IMPORTANCE
OF COMMUNICATION
BY
SMART
LEARNING WAY
CONTENTS
Introduction
Meaning
Definition
Features
Importance
Advantages
Disadvantages
Conclusion
Introduction
Management is the art of getting things done
through others A manager passes messages or orders to subordinates or employees
and inform them about the work to be executed and the subordinates execute
orders and inform the manager about the same. Such an exchange of messages is
known as communication.
The ordinary sense of communication is that,
one person passes clear information to another person so that the latter
understands the objective of the communicator and acts on it.
In
modern times, so many speedy tools of communication are available. These tools
include fax machines, computers, internet, mobile phones and SMS (Short Message
Service) Facility.
All
functions of management such as planning, organizing, staffing, leading,
controlling etc. depend on Communication.
Today communication has became an essential
part of management.
Meaning
Communication is a mean of linking people to achieve a common purpose by
transferring information from one person to the other.
The top managers transmit information
regarding objective and plans to the lower level managers who try to understand
them in their right meaning and devise appropriate ways to achieve those
objective in accordance with the plans.
The
transfer of information and the transfer of understanding to interpret that
information in its right meaning draws out a clear distinction between
efficient and effective communication.
Definition
According to Koontz and Weihrich:
“Communication is the transfer of information from a sender to a
receiver, with the information being understood by the receiver.”
According to Newman and Summer:
“Communication is an exchange of facts, ideas, opinions or emotions by
two or more persons.”
According to Stoner and Wankel:
“Communication is the transfer of information, ideas, understanding or
feelings between people.”
But in simple words if we say…
“Communication means exchanging information among individuals working in
any organization.”
FEATURES OF COMMUNICATION
1. Goal-oriented Activity:
Its aim
is not to convey or receive information only. Rather its purpose is to realize
the basic objectives of the business unit.
Communication is indispensable for realization of objectives.
2. Two-way process:
3. Internal process:
Communication is internal to the organization
in the sense that it is confined to only
members to the organization who use it.
4. Perpetual process:
Communication is a perpetual process. The
exchange of views and opinions goes on continuously among the employees of a
business enterprise. Communication begins as a business is launched and it ends
only when the business is wound up.
IMPORTANCE OF COMMUNICATION
The
implementation of policies and programmers of management is possible only
through effective communication. We can understand the importance of
communication from the following point :
1.) Smooth running of the enterprise:
The
management may have best planning, the most efficient personnel, but unless the
policies and decisions are effectively communicated to the personnel, the
business cannot succeed.
Effective communication is essential for
motivating the employees. Even when two persons are working each must understand
what other is trying to do and how. They may talk to each other, write to each
other or make signs with hands. Any how they must get their ideas conveyed from
one to the other.
The smooth running of the organization depends
on an effective system of communication.
If there is communication gap then it can hamper the business activities.
2.) Maximum productivity:
Effective Communication of policies and
decisions to those who are to put them into action results in accurate and
efficient performance.
Good communication results into increased
productivity and production. Communication as an influence process plays a
vital role in any organization.
3.) Assists other functions:
Communication helps other functions of
management like planning, co-ordination etc. Top officials and lower level
personnel communicate their ideas and suggestions on the formulation of a plan.
In the words of Mary Cushing Niles, “Good communications are essential to
co-ordination”.
good communication promotes mutual understanding
and this leads to job satisfaction among employees. Their complaints and
grievances are brought to the notice of the top officials. This helps in
developing good employer- employee relationship.
5.) 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 person is essential. The
efficacy of leadership depends on unambiguous and comprehensive system of
communication.
6.) Establishment of Human Relations:
According
to Robert D. Berth, “Human relations are impossible without Communication and
communication is impossible without human relations.” Importance of human
approach has been accepted almost commonly at present. The views and opinions of the mangers are to
be conveyed to the employees and the beliefs and complaints of the employees in
turn are to be received by the manager. This is how a sound human relation gets
established through communication.
Advantages
1.) Speedy
flow:
The flow of communication should be speedy to
reduce its cost. More the speed, more will be the value and the effectiveness
of such information.
2.) Clear
words and Language:
The words and language in communication should
not be unclear or ambiguous.
3.) Flexibility:
An
effective communication system should be flexible. Flexible to adopt the
environmental changes.
4.) Proper co-ordination :
An effective communication maintains proper
co-ordination between informal communication systems.
5.)A leadership quality :
An
effective communication is the basic requirement of good leadership.
Disadvantages
1.) Lack of planning :
Clear and effective communication is not
possible without planning. Many a times the employees send unclear information
without any planning or thought, leading to chaos.
2.) Faulty
Translation :
At times, the middle order management gets
nothings and messages from the top. Such nothing may not be in the vernacular
and it is interpreted, translated and sent to the lower level. Here the purpose
of communication fails because of errors in interpretation and translation.
3.) Badly Expressed Messages :
Many times, there is no uniformity in the
messages. Important matters may be illegible or unclear and there may be errors
or confusion in the formation of words and sentences.
4.) Unclarified Assumptions :
Many messages depend upon guess work and
assumptions. If these are not clarified while transmitting messages they lose
their meaning and importance.
5.) Poor listening and premature evaluation :
“Listeners are more but attentive listeners
are few.” due to indifferent listening, complete information is not
comprehended. Analysis and evaluation based on incomplete facts leads to wrong
decision.
Conclusion
Communication
is very important in every place of business. Communication is exchanging information among individuals working in any
organization. Communication is the process of passing information and
understanding from one person to another. At every place of business and firm
where there is large production and various departments, communication is of
very much help in getting maximum production, increasing business and building
good relationship between all in the company. Thus, communication plays vital
role in all areas of management and business.
BIBLIOGRAPHY
