Principles of communicatiions


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Principles of communicatiions

  1. 1. Smt. N. C. Gandhi & B.V. Gandhi Mahila Arts & Commerce College PRINCIPLES OF COMMUNICATION By Manisha Vaghela BMS – 1st Year , Semester -1 Roll No. 35 Date –1st July 2010 Guided By – Mr. Pradeep By: Manisha Vaghela 1
  2. 2. PRINCIPALS OF COMMUNICATION Flow of Presentation• Introduction• Meaning and Definition• Example• Process of Communication• Method of Communication• Types of Communication• Features of Communication• Principles of Communication• Principles of Effective Communication• Conclusion• Review of the topic• Bibliographyvaghela_manisha13@y By: Manisha Vaghela
  3. 3. PRINCIPALS OF COMMUNICATION INTRODUCTION Communication is the passing of information. Communication is necessary for better performance of job. A manager works through the co-operation of others. Therefore, he should communicate the policies, plans, programmes of management to the workers. Communication ends only when it reaches the decision. Communication is also a part of the function of management.vaghela_manisha13@y By: Manisha Vaghela
  4. 4. PRINCIPAL OF COMMUNICATION Continue…. The term „communication‟ is derived from the Latin word „communis‟ which means common. Thus , information common to a person should be communicated to him. Latterly , communication means to inform , to tell , to show or to spread information. It creates confidence among human beings and enhances good industrial relation.vaghela_manisha13@y By: Manisha Vaghela
  5. 5. PRINCIPAL OF COMMUNICATION MEANING Communication is a process though which an Information idea or opinion is transferred to more number of persons . If information is communicated to only one person , it will also be termed as communication. But , the essential element of communi-cation is that the communicated information should be understood correctly and transferred in the right direction.vaghela_manisha13@y By: Manisha Vaghela
  6. 6. PRINCIPAL OF COMMUNICATION MEANING Communication is a two-way process of giving and receiving information through any number of channels. Whether one is speaking informally to a colleague, addressing a conference or meeting, writing a newsletter article or formal report.vaghela_manisha13@y By: Manisha Vaghela
  7. 7. PRINCIPALS OF COMMUNICATION DEFINATION• A number of definitions have been given to the term “communication”. A few important once are:1) In simple word:- “Communication means exchanging information among individuals working in any organization.”vaghela_manisha13@y By: Manisha Vaghela
  8. 8. PRINCIPAL OF COMMUNICATION2) Newman & Summer:- hold that," Communication is an exchange of facts, ideas, opinions or emotions by two or more persons.”3) Louis A. Allen:- “Communication is the sum of all the things, one person dose when he wants to create understanding in the mind of another. It involves a systematic and continues process of telling, listening and understanding.”vaghela_manisha13@y By: Manisha Vaghela
  9. 9. PRINCIPAL OF COMMUNICATION4)Koontz ODonnell:- “ Communication is an intercourse by words, letters, symbols or messages and is a way that one organisation member shares meaning and understanding with another.”5)William Scott :- “Communication is a process which involves the transmission & accurate replication of ideas ensured by a feed back for the purposes of eliciting actions which will accomplish organisational vaghela_manisha13@y By: Manisha Vaghela 9
  10. 10. PRINCIPAL OF COMMUNICATION6) Hudson:- “Communication in its simplest form is conveying of information from one person to another.”7)Elliott Jacques:- “The sum total of directly and indirectly , consciously & unconsciously transmitted feeling, attitudes and wishes”.8)Fred G. Meyer:- “The act of making one‟s ideas and opinions known to other.” vaghela_manisha13@y By: Manisha Vaghela 10
  11. 11. PRINCIPAL OF COMMUNICATION9) Haimann:- “Communication means the process of passing information and understanding from one person to another. Communication ,fundamental and vital to all managerial functions, is the process of imparting ideas and making oneself understand by others.”10) The American society of training directors:- “Communication is the interchange of thoughts or information in order to establish better human relations , mutual understanding or trust.” vaghela_manisha13@y By: Manisha Vaghela 11
  12. 12. PRINCIPAL OF COMMUNICATION EXAMPLE • When a baby sees its mother‟s face for the first time, communication happens. • When a someone steps out onto a beach in Go & the air touches his nose & the smell of the ocean comes into his mind, communication happens. • When the Indian Parliament passes, & the President signs, a new bill to curb monopolies in the market, communication happens. • When a computer in Delhi calls up a computer in Tokyo & Transmits a massage, communication happensvaghela_manisha13@y By: Manisha Vaghela
  13. 13. PRINCIPAL OF COMMUNICATION People remember • 10% of what they read • 20% of what they hear • 30% of what they see • 40% of what they hear and seevaghela_manisha13@y By: Manisha Vaghela
  14. 14. PRINCIPAL OF COMMUNICATION COMMUNICATION OF PROCESS Sender Message Decoding Encoding Channel/ Receiver Medium Feedback Responsevaghela_manisha13@y By: Manisha Vaghela
  16. 16. PRINCIPAL OF COMMUNICATION TYPES OF COMMUNICATION Formal Informal Written Oral Communication Communication Communication Communication Downward Horizontal Upward Communication Communication Communicationvaghela_manisha13@y By: Manisha Vaghela
  17. 17. PRINCIPAL OF COMMUNICATION FEATURES OF COMMUNICATION1)Goal oriented activity:- It‟s aim is not to convey or receive information only. Rather,It‟s purpose is to realise the basic objectives of the business unit. Communication is indispensable for realisation of objectives.vaghela_manisha13@y By: Manisha Vaghela
  18. 18. 2)Two way process:- PRINCIPAL OF COMMUNICATION Communication is a two-way process. It includes the acts of giving & receiving information both. The top officials do not just issue instructions or orders to their subordinates, rather they also receive & try to understand the information that the subordinates supply in turn. That communication is a two-way process means also that the manager, after issuing orders,try to know the reactions of the subordinates and also whether they have full understood the orders or not.3) Perpetual process:- Communication is a perpetual process. The exchange of views & opinions goes on continuously among the employees of a business enterprise. Communication begins as a business is launched & if ends only when the businessVaghelavaghela_manisha13@y By: Manisha is wound up.
  19. 19. 4)Internal process:- PRINCIPAL OF COMMUNICATION Communication is internal to the organisation in the sense that it is confined to only members to the organisation who use it. Advertisements in the newspaper intended for the customers are not included in the concept of communication. But when a manager asks his accountant to prepare some statement, it is a part of communication. vaghela_manisha13@y By: Manisha Vaghela 19
  20. 20. PRINCIPAL OF COMMUNICATION5)Administrative process:- Communication is administrative in character. In ordinary life, a letter or an advertisement is treated as a means of communication. But in business the word communication refers to administrative or managerial communication only. Through communication the problems of management are solved.6) Human process:- Communication is a kind of human process. It is effected between two human beings.The intercom,telephon, and radio are merely physical instruments which help human beings communicate with one another.vaghela_manisha13@y By: Manisha Vaghela
  21. 21. PRINCIPAL OF COMMUNICATION7)All pervasive:- Communication is an all pervasive process in the sense that communication can be among the persons in the same level of management or among the persons in different levels of management. TOP MANAGING DIRECTER MIDAL Marketing Finance Production Manager Manager Manager BOTTOMvaghela_manisha13@y By: Manisha Vaghela
  22. 22. PRINCIPAL OF COMMUNICATION Principles of Communication1. People like to communicate with those they believe can help them achieve their aims, enhance their status , satisfy their needs, or contribute to their security.2. People avoid communicating with those they think cannot help them, might hinder them, or endanger them.vaghela_manisha13@y By: Manisha Vaghela
  23. 23. PRINCIPAL OF COMMUNICATION3. Where there is acclimate of confidence between two individuals, the power of communication will be enhanced.4. Communication will be colored by the expectation of the two parties.5. The realization of interdependence between the two parties will improve the quality of communication.6. Credit or rewards for initiating communication will stimulate its continuance.vaghela_manisha13@y By: Manisha Vaghela
  24. 24. PRINCIPAL OF COMMUNICATION7. Understanding of organization relationships can contribute both to quantity and quality of communications.8. Upward communication can be strengthened by the support of fellow employees.vaghela_manisha13@y By: Manisha Vaghela
  25. 25. PRINCIPAL OF COMMUNICATION PRINCIPAL OF COMMUNICATIONKnow your audience.Know your purpose.Know your topic.Anticipate objections.Present a rounded picture.Achieve credibility with your audience.Follow through on what you say.Communicate a little at a time.Present information in several ways.Develop a practical, useful way to get feedback.Use multiple communication techniquesvaghela_manisha13@y By: Manisha Vaghela
  26. 26. PRINCIPAL OF COMMUNICATION PRINCIPLE OF EFFECTIVE COMMUNICATION• Simple Language : – The language used in communication should be simple and easy understandable. simple language means using familiar words.• No ambiguity : – The communicator should be cleared in his mind about the objective of his communication and their should not be any ambiguity. vaghela_manisha13@y By: Manisha Vaghela 26
  27. 27. PRINCIPAL OF COMMUNICATION• Proper medium of communication: – There are different media for passing of communication. – The communicator should select the proper medium by considering such factors as the nature of matter to be communicated urgency of communication, distance between the communicator and the recipient of communication, etc.• Adequacy of information : – In order to make communication effective , one more condition to be fulfilled is that is should be adequate and complete in all respects.vaghela_manisha13@y By: Manisha Vaghela
  28. 28. PRINCIPAL OF COMMUNICATION• Right climate in the organization: – their should not be any communication barriers in the business corner. – the organization structure of the unit concatenating of physical settings and human setting must facilitate the process of communication.• Training to the communicators: – Proper training should be given to the communicators in the communication skills this helps in interesting the effectiveness of communication considerablevaghela_manisha13@y By: Manisha Vaghela
  29. 29. • Purpose of communication: PRINCIPAL OF COMMUNICATION – The basic purpose of any communication is to elicit a behaviourial response from the receiver. – The next stage is that the order should be accepted by the subordinate. – So , the sender or communicator must make efforts to achieve the objective of this response.• Physical Human Setting: – Physical setting refers to the person to whom the message is communicated. – The receiving person may be an individual, concerned department personnel for organizational as a whole. – Human settings refers to the circumstances under which the message is communi-cated. – So ,the communicator or the sender should bear in mind the circumstances and the receiving persons while communicating the massage. vaghela_manisha13@y By: Manisha Vaghela 29
  30. 30. PRINCIPAL OF COMMUNICATION• Consultation:- ─ It is necessary to seek the participation of others in planning a communication. ─ It helps the sender to get additional insight into & objectivity of the message. Moreover, those who participate & help communication planning will give active support to you.• Content of Message:- ─ The communicator should decide his tone of voice with reference to the content of the message. ─ Sometimes, the communicator may make his voice loud or shrill in order to make the communication effective.vaghela_manisha13@y By: Manisha Vaghela
  31. 31. PRINCIPAL OF COMMUNICATION• Follow-up action:- – Follow up action is necessary to find out whether the receiver has understood the message correctly. – The receiver may take some action after receiving the message. The sender should know the type of action taken by the receiver.• Time & opportunity:- – The sender should consider the interest & needs of the receiver of message. – It helps him to find out the correct time when the message is to be communicated. – In this way, the sender uses the opportunity to convey the message for enduring & immediate benefits to the receiver.vaghela_manisha13@y By: Manisha Vaghela
  32. 32. PRINCIPAL OF COMMUNICATION• Training to the communicators:- – Proper training is essential to the communicators to develop their communication skills. – This helps in increasing the effectiveness of communication considerably.• Action support communication:- – The actions or attitudes of the sender should support the message. For example, the sender may raise his hand to convey the message of „ stop the work‟. – So, the actions of the sender should not contradict his words or message.vaghela_manisha13@y By: Manisha Vaghela
  33. 33. PRINCIPAL OF COMMUNICATION• Personnel co-operation:- – Co-operation of the personnel is necessary to make effective communication. – The communication results in strengthening the business concern through the co-operation of managerial personnel.• Listening:- – Listening is one of the most important tasks of the sender. – Here, listening refers to the reactions of the receiver. – The sender must learn to listen with the inner ear. – The sender can gather useful information through listening for further communication. – So, the sender should stop talking, because stopping the talking,Manisha cannot listen. By: one Vaghela 33
  34. 34. PRINCIPAL OF COMMUNICATION Conclusion Communication helps in achieving co- ordination , in smooth running of the enterprise , in increasing managerial efficiency , in decision –making , in maintaining industrial peace , in the recruitment process. It also helps employers to perform effectively , to acquaint themselves with evolution and personal satisfy. In addition ,it helps in projecting the image of the company and helps the manager in performing his function.vaghela_manisha13@y By: Manisha Vaghela
  35. 35. PRINCIPAL OF COMMUNICATION Review of the topic• Introduction• Meaning and Definition• Example• Communication of Process• Method of Communication• Types of Communication• Features of Communication• Principles of Communication• Principles of Effective Communication• Conclusionvaghela_manisha13@y By: Manisha Vaghela
  36. 36. BIBLIOGRAPHY • Business organization and management – Prin. T.J.Rana – Prof. Jyoti D. Shah • Sudhir Prakashan, Ahemdabad. • Business communication and organization & management – Rohini Aggarawal • Rohit law house ,Rajkot. • Business organization and management – C.R.Basu • Tata McGrow Hill Publishing company Ltd., New Delhi • Technical Communication Principles and Practices – Meenakshi Raman – Sangeeta Sharma • Publishanvaghela_manisha13@y India by Oxford uni. Press By: Manisha Vaghela
  37. 37. • Business communication – U.S.Rai – S.M.Rai • Himalaya Publishing House. Mumbai ,Delhi , Nagpur• Essential of management – R.N. Reddy – R.C. Tripathi – H.R. Appannaias • Himalaya Publishing House. Mumbai ,Delhi , Nagpur• Principles of Management – T. Ramasamy • Himalaya Publishing House. Mumbai ,Delhi , Nagpur vaghela_manisha13@y By: Manisha Vaghela 37
  38. 38. vaghela_manisha13@y By: Manisha Vaghela