Communication

1. COMMUNICATION
 The term ‘communication' covers just about any interaction
with another person. It includes sharing information, ideas
and feelings between people.
 Communication is a ‘two way' process. When you
communicate you perceive the other persons responses and
react with your own thoughts and feelings.

2. NATURE
 The nature of communication is the exchange of
information between two people.
 It is required that there be both a sender and a
receiver for communication to take place.
 Communication is reciprocal.
 So at any time the sender is sending a message the
receiver is also responding.

3.  Communication is based upon following seven principles, these
are known as 7 C’s of communication.
1. Conciseness: It should be notified that the message should be
concise in nature so that it will be easy to catch the readers’
attention.
2. Concreteness: Message should be concrete as having all the
meanings conveyed in it but should be shorter in length.
3. Clarity: It must give appropriate and explicit meaning that
would not diversify and confuse the reader at any instance. By
placing prominence and consequences with all the facts and
figures.

4. 4 Completeness: Also it is important that the message must have
complete meaning that will providing the sufficient information
to its reader.
5 Courtesy: Another important feature is that the sender must be
emphasizing on the courteous tone and must give some
compliments and benefits to its readers.
5 Correctness: The message conveyed must be checked for
correctness and should be free from all grammatical errors
6 Consideration: There must be proper consideration in the
message and it should emphasize on you attitude rather than ‘I’
and ‘we’ kind of words.

5. Role of communication
Communication is a managerial skill, which is
essential for effective leading & motivation of people
at work. The importance of effective communication
system increases with increase in size of business,
growing competition & advancement in technology.
 Better planning: communication improves the quality
of planning. The management can receive suggestions
& comments from subordinates. The entire plan will
fail if the information regarding latest market
developments is not available to the planners.

6. Role……
 Brings co-ordination: Top management communicate
its policies, objectives, programmes.etc to the lower
levels & in turn receives reactions, suggestions.
Group meetings as a means of coordination, involve
exchange of ideas & knowledge & transfer of
information.
 Helps in decision making: It may not possible for
management to consider all pros & cons before
making decision. Helps to management to come
closer to subordinates & able to identify the problem
& take appropriate decisions.

7. Role……
 Facilitates management: It is important in executing
the plans & then controlling the activities with the
help of feedback information.
 Rapport with employees: Helps the manager to
convey his views, ideas, decisions, suggestions &
feelings to the employees. It builds the atmosphere of
mutual trust & confidence & management is able to
lead guide employees effectively.

8. TYPES OF COMMUNICATION
NETWORK
 1.) Formal Network
 2.) Informal Network

9. PURPOSE AND FUNCTIONS OF
COMMUNICATION:
PLANNING
ORGANIZING
STAFFING
LEADING
CONTROLLING
MANAGEMENT
FUNCTIONS
CUSTOMERS
SUPPLIERS
GOVERNMENT
COMMUNITY
OTHERS
STAKEHOLDERS
COMMUNICATIO
N

10. o Helps establish and dessiminate the goals of the
organization.
o Facilitates the development of plans for the
achievement of goals.
o Helps managers utilize manpower and other resources
in the most effective and efficient way.
o Helps managers select , develop , and appraise
members of organization.

11. o Helps managers lead , direct, motivate, and create
a climate in which people are willing to contribute.
o Facilitates control and evaluation of performance.
Therefore, effective communication not only
helps managers discharge their duties but
also builds a bridge between managers and
the external environment of the organization.

12. Communication Process
 The communication process consists of a message being
sent and
received .
 The message maybe verbal or non-verbal.
 Added to this
is the element of feedback to ensure that the
message sent was received exactly as intended.

14. Communication Process
1. THOUGHT
First, information exists in the mind of the
sender. This can be a concept, idea,
information, or feelings.
2. ENCODING
The sender of the information organises his
idea into a series of symbols (words,sign etc)
which he feels will communicate to the
intended receiver

15. Communication Process
3. MESSAGE
The message is the physical form into
which the sender encodes the information.
4. COMMUNICATION CHANNEL
After encoding the message,the sender
chooses the mode of transmission.

16. Communication Process
5. RECEIVER
The communication process is only said to be
complete when the message is received by
the receiver.
6. DECODING
IT is a process by which the receiver draws
meanings from the symbols encoded by the
sender.

17. Communication Process
7. FEEDBACK
After receiving the message ,the receiver will
take necessary action and send feedback
information to the communicator.

18. DIRECTION OF COMMUNICATION
FLOW

19. DOWNWARD COMMUNICATION
 Flows from superior level to
subordinates.
 People have high degree of
respect & fear towards this
communication.
 Eg. Orders & instructions
about the job.
 Organizational policies &
procedures.
 Questions inviting upward
communication.

20. UPWARD COMMUNICATION
 Flows from subordinate position to superior
position.
 Easily susceptible to distortion.
 Eg. Feedback of subordinate’s work
performance.
 New ideas & suggestions
 Personal & family problem of workers.

21. HORIZONTAL
COMMUNICATION
 Flow of information
between persons of same
hierarchical level.
 Provided by the means of
workers right at any level to
consult or work with others
at same level.
 Provides emotional & social
support

22. BARRIERS TO
COMMUNICATION

23. Barriers To Effective
Communication
 SEMANTIC BARRIER
This barrier arises when the communicator is
not able to convey his message in the same
way he intended because a word may be
misunderstood because it has one meaning for
you and another for someone else.

24. Barriers To Effective
Communication
 PERCEPTUAL BARRIER
This is a major psychological barrier to
communication as people greatly differ in the
way they perceive things and events. Effective
communication requires an open mind and the
willingness to see things through the eyes of
others.

25. Barriers To Effective
Communication
 NOISE
Equipment or environmental noise impedes
clear communication. The sender and the
receiver must both be able to concentrate on
the messages being sent to each other.

26. Barriers To Effective
Communication
 PHYSICAL BARRIERS
They are often caused due to the nature of the
environment .Thus, for example, the natural
barrier which exists, if staff are located in
different buildings or on different sites.

27. Barriers To Effective
Communication
 RED TAPE
Message gets passed on to many different
people before finally reaching the recipient
making the process too long and the message
changing. Also, actions can be delayed as a
result of a late arrival of the message

28. RUMOUR
Rumour is a grapevine information which is
communicated without authentic standards of
evidence being present.

29. REASONS FOR RUMOUR
1. One cause is plain maliciousness.
2. Employee’s anxiety and insecurity because
of poor communication in the organization.
3. Rumour also serves as a means of wish
fulfilment or applying pressure upon the
management.
4. Rumour largely depends on the interest and
ambiguity perceived by each person, it tends
to change as it passes from person to person.

30. DEALING WITH RUMOUR
 Preferred way to deal with rumours is to get at its
cause.
 When causes are known, it should be stopped as early
as possible.
 Face-to-face supply of facts is the most effective way.
 Oral message must be repeated clearly.
 Message should not be exaggerated.
 Message should conformed by written message.

31. ACHIEVING EFFECTIVE
COMMUNICATION
Communication is the soul of an organization, and without it the organization can’t
exist. Therefore managers must ensure that there is adequate and smooth flow of
communication in all directions. For this the manager has to take necessary steps
for making communication effective.
1. Clarity in idea- the communicator should be quite clear about what he
want to communicate. It is a process starting with ideation that includes
generation of ideas which are meant for communication.
2. Purpose of communication- every communication has some purpose.
However the ultimate objective may be extended, for example, getting an
order accepted by the subordinate. The communication should be extended
towards the objective by the communicator.
3. Empathy in communication- the way for effective communication is to
be sensitive towards receiver’s needs, feelings and perceptions. This is
what imply projecting oneself into the viewpoint of the other person. When
the sender looks at the problem’s from receiver’s point of view
misunderstanding is avoided.

32. 4. Two way communication- two way communication brings two minds
together which is the core of any communication. It involves a continuous
dialogue between sender and receiver of the message.
5. Appropriate language- the matter of communication is transmitted by
encoding it into symbols. Such symbols may be in the form of words, either
spoken or written, and gestures. The language used for communication
should be understandable by the receiver. Technical terminology may be
impressive looking but they can also be troublesome to the listener.
6. Supporting words with actions- often it is said that action speak louder
than words. The sender may use the actions to emphasize on a point. This
enhances in understanding the important point in communication. This will
also ensure seriousness in communication.
7. Credibility in communication- one criteria for effective managerial
communication is that it has believability. The subordinates obey the order of
the superiors because he has demonstrated that he is worthy of trust. He
must also maintain the trust and credibility.
8. Good listening- a communicator must be a good listener too. By this
process, he is not only giving chance to others to speak but he gathers useful
information. By concentrating on the speaker’s words the manager can
obtain a much better understanding of what is being said.

33. Newstrom and Davis suggested some points which may be observed
in listening:
•No talking
•Put the talker at ease
•Show the talker that you want to listen to
•Remove distractions
•Emphasize with the talker
•Be patient
•Hold your temper
•Go easy on arguments and criticism
•Ask questions