employees2. Lack of Secrecy: In informal communication, everybody can freely interact as there are norestriction or rules. Any secret matter is likely to be flashed without any problem or hesitation.This may cause a huge damage to any organization.3. Incomplete Information: Information released from such communication network is usuallyincomplete. So, There is each and every chance of it to be misunderstood or misinterpreted.4. Non-Co-Operation: Sometimes, confusion develops among the persons involved in informalcommunication . As a result, they may remain separate without any co-operation.5. Lack of Resistance: As informal communication does not follow any established system, it isbeyond any control. Organization has no mechanism to resist its movement.6. Huge Rumor: Most of the time, informal communication fabricates the real facts and makessome rosy picture. This really damages the working environment of any organization.7. Misunderstanding: Lack of conduct, decency, decorum and rules cause misunderstandingin informal communication . As a result there may be conflict between employees.8. Committing Mistakes: This sort of communication are subject to errors and mistakesbecause no officials rules or regulation operate in this case of informal communication .9. Difficult to Control: Such communication can produce division or groups and subgroups inthe organization. People involved here do not follow any rules and regulation as they dependon their own philosophy. All these may destroy the control of the respective authority.
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Definition of Grapevine Communication:The grapevine is a communication system or process which is barely informal communicationsystem . It is comprised of gossip and rumor. More and wide information can be transmittedthrough grapevine communication system. But there is also some negative ideas about

grapevine communication system. But another image is shown by the reality. In the realworld, it exists together with the formal communication system .

According to Prof. Keith Davis ,"Grapevine arises from social interaction, It is as fickle,dynamic and varied as people are. It is the exercise of their freedom of speech and is anatural, normal activity".

As we know that the most informal communication system of an organization is grapevinecommunication system. Grapevine network is commonly criticized for its widely features.The features of grapevine communication can be discussed both in positive and negativemanners..According to Prof. J. W. Newstrom and others ,"Grapevine has three main characteristics

It is not controlled by management. It is perceived by the most employees as being more believable and reliable. It is largely used to serve the self-interest of those people withing it."
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Formal Vs.Informal Communication


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Communication Flows

The flow of communication in an organisation depends on its size, structure andphilosophy. Smaller organizations, with fewer levels of hierarchy and people may

be having fewer communication problems. In larger organisation having manyhierarchical levels, the process is more complicated. However, a comprehensiveorganisational chart will help in clearly marking out the lines or channels ofcommunication. The flow or pattern of communication may be downward,upward, diagonal or horizontal.Downward Flow Traditional organisations have a vertical structure. All theimportant decisions are taken at the top. These are communicated throughdifferent levels of hierarchy to the workers. The disadvantages of such a chain ofcommand are many. Firstly, it creates an authoritarian atmosphere in theworkplace. Secondly, the message is often distorted as it comes down throughdifferent levels. Thirdly, it also consumes a lot of time and leads to avoidabledelays.Upward Flow With the passage of time, management styles have also undergonechange. The role of workers in the progress of industry has begun to beappreciated. Workers empowerment and their participation in management arethe buzz-words. It is natural for the workers to feel involved in their organisationsonce they realise that their interest coincides with that of the management. Theresult has been an increase in the flow of upward communication.


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Communication Flows

Diagonal Flow Often there arise situations where tasks to be completed involvemore than one department in the organisation and there is more often no obviousline of authority. In such circumstances the insistence on the use of proper channelsin communication may affect the efficiency of management and may cause unduedelays in the completion of the task.

Sometimes, it is just not possible to give or seek crucial information only throughthe right channel. It has also been found that information is suitably distorted orfiltered by superiors before it is allowed to reach the decision- makers. Thereforeone has to enable people to talk to lower or higher ranks freely rather than waitindefinitely. Diagonal communication is based on co-operation, goodwill and respectbetween the parties concerned.

Horizontal Flow This type of communication flow usually takes place betweenpeople of the same status/level of hierarchy in the organization. However, as flatterorganizational structures have now become the order of the day, people of differentranks now manage to converse with less reserve and formality. There are manyadvantages of such openness. Policy decisions are no longer shrouded in mystery.Workers are encouraged to ask questions and understand the compulsions of harddecisions. There is better understanding and coordination. However, it is importantto continue to respect the authority and use, appropriate language and behavior.


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Communication Flows

LateralDownward

Upward


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Verbal communication

It is a written or a spoken message that uses words toexchange ideas/ information. Words are selected inphrases, sentences and paragraphs depending uponthe results the verbal communication is trying toachieve. The means of verbal communication are:

Written communication Oral communication Visual communication Audio-visual communication.


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Written Communication

A famous English writer Francis Bacon has said, Readingmaketh a full man, writing an exact man, conference aready man. In order to make himself exact i.e. to sayeffectively what he wants to say, the writer has to makea considerable effort.In the written form, it may require drafting of letters andcirculars, proposals, memos and business reports ofvarying kinds and includes:Office order, Circulars, Graphs/Charts ,Staff Newsletter,E-mail, Fax, Form/Questionnaire, Letter, Notice, Agenda,

Notes on Agenda, Minutes of Meetings, Advertisement,Customer Newsletter, Press Release, Invitation,Leaflet/Brochure/Handbills, Manuals, Telegram, Memo


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Advantages and Disadvantages of Written Communication

Written communication has several advantages, although the disadvantages of writtencommunication are equally serious.

Advantages It allows us sufficient time for planning the document we propose to create, taking into account

the purpose for which it is being written. It also enables us to revise the contents if we find them unsuitable for the recipient from the

point of view of clarity or interest. To display what we have written, we have a variety of recent and traditional trends to choose

from. There is also a scope to use tastefully designed stationery for the purpose The use of headings and bullets enable us to organise the material for better understanding. Information in the written form may be filed or retrieved at our convenience. Its permanence

facilitates prolonged correspondence.

Disadvantages

It takes much more time to compose a message in writing. Therefore it is expensive. It also tends to suffer from the limitations of the sender, like the assumptions or prejudices, and

the delayed feedback makes it worse. The inadequacies of the first message may only be revealed when the reply arrives. Communication in writing suffers from lack of congruence with non-verbal communication.

However, written communication is indispensable


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Tips for improving written communicationUse simple words and phrasesUse Short and familiar wordsUse personal pronouns(such as you) wheneverappropriateGive illustrations and examples; use chartsUse short sentences and paragraphs

Avoid unnecessary words


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Oral Communication

Oral communication is face to face communication between individuals.Research studies have shown that 80% of communication by executives of a company

is in the oral form. The modes of Oral Communication include: Telephone/Mobilephone, Messages, Intercom, Face-to-face discussion, Meetings/Conferences,Presentation, Dictaphone/Dictation, Conversation, Radio, Tape-recorder,Teleconferencing/Videoconferencing, Speeches, Brainstorming sessions, Grapevine,Interview

Tips to Improve Oral CommunicationPractice controlling the volume of your voice according to the specific situation inwhich you are using oral communicationThe tempo, or the speed, at which you are speaking must also be controlled dependingon the situation you are in.Use a higher-pitched voice to express excitement, happiness or positive emotions.Use continuous self-assessment to improve your oral communication skills
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Advantages/Benefits/Merits of Oral Communication

Oral Communication Saves Time.Oral Communication Provides the Opportunity for Feedback andClarification.Oral Communication Helps to Convey the Message moreAppropriately with Suitable Tone, Voice and Use of Words.Oral Communication is an Effective Tool of Persuasion in

Management.Oral Communication is very Effective in Communicating withGroups.Oral Communication is Economical also.Withdrawal of Oral Communication is Comparatively an Easy Task:There are at times situations in business where oral communicationis preferred to written communication for, the latter may create anofficial record which may be used as evidence against the person onany legal matters arising later in point of time.

Demerits/Disadvantages /Limitations of Oral


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Demerits/Disadvantages /Limitations of OralCommunication

The disadvantages of oral communication also deserves equal

mention, as oral communication by itself, is not effective always.Depends on the Sender/Receivers Attitude: It mainly dependsupon the attitude of the sender and receiver of messages.Communication is not a One Sided ActivityBad/partial Listening Affects Message

There is No Record or Legal Liability, Oral communication generallyhas no record or legal liability. Therefore, it is stronglyrecommended to confirm important oral messages in writing.

Its Economy is Control Specific: The economy of oralcommunication is dependent on control. Telephone calls, unlesskept brief, may also cost a lot of money. Unfamiliar accents andpronunciation caused by regional variations and mother-tongueinterference often lead to temporary difficulties for the recipients. Inshort, it is important to exercise control in order to derive thebenefits of oral communication.


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Visual Communication Visual communication could be with words or pictures or acombination of both and includes:Graphs, Tables/charts, Maps, Models, Demonstrations, Slides,Flipcharts, Printed/Painted Pictures (Posters etc.), Internet withoutuse of multimedia,Advantages and Disadvantages of Visual Communication Visual communication is useful for conveying information in amanner that makes the data and any relationship between

variables clearer and easier for the receiver to follow. They can beused on their own. But the maximum benefit can be gained fromthem if they are used as a complement of the main messagebecause they are more capable of attracting and retaining theattention of the receiver than speech or written words. The mainadvantage of using visual communication is that the message

conveyed using this mode is easily remembered by the receiver andfor a long period too. However, using this mode is also expensivewhich is its major disadvantage.


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Audio-Visual Communication The rapid advancements taking place in the field of informationtechnology have brought about unprecedented changes in the

communication systems the world over. In this scenario the modesof audio-visual communication assume more importance.

The means of audio-visual communication include:Television/video/cable, Cinema, Internet with multimedia, Videoconferencing, Presentation using visual aids or electronicpresentation.Advantage and DisadvantageThe greatest advantage of this mode is that it aims at stimulatingthe senses of both sight and hearing simultaneously and thusenhances the effectiveness of the message. The other advantages

are its wider reach and the fact that the message is rememberedfor a much longer time than it would be if it had been conveyed byany other mode of communication. Here again the high cost factorinvolved is its greatest disadvantage.


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Non Verbal Communication/Body languageNon-verbal communication includes: Facial expressions, Gestures, Movements,Eye contact, Nodding the head, Physical appearances.

It is an unspoken or unwritten message that uses body language. This may beused by itself e.g., frowning or smiling at someone or along with oralcommunication. In a situation involving the use of oral communication, non-verbal signs play an equally important role. While listening to someone, onemay also be looking at the person. Their facial expressions such as a smile or afrown may strengthen the verbal message. The entire body language, fromlarge gestures to proximity with the listener, may help emphasise the contents

of the message. Alternatively, if the non-verbal communication is absent, itleaves the recipient guessing.

For example, it will be perfectly in order to smile at a guest and escort him inwithout speaking a word. Second, this form of communication has a strongcultural content. The Arabs and Latin Americans are prone to move closer to

the listener as well as maintain more eye-contact than the Europeans do.Similarly, physical contact is considered a powerful tool of communication. Buttouching an acquaintance, the handshake excepted, is almost taboo(banned)among the British, insignificant in America and common in Latin America.


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Characteristics of Non Verbal Communication

It is Subtle, instinctive and natural -Non verbal communication

is natural, subtle and instinctive. Even when we attach anemotion to our emails, we are communicating non-verbally.

It is usually associated with forms of communication

Classification ofNon-Verbal

Communication

Kinesics Proxemics Time Language Paralanguage Touch and BodyContact

1 Kinesics


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1.KinesicsKinesics can be classified into four types-

Facial Expressions- Facial expressions are the key in body language-As we know face is theindex of the heart. Our face speaks a lot about what we have to say ,and similarly, we

interpret much meaning from the expressions on the faces of people. Physical Appearance -Physical Appearance is also important . The way you dress for an

occasion can make or break your image. Body postures- Body postures are extremely important on any occasion ,whether you are

speaking to your subordinate ,a colleague, or your manager or you are at the negotiatingtable with your clients. A simple wave of the hand or raising a thumb can have differentmeanings on various occassions in different cultures.

Body Postures Meanings

Sitting Erect High Energy and Confidence

Leaning Forward Interested in the speaker

Leaning Backward Lack of Interest

Open Arms Openness, Willingness to Accept

Crossed Arms Clsed to new ideas,defensive

Tapping Feet, biting nails Nervousness


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Eye Contact or Oculesics

It is another important part of Kinesics. It speaks about eyesand how we can effectively use them. Eye contact is essential,especially when talking to people, whether in office oroutside. It strongly helps in negotiations and during businesspresentations.

You may convey different meanings with your eyes- Staring Eyes- Demonstrate a feeling of superiority and an

attitude to threaten Looking Down -Demonstrates submission in front of the other

person Frequent avoidance of eye contact -would mean dishonesty

or insincerity.


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2.Proxemics Proxemics is the study of proximity or space around us. When

people tend to get closer, how do we react to the situation?When we enter the lift and it gets very crowded, how do webehave?

Personal space is crucial and varies across nationalities.However a thumb rule ,avoid getting into close proximity withanother person-12 to 18 inches is what considered aspersonal space and you should avoid intruding into this space.Even if you are at the highest level of hierarchy, it does notgive you authority to invade the personal space of anotherperson.

Here is the thumb rule of proximity that you must adhere towhile at work. In case you feel that the other person is movingaway while you are speaking, it should give you a definite hintthat may be, you are in his or her personal zone.


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3.Time Language/Chronemics Time language is also referred as chronemics. It is about understanding the

importance of time and its applications. Let us consider some questions to

understand this concept Do we take an appointment before meeting a person? Do we reach a meeting before schedule? Do we prioritize our work? Do we respect the time of others? Time language also varies with respect to different cultures. When a European

Schedule a meeting at 10:30 am ,he means exact time. However for an Indian,it would mean the meeting would be held around that time.Chronemics, how people handle time, can be categorized in two ways:polychronic which is when people do many activities at once and is common inItaly and Spain, or monochronic which is when people do one thing at a timewhich is common in America.

4. ParalanguageThe word Para means like. Paralanguage literally means like language and is apart of non verbal communication where the focus is on understanding therate of speech, volume pitch, pauses, rhythm, quality and pacing(speed).


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Touch / Tactilics Tactilics or the study of Body touch ,is an important part of non

verbal communication. Touches among humans that can be defined as communication

include handshakes , holding hands, back slapping, high fives , a paton the shoulder, and brushing an arm.

Touching of oneself may include licking, picking, holding, andscratching. These behaviors are referred to as "adapters" or "tells"and may send messages that reveal the intentions or feelings of acommunicator and a listener.

The meaning conveyed from touch is highly dependent upon theculture, the context of the situation, the relationship betweencommunicators, and the manner of touch.

Touch is an extremely important sense for humans; as well asproviding information about surfaces and textures it is a componentof nonverbal communication in interpersonal relationships, and vitalin conveying physical intimacy.

Choice of Means and Mode of Communication
http://en.wikipedia.org/wiki/Handshakehttp://en.wikipedia.org/wiki/High_fivehttp://en.wikipedia.org/wiki/High_fivehttp://en.wikipedia.org/wiki/Handshake


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Choice of Means and Mode of Communication Choosing the right means and mode of communication plays a vital role in the effectiveness

of the message being communicated and such choice depends on various factors such as:(i) Organisation Size and Policy: If the organisation is small, probably more communication

will be oral, than in larger organisations where it may be in writing. The policy forcommunication also would play a major part in influencing ones choice of mode ofcommunication.

(ii) Cost Factor: The main point to be considered here would be to evaluate whether the costinvolved in sending the message would be commensurate with the results expected.

(iii) Nature of Message: Whether the message is confidential in nature, urgent or important

etc., and whether a matter would require hand-delivery or be sent by registered post etc.also influences the choice of mode and means of communication.

(iv) Distance Involved: Where the message is to be sent is also another vital factor whichcould influence the choice of means and modes of communication. For example, if a letteris to be sent to a partner in a joint venture in Japan and it is urgent, you would not think ofsending someone to personally deliver it.

(v) Resources: The resources available to both the sender and receiver would also influenceyour choice. You can only send a fax if the other person/organisation has a fax machine.Therefore we can see that the choice of a particular mode and means of communicationwill depend on a case to case basis and is influenced by various factors.

B i Eff i C i i


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Barriers to Effective CommunicationWhen communication happens there may be 'noise' which is called as barriers tocommunication. Barriers to communication causes different misunderstanding, misconceptions,confusion and overall miscommunication. That's why we should know about those well torecognize well in the purpose of trying to avoid those from communication to makecommunication effective. Different types of barriers to communication are described below:

A. Organizational Barriers: It arises for the following reasons:

1. Complex Organizational Structure: The more complex structure that an organization has, Themore problem it face in communication.

2. Excessive Layering of Administration: In modern business, the administrative level has morelayers which creates communication gap between employee and management.

3. Lack of Policies: How management will function is reflected through its policies. Lack ofproper organizational or managerial policy causes dispassion among the employees.

4. Conservativeness of Supervisors: Sometimes supervisors are very conservative and ignore tocommunicate with the employees. This causes barrier to communication.

5. Improper Delegation of Authority & Responsibility: For improper delegation of authority and

responsibility in an organization, the employees and workers are not conscious about their taskwhich acts as a barrier to communication.
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B. Individual Barriers:

1. Personality: Sometimes higher officials do not maintain any discussion with thesubordinates due to their high personality. This hampers in communication.

2. Wrong Explanation: Both receiver and sender can explain the received message orinformation in a wrong way which causes problem to communication.

3. Individual Conflict: If individual conflict exists between sender and receiver thencommunication can happen whimsically. This acts as a barrier to communication.

4. Fear: Lack of proper knowledge, fear of capability, fear of explaining properly, threatfor failure and others are also reasons for causing problems to communication.

5. Pre-Idea : Sometimes, We bear pre-idea regarding any person in our mind. And whenwe communicate, we try to apply what is kept in our mind. Difference betweenperception and reality may hamper communication.

6. Insincerity and Lack of Confidence: Sender may not give importance to the thinkingand decision of receiver. In such a case, receiver may lose confidence which will lead toworthless communication.


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E. Barriers due to Resistance to Change:


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g 1. Following the 'Old One': There are traditional people in every organization who always prefer the old

customs and avoid any change because change involves flexibility. So, people who follow the 'Old One' act asa barrier to communication.

2. Lack of Attention: Sometimes, officers and subordinates of an organization do not pay attention enoughto the message or information what is received. This is one of barriers to communication.

3. Own interpretation or Assumption: It happens that receiver of the message makes his own explanationor assumption regarding the message received. This leads to problem for communication.

F. Other Barriers: There are some other barriers to communication which are as follows:

1. Geographical Barrier: Geographical distance creates communication gap. For example, communicationbetween Washington and California.

2. Lack of Harmony: If mutual understanding that exists between sender and receiver of communication isabsent then communication is barred.

3. Faulty Expression: If communication fails to communicate the message in a correct way then receiverfaces problem. So, faulty expression creates miscommunication or confusion.

4. Cultural Difference: Difference nations have different cultures. Lack of proper knowledge and wisdom to

the culture of receiver may be a reason of communication problem.5. Absence of Feedback : When there is a feedback from receiver, Communication becomes effective.Feedback creates awareness in the mind of sender regarding the communication and aids him to modify thequality of communication.

Consequently, Any problem, interference or hindrance to the process of communication is identified as theba rrier to communication. An organizational Authority must try to avoid these barriers to communicationto make communication better and effective .
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How to Overcome Barriers to CommunicationAny type of barrier to communication is a threat and can cause miscommunication, misconceptionand confusion. All these w ork against unity, teamwor k & co-ordination. The following activitiescan help to overcome the barriers to communication :

1. Feedback : To make communication effective , there must be feedback from receiver. Withoutfeedback, the communication process remains incomplete.

2. Idea about the Receiver: Sender should have better ideas regarding the thought, feelings andopinion of receiver of t he message. Such ideas will help the sender to make afruitful communication .

3. Attentive Listening: To make an effective communication, both sender and receiver should be

attentive listener from their respective position.4. Use of Simple and Meaningful Words: Communication must avoid vague words and use simplewords which are meaningful in the mind of receiver.

5. Informal Relations: Before making any formal communication , informal relations can play avital role to make communication effective.

6. Employee Conference: Open discussion between higher officials and subordinates may create abetter environment for communication.

7. Efficient Management: Efficient communication system in any organization depends on themanagement efficiency. Poor management causes poor communication. So, management shouldbe efficient enough to make its communication system up-to-date.

8. Selection of Right Media: The media for communication should be selected according to

organizational environment, importance & the size of message, position of receiver and otherrelevant aspects. Wrong selection of media will obviously cause miscommunication.

How to Overcome Barriers to Communication9 C i ti T i i g High ffi i l d b di t h ld b gi ti l t i i g
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9. Communication Training: Higher officials and subordinates should be given practical trainingregarding the types of communication, nature of communication, method for overcoming barriers tocommunication and other aspects of communication.

10. Re-Organization: Effective communication depends much on the organizational structure. It is

seen that horizontal communication is very much productive. So, reorganization of organizationalstructure may be required to activate horizontal communication.

11. Consistency between Word and Work: If the work is according to word then communicationbecomes effective and fruitful and barriers to communication can overcome.

12. Reducing Unnecessary Information: Unnecessary information causes confusion and kills time.

Relevant information should be considered to make proper communication.

13. More Publications: Organization should give opportunity to its employees and staffs forexpressing their own view and opinion through reports, journals, magazines and other publications.This helps a lot to become frank in opinion. And it works also for overcoming barriers tocommunication.

14. Communication Audit: Communication audit acts as a fruitful method to improvecommunication. It examines the network, activities, process and principles of communication andtherefore recommends for improvement.

15. Orientation: Newly appointed employees should be given idea regarding objectives, activities,functions, principles and structure of an organization so that they become conscious about their role

Meaning and Importance of Communication

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