Communication is described as the exchange of ideas, messages, and information between two or more people across a medium in such a way that the sender and receiver both comprehend the message in the same way, that is, they create a shared understanding of the message.
The Latin word ‘communicare’ implies to share, impart, participate, trade, convey, or make common. It emphasises the exchange of shared data, ideas, and messages. It isn’t only about giving commands and instructions.
“Communication is the conveyance of information from a sender to a receiver in a way that the receiver understands.” — Weihrich and Koontz
“Communication is the art of fostering and achieving interpersonal understanding. It is the process of two or more individuals exchanging information and feelings, and it is critical to effective management.” — Franklin and Terry
“All that one person does when he wishes to build comprehension in the mind of another is communication. It’s a symbolic bridge. It entails a methodical and ongoing process of telling, listening, and comprehending.” Allen Louis.
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Objectives Of Communication:
Communication is carried out with a certain goal in mind. An organization’s communication activities can be divided into three categories:
1. Intraorganizational Communication: This occurs within a company. Orders, circulars, notices, emails, and other forms of communication are used.
2. Interorganizational communication: This occurs when a company communicates with people outside the company. It can take the form of company presentations, commercials, exhibitions, project reports, and other forms of communication.
3. Personal communication: This type of communication occurs without a clear goal in mind. Personal communication includes things like personal chats, gossip, and grapevine communication.
Importance of Communication:
The demand for communication arises from the drive to socialize and form organized organizations. Managers convey changes in technology, structure, or people to their subordinates in today’s fast-changing world. It is easier for subordinates to grasp and act on the message if the communication system is well-organized.
Individuals and organizations both benefit from effective communication.
The importance of communication is highlighted by the following points:
1. Planning as a foundation: Planning is the most fundamental function of management. Organizational success is achieved when plans are well-designed and communicated for implementation. Planning necessitates a thorough examination of the environment as well as knowledge of internal and external organization factors. This information can be obtained with the use of a good communication system. The plans must be communicated to everyone in the organization before they can be implemented. As a result, communication is the foundation of planning.
2. Work motivation: When employees’ needs are met, they are inspired to work. Managers can learn about their employees’ requirements through communication, which allows them to utilize appropriate motivators and inspire them to build a favorable attitude about their workplace.
3. Job satisfaction: Information sharing fosters trust, confidence, and faith among managers and employees. They have a better understanding of their jobs and, as a result, perform better. People are dedicated to the organization’s goals, which leads to increased job satisfaction.
4. Commitment to organizational goals: Managers that use an effective communication system understand their employees’ requirements, use appropriate motivators to meet them, evaluate their performance, and offer them regular feedback. Employees are also dedicated to achieving the organization’s goals.
5. Coordination: Communication brings together human and nonhuman resources, individual goals and organizational goals, and the internal and external environments.
6. Adaptability to the external environment: In order to thrive in the changing, dynamic environment, managers must constantly deal with other parties such as the government, suppliers, consumers, and others. This necessitates a well-functioning communication infrastructure within the company.
7. Internal business operations: Managers interact with internal business entities. They are continually gathering and disseminating information to them. The more efficient the communication system is, the more accurate the information will be.
8. Positive labor relations: Happy workers lead to happy workplaces. Managers and trade unions become closer as a result of communication, which fosters mutual understanding and promotes industrial peace and harmony. This boosts manufacturing output.
9. Assists in the performance of managerial responsibilities: According to Henry Mintzberg, managers have three primary responsibilities: interpersonal, informational, and decisional. Managers can accomplish these duties more efficiently with the support of communication. Managers interact with superiors, peers, and subordinates in interpersonal roles; they receive and distribute information to people inside and outside the organization in informational roles, and they make important decisions and communicate them to organizational members for effective implementation in decisional roles.
10. Facilitates leadership: Effective leaders communicate with their followers, guiding and inspiring them to achieve personal and organizational objectives. The ability of leaders to carry out their responsibilities is aided by effective communication.
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Features of Communication
Communication Is The Process Of Exchanging Ideas.
The process of exchanging information is referred to as communication. It entails the exchange of data, ideas, concepts, and communications.
There Are Two Or More Parties Involved.
Information is exchanged between two or more people during communication.
The transmitter of the communication (speaker/writer) initiates the conversation, while the receiver of the message (listener/reader) receives and interprets it.
It’s a two-way conversation.
Process of Communication:
Every message, whether oral or written, begins with an idea that germinates in the mind of the message sender. Every concept pertains to a certain situation. As a result, the source of the message in the communication process is the idea or information that the sender wishes to convey to the receiver.
The encoder is the individual who commences the communication process. The sender initiates the communication process by recognizing the need to communicate. The sender must have a clear idea of what he wants to say and should use symbols, words, and images accordingly. The sender must identify his intended audience and arrange the message in such a way that the recipient understands and interprets it in the same context as the sender.
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- Data Encoding
Encoding occurs when a sender converts an idea into a message that can be sent to a receiver using a set of symbols that can be verbal, nonverbal, written, or spoken. The sender should encode the message with the intended purpose in mind, and use words or symbols that will assist the receiver to understand the message correctly and provide the desired feedback. The process of producing a message for transmission by an addresser to an addressee is known as encoding. A method by which a person combines his thoughts with the manner in which he will communicate. For example, while utilizing speech, consider another language and how he will utilize it in a phrase, as well as whether he would use sign language. Communication will fail unless both the sender and the receiver assign the same interpretation to the symbols or words.
As a result, accurate encoding is critical for effective communication.
The receiver is the individual who receives the encoded communication. The recipient can be a single person or a group of people. Because communication is a two-way street, the recipient of the message is just as vital as the sender. A message’s receiver can be a listener, a reader, or a viewer. He not only accepts the message, but also attempts to comprehend, interpret, and grasp its full significance.
It’s the process by which the receiver decodes the message and converts it into useful data. The message’s meaning is the sum of the meanings of the words ( symbols), as well as the tone and attitude of the sender as shown in his choice of words and the message’s structure.
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