Communication

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 Overview UNIT-1
 Introduction, Definitions Of Communication

 Role Of Communication In Business

 Purpose Of Communication

 Communication Situation

 Communication Process

 Forms Of Communication ( Formal & Grapevine)

 Barriers Of Communication

 Seven Cs Of Communication
 Introduction
The term "communication" is derived from the Latin word
"communicare," which meaning "to share."

Communication may be described as the exchange of ideas or

information between two or more people in order to achieve mutual
understanding and desired action.

It is the exchange of facts, ideas and viewpoints which bring about

commonness of interest, purpose and efforts.
 Definitions Of Communication
 According to Keith Davis, 'The process of passing the information and
understanding from one person to another.

 As per Peter Little communication as : “Communication is the process by

which information is transmitted between individuals and / or organizations
so that an understanding response results.”

 Another very simple definition of 'communication' has been provided by

W.H. Newman and C.F. Summer Jr: “Communication is an exchange of
facts, ideas, opinions, or emotions by two or more persons.”
Importance of communication
Importance…

 Promotes motivation: Communication promotes motivation

by informing and clarifying the employees about the task to
be done, the manner they are performing the task, and how to
improve their performance if it is not up to the mark.

 Decision-making : Communication is a source of

information to the organizational members for the decision-
making process as it helps identify and assess the alternative
courses of action.
Importance…
 Altering an individual’s attitudes: Communication also plays a
crucial role in altering an individual’s attitudes, i.e., a well-
informed individual will have a better attitude than a less-informed
individual. Organizational magazines, journals, meetings, and
various other forms of oral and written communication help in
molding employees’ attitudes.

 In socializing :Communication also helps in socializing. In today’s

life the only presence of another individual fosters communication.
It is also said that one cannot survive without communication.
Importance…
 Controlling behavior :Communication also assists in
controlling the process. It helps controlling organizational
member’s behavior in various ways. There are various levels
of hierarchy and certain principles and guidelines that
employees must follow in an organization. They must
comply with organizational policies, perform their job role
efficiently and communicate any work problem and
grievance to their superiors. Thus, communication helps in
controlling function of management.
Purpose Of Communication
 For instruction
 For integration
 For information
 For evaluation
 For direction
 For teaching
 For influencing
 For image building
 For employees orientation
For instruction
The instructional function is consistent and, most notably,
addresses the commanding element. It's more or less
directive in style. Under this, the communicator transmits
necessary instructions and guidance to the next level,
allowing them to do his specific job. In this case,
instructions flow from the top to the bottom level.
For integration

It is a consolidated function that strives for activity

integration. The integration function of
communication is primarily concerned with
establishing interdependence among the many
activities of a commercial organisation. It aids in
the integration of various managerial tasks.
For information
 In an organization, the objective or function of
communication is to inform an individual or group about a
certain task or business policies and processes, etc. Through
the middle level, top management communicates policy to the
lower level. The lower level then tells the upper level of the
reaction via the intermediate level. Throughout the company,
information can move vertically, horizontally, and diagonally.
For evaluation
 Communication is a method for assessing an individual's
or a team's contribution to the organization. Evaluating
one's own inputs, the outputs of others, or an ideological
system necessitates an adequate and successful
communication mechanism.
For direction
 Communication is needed for top management or
managers to issue directives to subordinates. When
employees are led by superior, they performs
better. The act of directing people can be
transmitted vocally or in writing.
For teaching
 The significance of personal safety on the job has been
widely acknowledged. To train and educate workers about
personal safety on the workplace, a comprehensive
communication method is essential. This communication
assists workers in avoiding accidents, risks, and other
costs, processes, and so on.
For influencing
 In order to influence others or be persuaded, a
comprehensive communication process is required.
Individuals with the ability to influence others can readily
convince others. It entails providing feedback on the
effectiveness of communication.
For image building
 A firm cannot exist in isolation from the rest of society.
The society and an enterprise working are interconnected
and interdependent. The people must be inculcated with
trust and confidence. It may be accomplished by
communication with various media, which must represent
the firm's image in society. An company must tell society
about its aims, operations, growth, and social
responsibilities through an efficient external
communication system.
For employees orientation
When a new employee enter into the organization at that time
he or she will be unknown to the organization programs,
policies, culture etc. Communication helps people get
familiar with their coworkers, superiors, and the
organization's goals, objectives, rules, and laws.
Elements of communication process
The communication process is a series of steps taken to communicate
effectively. The communication process involves a following elements:
 1. Sender

 2. Message

 3. Encoding

 4. Communication channel

 5. Receiver

 6. Decoding

 7. Feedback
Communication process
1. Sender
 The sender, also known as the communicator or source, initiates the
communication process.

 The sender always starts the communication process by forming the

idea, feelings and intentions that will be transferred.

 HE / she has information, an order, request, or inquiry that he or she

wishes to share with others.

 The sender must first encode the message in a form that can be
understood.
2. Message

 The information that the sender wants to convey to the

recipient is called message or content.
 Body language and tone of speech may convey additional
subtext.
 When all three parts - sender, receiver and message - are
combined, you have the communication process in its simplest
form.
3. Encoding
 Encoding is the process of turning thoughts into communication.
Since the subject matter of communication is theoretical and
intangible, its transmission necessitates the use of symbols such as
words, acts, or pictures, among others.
 Conversion of subject matter into these symbols is the process of
encoding.
 The encoder uses a ‘medium’ to send the message — a phone call,
email, text message, face-to-face meeting, or other communication
tool.
4. Communication channel /Media
 The individual who want to communicate must select a channel via
which to deliver the necessary information, thoughts, and so on. This
information is delivered to the receiver via several routes, which might be
formal or informal.
 There are several forms of media. Face-to-face communication as well as
popular channels such as emails, messaging applications, television, and
videos is examples.
 To connect with our peers and coworkers nowadays, we rely significantly
on digital channels such as social media and messaging applications.
Because of emoticons and exclamation points, people have gotten
accustomed to interpreting text.
5. The Receiver

 The person to whom a message is directed is called

the receiver or the interpreter.
 To comprehend the information from the sender, the receiver
must first be able to receive the sender's information and then
decode or interpret it
 Receiver tries to understand the message in the best possible
manner in achieving the desired objectives.
6. Decoding

 It is the process of decoding the sender's encoded signals. Before

putting the information to use, the individual receiving it must
process and decode it so that it could be understood.
 The receiver decodes the actual matter that the sender wants the
recipient to know or have information of throughout the decoding
process.
 The success of the communication process is determined by when
the recipient gets the message exactly how the sender want to
convey it to the receivers.
7. Feedback
 Feedback is the receiver’s response to the message sent by the
sender.
 Feedback is the main component of communication process as it
permits the sender to analyze the efficacy of the message. Feedback
verifies whether the message has been encoded, transmitted,
decoded, and understood without any shortcomings.
 Feedback allows the sender to evaluate the effectiveness of his
message.
 It helps the sender in confirming the correct interpretation of
message by the decoder. Feedback may be verbal (through words) or
non-verbal (in form of smiles, sighs, etc.
Channels of communication
 In order for an organization to be run effectively, a good
manager should be able to communicate to his/her employees
what is expected of them, make sure they are fully aware of
company policies and any upcoming changes.
 Therefore, an effective communication channel should be
implemented by managers to optimize worker productivity to
ensure the smooth running of the organization.
Formal Communication

 The content of the communication is related to the

organization’s activity, to the work and to anything which is
related to those.
 The formal communication can consist in verbal messages,
nonverbal messages, written, under the shape of letters,
telephone messages, radio messages, printed, internal notes.
Formal Communication

 Usually, all formal communications are recorded and kept in the

organization’s evidence.

 The formal communication network is formed out of formal

channels, created by setting a formal system of responsibilities
according to the hierarchical structure of the organization.
Informal Communication

 Informal communication, often known as grapevine, emerges

from all avenues that lie outside of established channels.
 It is based on the sociological association of the organization's
members.
 Informal communication does not adhere to authority lines in
the same way that formal communication does.
 Informal Communication

 Informal communication occurs as a result of the particular

requirements of an organization's members and exists in all
organizations.
 Normally, such communication is spoken, but it may also be
communicated with a mere glance, sign, or silence.
 Informal communication is a type of communication that is
implicit, spontaneous, multifaceted, and diversified. It frequently
works in groups of individuals, for example, when one person
gets some interesting knowledge, he passes it on to his informal
group, and so on.
Advantages of Grapevine Communication

 Grapevine channels transmit information quickly. When an employee

learns of any confidential information, he becomes curious and passes
the details on to his closest colleague, who subsequently passes it on to
others. As a result, it spreads quickly.
 Managers learn about their employees' reactions to their policies. As a
result, input is gathered more quickly than through a formal route of
contact.
 The grapevine fosters staff solidarity by allowing them to communicate
and discuss their ideas with one another. As a result, grapevine aids in
the development of social cohesion.
 The grapevine has an emotional comforting value.
 when formal communication does not work, the grapevine serves as a
backup plan.
 Disadvantages of Grapevine Communication
 Because it is based on rumors, the grapevine can only provide limited information at
times. As a result, it does not fully capture the total condition of situations.
 The grapevine is not always reliable since it does not follow the formal channels of
communication and is distributed more through gossip and unverified sources.
 Employee productivity may suffer if they spend more time talking than working.
 The grapevine develops to hostility toward the executives.
 The grapevine may impede the organization's goodwill by disseminating inaccurate
negative information about the organization's high-level executives.

A wise manager will consider all of the grapevine's drawbacks and find ways to reduce
them. At the same time, he should make the best use of grapevine's advantages.
Barriers in Business Communication

The success of any communication the receiver attributes the

same meaning to the message as intended by the sender. But all
communication is not perfect or successful. At times, some
meaning is lost as the message encounters various barriers along
its passage. Such barriers may arise at any of the stages during
the process of communication. This is also called
miscommunication.
Types of barriers
Barriers to communication can be classified into the following broad
categories:
 1) Physical or environmental barriers
 2) Physiological or biological barriers
 3) Semantic or language barriers
 4) Personal barriers
 5) Emotional or perceptional barriers
 6) Socio-psychological barriers
 7) Cultural barriers
 8) Organizational barriers