COMMUNICATION

2. FORMATE OF THE PRESENTATION
Introduction
Meaning and definition of communication
Characteristics of communication
Importance of communication or Advantages
Types of communication
Barriers of effective communication

3. Introduction
The act of sharing or exchanging information , ideas or feelings.
the methods that are used for travelling to an from a place or for
sending messages between places .

4. MEANING & DEFINITION OF
COMMUNICATION
 Communication means exchanging information
among individuals working in any organization.
 According to Louis A. Allen-: communication is the
use of all the things does , when he wants to n create
understanding in the mind of another. It is a bridge of
meaning . It involves a systematic and continuous
process of telling , listening and understanding.”

5.  According to Elliott jaques :- the sum total of directly
and indirectly , consciously and unconsciously
transmitted feeling, attitudes and wishes.
 Newman and summer hold that :- communication is
an exchange of facts , ideas , opinions or emotions by
two or more persons.

6. Characteristics of communication
 Goal-oriented activity
 Two-way process
 Internal process
 Perpetual process
 Administrative process
 Human process
 All pervasive

7. Characteristics of communication
 Goal-oriented activity : its aim is not to convey or receive
information only. Its purpose is to realise the basic objectives
of the business unit. Communication is indispensable for
realisation of objectives.
 Two-way process :communication is two-way process. It
includes the acts of giving and receiving information both.
 Internal process : communication is internal to the
organisation in the sense that it is confined only members to
the organisation who use it.

8.  Perpetual process : communication is perpetual process. The
exchange of views and opinions goes on continuously among the
employees of a business enterprise.
 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.
 Human process : communication is a kind of human process it
is effected between two human beings .
 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 pension in different
level of management .

9. IMPORTANCE OF COMMUNICATION
OR ADVANTAGES
Smooth running of the enterprise
Maximum productivity
Assists other functions
Job satisfaction
Basis of leadership
Establishment of human relations

10. Importance of
communication
Smooth running
of the enterprise
Maximum
productivity
Assists other
functions
Job
satisfaction
Basis of
leadership
Establishment of
human relation

11.  Smooth running of the enterprise :- the management
may have best planning , the most efficient personnel , but
unless the policies and decisions are effectively
communication to the personnel , the business cannot
succeed . Effective communication is essential for
motivating the employees.
 Maximum productivity :- effective communication of
polices are to be conveyed to the employees and the beliefs
and complaints of the employers in tern are to be received
by managers .
 Assists other functions :- communication helps others
functions of management like planning and co-ordination ,
top officials and lower level personal communicate their
ides and suggestions on the formulation of a plan.

12.  Job satisfaction : good communication promotes
mutual understanding and this leads to job
satisfaction among employees.
 Basis of leadership :-it is impossible to think of
leadership in the absence of effective communication
between the leader and his followers . For leadership
to exist a two way communication establishing close
relations between persons is essential.
 Establishment of Human Relations : According to
Robert D. Berth , Human relation are impossible
without communication and communication is
impossible without human relations .

13. TYPES OF COMMUNICATION
 Formal and informal communication
 Verbal and written communication
 Upward , downward and horizontal communication

14. Formal communication
There are two types of communication when considering
the formality of the communication. One is the formal
and official type of communication which can be emails,
letterheads, memos, reports and other such kinds of
written material. These are considered as documentary
evidence and certain formality is associated with them.
You cannot submit such formal documents and later
deny them.

15. Informal communication
 Informal communication is one where there is nothing
official about the communication that is happening. It
can be known as Grapevine communication. There is
no specific channel of informal communication
because there is Social media, Whatsapp, SMS which
are all vehicles of informal communication which can
be used by people.

16. Verbal and written communication
 The Verbal Communication is a type of oral communication
wherein the message is transmitted through the spoken words.
Here the sender gives words to his feelings, thoughts, ideas and
opinions and expresses them in the form of speeches,
discussions, presentations, and conversations.
 The Written Communication refers to the process of
conveying a message through the written symbols. In other
words, any message exchanged between two or more persons
that make use of written words is called as written
communication.

17. Upward , downward and horizontal
communication
 Downward communication: downward communication is that which
flows from a superior to a subordinate e.g a managing director may
issue orders to sales manager. Orders , instructions , circulars ,
bulletins etc. come under downward communication .
 Upward communication : Communication is upward when it flows
from the lower levels of organisation the top levels of authority , e.g
departmental heads may report to the general manager . Examples of
upward communications are activity reports , suggestions ,grievances ,
opinions etc.
 Horizontal communication: horizontal communication refers to
interchage of ideas among the officers the other personnel refers to
interchange of ides among the officers and other personnel of the same
rank. consultation between departmental managers an meetings of
the workers of the same class to discuss a problem belong to this mode
of communication .

18. Barriers to effective communication
 Badly Expressed massage
 Change of meaning during transmission
 Lack of Attention
 Clarified Assumption
 Insufficient adjustment period to change
 Lack of trust
 Overloaded communication
 Neglect of proper ordering of information
 Selection of improper medium
 Sentimental
 Fear
 Failure in giving information
 Premature Evaluation

19.  Badly expressed message : when the sender shows
carelessness in expression of the message choose wrong
words constructs awkward , sentences , omits some
important point and creates confusions in drafting , then it
is costly errors .
 Change of meaning during transmission : The mining
of the message may change as it passes from one individual
to another it is believed that about 30 per sent of
information gets evaporated in such transmission process .
 Lack of attention : many of the employees do not care to
pay attention to the bulletin , notices , circulars and
reports published by the company, and hence, thy do not
have important information concerning their firm.

20.  Unclarified assumption : Sometimes, the senders
and receivers both assume away certain things, which
may not in fact be contained in the message.
 Lack of Trust : Sometimes, supervisors represent
message received from the top managers in a distorted
from. Due to such off-repeated experience, employees
do not take message seriously, show not interest in it
and make delay in its implementation.
 Insufficient Adjustment period to change :
sometime managers propose important change
affecting employees significantly . But if such change
are implemented without giving sufficient time to the
person concerned to whom message is communicated.
It will fail.

21.  Overloaded communication : If the same employee has to
send so many different kinds of information .he feels
overloaded . He tends to give more importance to the quick
disposal of work at the cost of accuracy of information . Thus.
Overloading of information reduces the effectiveness of
communication .
 Neglect of proper ordering of information : Information
should be arranged order according to this importance . If
information not ordered correctly and is cut short , follow-up
action cannot be taken on time and employees who are
excluded from the communication channel feel
displeased.Hence, it is become difficult to take decisions and
implement them on a right time.
 Selection of improper Medium : if wrong or improper
medium is chose for conveying a message , it fails to reach the
persons concerned.

22.  Sentimental : some sentimental persons give
precedence to emotion over the content of messages.
Consequently , correct information cannot be
obtained.
 Fear : often , the managers rely on their assistants for
gathering information . They receive routine reports
and special reports from their assistants . But the
assistants do not always convey true or complete
information in the reports . This may be due to fear
that true information would harm their interests, as it
may displease the superiors .

23.  Failure in giving Information : managers cannot
give all information to the employees . Hence, they
have to decide which information to convey to them.
Sometime , they fail to give even impotent information
because of carelessness.
 Premature Evaluation :Evaluation of what the other
person has to play an important role in making
communication more effective. But evaluation must be
made after carefully listening to the speaker and
judged from what is being said, but the hidden
meaning must be understood.