COMMUNICATION

1. COMMUNICATION

2. INTRODUCTION : • “Mutual exchange of thoughts, opinions and information means communication”. • Social interactions and civilization as well as emergence and development of culture are not possible without communication. • As we cannot imagine a developed language without words, similarly, we cannot imagine a society, without the facility of communication. • Man’s progress depends on his capacity to exchange thoughts and experiences with other human beings.

3. 21st Century is the century of communication revolution. • The whole world has been brought closer by researches of electronic media and electronic appliances in last 20 years.

4. WHAT IS COMMUNICATION ? • The exchange of one’s feelings, thoughts, experiences, information, etc. with other persons is called communication in its common meaning. • According to AlwynDode, “Communication is the problem No. 1 of the management/administration”. • Communication is the two-way process. • Thus, communication, means “Pouring our viewpoint in the brain of others is communication”.

5. DEFINITIONS : • “Communication means exchange of thoughts among persons” - Charles Redfield • “Mutual exchange of thoughts, opinions and information means communication” - Wester • “Pouring our viewpoint in the brain of others is communication” - Dr. Saxena

6. NATURE OF COMMUNICATION : • Human existence • Mutual exchange of thoughts • Oral or written form • Creation of Understanding • Constant and permanent process • Bi-party as well as multi-way process • Should be understandable • First problem of administration • Two parties involved • Close relationship with management and administration • Base of all activities

7. IMPORTANCE (BENEFITS) OF COMMUNICATION : • Issuing effective orders and direction • To raise production • Removing adverse trends to develop good human relations • For taking policy related decisions and interpreting them • To accomplish objectives of the unit • To evaluate the activities

8. ADVANTAGES OF COMMUNICATION : • Administration – easily done • Quick decisions • Mutual Misunderstanding prevented • Planning, co-ordination, directing, controlling made easy • Maximum Productivity • Efficiency and morale of employees maintained • Harmonious relations created • Industrial disputes don’t arise • Free exchange of thoughts and opinions • Rules and Regulations effectively maintained • Team spirit • Policy related control maintained

9. TYPES / METHODS OF COMMUNICATION :

10. 1. Oral Communication : • Employees are issued orders personally, directly. • Subordinates also sometimes provide oral communication to managers. • Oral information is exchanged through personal discussion, meeting, conversation on telephone, lecture, etc. ADVANTAGES : • Information directly provided due to personal contact • Explanation given rapidly • Less possibility of misunderstanding or confusion • Saves time and energy • Friendly atmosphere created • When decisions are rapidly implemented, than this method becomes more convenient

11. LIMITATIONS : • Not convenient when detailed information is to be given • Person receiving and giving information are at a distance, then this method cannot be convenient • When details required for Proof, oral communication is inevitable but written proves evitable.

12. 2. Written Communication : • Exchange of information is done in written form. • When similar kind of information is to be provided to several persons than written communication method is convenient. • Dr. Terry suggests four Cs to keep in mind for written communication : Complete, Clear, Concise and Correct. ADVANTAGE : • Received or dispatched information can be kept as proof. • Taking future decisions becomes easy. LIMITATION: • Delay in dispatching information

13. 3. Formal Communication : • The exchange of information as per the organization and procedure is called formal communication. • Depends on organizational structure. • Eg. In the Meeting of BOD, the secretary prepares notice, sales officer asks for sales report from salesman, salesman sends sales report to sales manager.

14. 4. Informal Communication : • Personal Relations • Eg. When a sales manager asks questions to salesman about customers opinion of product. • Eg. The production manager asks one of the employees about the machine or production method during recess time.

16. 5. Downward, Upward and Horizontal Communication : • Information going from top level to low level is called downward Communication . • Information going from low level to top level is called Upward Communication. • When the information is exchanged or dispatched on the same level of management between the persons of same level, it is called Horizontal Communication. Besides this, it can be internal and external communication. Internal communication can be written, oral, formal, informal, upward, downward or horizontal. External communication may be written or oral.

17. Top Level Downward Communication Upward Communication Centre Level Low Level

18. COMMUNICATION AND MANAGEMENT PROCESS : • The success of manager depends on understanding the other members of the unit and the other members understanding the manager. • Hence, effective skills if communication is the important skill of manager. • Communication is a tool in the management field and not the goal. • Effective Communication makes the management planning more precise and management more effective and control is made realistic.

19. COMMUNICATION AND ORGANIZATION : Relation can be shown as under : • To obain and give information • Evaluation • Direction and instructions • Motivation • Other functions

20. COMMUNICATION PROCESS (1) Thatcher : A B X

21. (2) Aristotle’s presentation : Condition Speaker Message Listeners Condition LIMITATION : • One-sided • No response from listeners

22. (3) Modern presentation of communication process : (David K. Behlow) Emerging Encoding Message Channel Decoding Receiver Place

23. a. Emerging place : Due to the different reasons the need of communication arises. b. Encoding : To send the mental concept to the receiver person, encoded is done can be said. c. Message : The physical form of expression by the person giving message is called the message. d. Channel : The medium through which the message is sent is called channel. Appearance and voice are two channels.

24. e. Decoding : -Message received through communication channel in the form of sign or indication, and is understood is called decoding. -Coding and decoding are two mutually contraditing processes. f. Receiver : Person receives it, interprets it and responds on the basis. g. Feedback : The response of the person receiving the message, whether he has understood or not, is called Feedback. Thus, the person receiving the message becomes the sender as far as the part is concerned.

25. h. Noise : Anything which reduces the propriety of specifics of communication is called noise.

26. OBSTRUCTIONS IN COMMUNICATION • Distortion in message • Filtering • Communication Overload • Improper timing • Loss by transmission and poor retention • Short circuiting • Inattention • Distrust of communicator • Vague presumptions • Premature Evaluation • Non-acceptance • Failure to communicate • Personnel relations • Selection of medium

27. SUGGESTIONS FOR MAKING COMMUNICATION EFFECTIVE • Communication as per the nature and requirement of unit • Base of trust and co-operation • Full of information • Propriety of Medium • Two-way Nature • Clear and short carrying lines • Objectivity • Time to time evaluation • Sufficiency • Lack of personal interest

28. COMMUNICATION NETWORK • Communication channels and centres create a net, which is called communication network. • Communication issues and communication effectiveness depends on appropriate network. • Two aspects hold importance : • No. of communication centres and • Nature of communication network. • Higher the no. of channels, more the complexity.

29. Complexity of communication channels can be shown as under :

30. Nature of net also affects effective communication : • Circle • Chain • Wheel Circle Chain Wheel

31. Conclusions derived by Keith Davis on communication network are : From the above it can be concluded that, fro different types of management sectors and its different issues, communication networks should be chosen appropriately.

32. COMMUNICATION AND ELECTRONIC MEDIA : • Communication have become effective due to revolution in computers. • Global distances are removed. • Communication tools are emails, tv, cellular telephone PC, laptop, Internet, etc. • With this the managerial efficiency have increased. • PC is useful in co-ordinating the data of overseas officers and managers. • Through internet, information can be dispatched and received such as, entering new sales market, getting directly in touch with international customers and directly purchasing goods.

33. It makes distribution system easy. • Cellular phones are useful in keeping constant touch with officers and giving-getting information. • Proper knowledge, complete technical skill, understanding information retrieved from them can lead to success. • Language and codes are used in internet, which are required to be learnt. • Revolutionary change have taken place due to electronic media. • All information such as unit’s production, sales, administration, raw material, employees, customers, market, natural factors, is gathered through electronic media.

34. It is important to manage the data, to interprete it and make use of it effectively. • Important to get the information on time. • Performance appraisal, comparison, ratio analysis, can be evaluated. • Careless use can get the information destroyed. • Use of electronic appliances make the task easy and speedy. • They are tools, human being need to work upon it. • Electronic appliances have played a great role, but it cannot take the place of human being.