As we all know, no Organisation can exist without a communication system. If there is no communication, the people do not know what others are doing. We may say that communication is an inevitable part of an organisation, which influences the Organisation in multifarious way.
Definition of Communication :
Communication is the transfer of information and understanding from one person to another person. It is a way of reaching others with ideas, facts, thoughts, feelings and values.
The word communication is derived from the French word, ‘communis’ and Latin ‘Communicare’ meaning ‘common’ and ‘to share’ respectively. Communication is the method used to serve a purpose.
“Communication is a process which increases communality -but also requires elements of communality for it to occur at all”. – Denis Mcquail
“Communication is a process by which an individual communicator transmit to modify the behaviour of other individuals”. – Hoyland.
“All the procedures by which one mind can effect another”- Warren Weaver.
Thus, Communication is the importing or interchange of thoughts, opinion, or information by speech, writing or sighs.
From the above definitions, it is perceived that the word ‘communication’ has the features of interaction, interchange, sharing and commonness.
Process of Communication :
The essential elements of the communication process involve the following-
The sender
The receiver
The message
The channel
The feedback
The situation
The Sender :-
The originator or sender of a message has to transmit it in a language or in an idiom familiar to the receiver. The state- authority, knowledge, prestige and reputation of the sender will have greater impact on sending message.
The Receiver :-
The receiver like sender has his own frame of reference. The receiver’s attitude, opinion, prejudice and the relationship with the sender, besides the type of message, the type of channel used, the manner of it’s reception, etc, will play a greater role in receiving effective message. Equally important is interpretation i.e, Organisation of ideas for suitable transmission of the message on the receiver’s ‘frame of mind’.
The Message :-
The message will be transmitted through a channel. The receiver may not often receive the transmitted message in original from due to distortions arising out of channel noise and psychological selectivity which the receiver exercises as he listens to the message. In addition to these, he will interpret the message in terms of his past experience with the sender, his ability in understanding the language of the message.
The Channel :-
The medium used for conveying a message is known as channel. It is the means by which a message moves between the sender and the receiver. The television, print media, face to face communication are the important channels in communication.
The Feedback :-
Feedback is the reaction or response of the receiver to the sender. In other words, it is the receiver’s response to a message. For completion of the circuit between the sender and the receiver, so as to increase the accuracy as well as confidence and reduce the doubts and misgivings in the relationship, the feedback is so essential. It may be in a form different from the form in which the original message was sent. The medium and channel may also be different.
The Situation :-
The situation refers to the whole – physical, psychological and socio-cultural framework. It is a primary determinant of meaning of the message. The employee’s attitude towards job, towards others, etc, originate within the organisation. For example, if the employees of a factory are prejudiced against employers communications. Thus, “Communication is a two-way process, not a movement along a one-way track”. The two-way communication process is shown below with the help of a diagram.
The two-way process model of Communication explains how the senders idea reaches the receiver in a sequential process. The idea of the sender is reduced in the form of a message and encoded. It is transmitted through the appropriate transmission channel to the receiver. The receiver receives the message and develops an idea to reply back to the sender. As in this case, the decoding of message takes place and reaches the sender. Though some receiver may be unco-operative and may try to misunderstand. Normally they make a genuine attempt to understand the intended message. But the perception of individual varies from one individual to other. The process of two-way Communication is drawn diagrammatically for better understanding as above, which is self explanatory.
Patterns of Communication :-
Communication may boardly be classified into four categories they are:
1. Written and Verbal Communication
2. Internal and External Communication
3. Formal and Informal Communication
4. Downward, Upward and Horizontal Communication.
Function of Communication :
With the changed concept of management in modern era, the functions of Communication are boardly grouped into four categories.
They are:
1. Information
2. Instruction
3. Influence
4. Integration
Principles of Communication :
1. Principle of Two-way Communication
2. Principle of Information Communication
3. Principle of Direct Supervision
4. Principle of Talking and Listening
5. Principle of Precision and Clarity
6. Principle of Coordination
Barriers in Communication :
Even when the receiver receives the message and makes a genuine attempt to decode it, there are a number of barriers disturb the receivers understanding. They are Personal, Physical and Semantic barriers. The diagram below depicts the influences of these barriers in communication.
The barriers may entirely prevent a communication or filter part of it or give it incorrect meaning. Now, let us see the each barrier in communication and its influence in the above process. Psychological distance between people that is similar to actual physical distance.
Often the emotions of individuals too act as filter in nearly all communication.
Physical Barriers :
The physical barrier in communication disturb the decoding of message in the process. A typical physical barrier is a sudden distracting noise that temporarily drowns out a voice message. Other physical barriers include wall, rain and other natural barriers.
Semantic Barriers :
It is the science of meaning. Nearly all communication are symbolic i.e, it is achieved by using symbols that suggest certain meanings. These semantic barriers arise from limitations in the symbols with which we communicate. Normally symbols have a variety of meanings and we have to choose one meaning from many. Sometimes the receiver may perceive a wrong meaning and misunderstanding occurs. The semantic barriers often led to an emotional barriers and block the channel of communication. So, it is essential to know about the barriers and adjust to the situation based on the encoding and decoding sequences.
Features of Successful Communication :
Effective communication is successful in changing the behaviour of workers and management in a business Concern. It also develops leadership and economic impact by means of higher production and productivity. The qualities of a successful communication are:
1. Clarity :-
Message should be as clear as possible and by no means ambiguous or confusing. The level of audience should be kept in mind in sending messages.
2. Accuracy :-
The message should be easily acceptable to those for whom it is meant in a climate of belief.
3. Relevance :-
Communication should have relevance to the needs and environment. It should also provide for participation and feedback.
4. Action :-
It must serve the objective of communication.
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