SUBJECT: PRINCIPLES OF MANAGEMENT
COURSE CODE:
• Communication
• Definition of Communication
• Process of Communication
• Importance of Communication
• Types of Communication
• Barriers to Communication
• Characteristics of a good Communication System
• Qualities of effective communication
COMMUNICATION
Meaning of Communication the imparting or
exchanging of information by speaking, writing, or using
some other medium.
Communication is simply the act of transferring
information from one place, person or group to another.
Every communication involves (at least) one sender, a
message and a recipient. ... These include our emotions,
the cultural situation, the medium used to communicate,
and even our location.
PURPOSE OF COMMUNICATION
Linking people in organization
Integrated managerial functions
Linking enterprise to external environment
PROCESS OF COMMUNICATION
The process of communication refers to the transmission
or passage of information or message from the sender through
a selected channel to the receiver overcoming barriers that
affect its pace.
The process of communication is a cyclic one as it begins
with the sender and ends with the sender in the form of
feedback.
It involves the following elements.
Sender of message
Encoding
Message
Media
Receiver
Feedback
Noise
TYPES OF COMMUNICATION
There are four main categories or communication
styles including verbal, nonverbal, written and visual:
Verbal. Verbal communication is the use of language to transfer
information through speaking or sign language.
Nonverbal: It is the use of body language, gestures and facial
expressions to convey information to others. It can be used both
intentionally and unintentionally.
Written: It is the act of writing, typing or printing symbols like
letters and numbers to convey information. It is helpful because it
provides a record of information for reference. Writing is commonly
used to share information through books, pamphlets, blogs, letters,
memos and more. Emails and chats are a common form of written
communication in the workplace
Visual: It is the act of using photographs, art, drawings, sketches,
charts and graphs to convey information. Visuals are often used as an
aid during presentations to provide helpful context alongside written
and/or verbal communication. Because people have different learning
styles, visual communication might be more helpful for some to
consume ideas and information.
IMPORTANCE OF COMMUNICATION
Communicating helps people to express their ideas and
feelings, and it, at the same time, helps us to understand
emotion and thoughts of the others. It is no doubt
that communication plays a vital role in human life.
The communication brings people together, closer to
each other.
The communication is an important management
function closely associated with all other managerial
functions. It bridges the gap between individuals and
groups through flow of information and understanding
between them.
BARRIERS OF COMMUNICATION
There are five key barriers that can occur within a
company:
Language,
Cultural diversity,
Gender differences,
Status differences and
Physical separation.
These barriers to communication are specific items that
can distort or prevent communication within an
organization.
BARRIERS OF COMMUNICATION
Barriers related to sender are
lack of planning
Unqualified assumptions
Poorly Expressed Message
Barriers related to Media are
Semantic dissociation
Loss by transmission
Barriers related to Receiver are
Poor listening
Premature evaluation
Overloaded information
Selective perception
Bothe sender and receiver are
Difference in frame of reference
Difference in perceptions between sender and receiver
Difference in position, status, power ad knowledge
SEVEN CHARACTERISTICS OF EFFECTIVE COMMUNICATIONS
Completeness
Conciseness
Consideration
Concreteness
Courtesy
Clearness
Correctness
SEVEN CHARACTERISTICS OF EFFECTIVE COMMUNICATIONS
Completeness. Effective communications are complete,
i.e. the receiver gets all the information he needs to
process the message and take action. Conciseness.
Conciseness is about keeping your message to a point.
This is more about the content of your message rather
than its length. Even a short memo can include
irrelevant or redundant information.
Conciseness helps the receiver focus on what’s
important, speeds up the processing of information and
caters for improved understanding.
SEVEN CHARACTERISTICS OF EFFECTIVE COMMUNICATIONS
Consideration Effective communication takes into
account the receiver’s background and points of view. If
your message hits a nerve or sounds as disrespectful, the
emotional reaction of the receiver might affect the
perception of your message.
Concreteness A concrete message is specific, tangible,
vivid. It’s supported by facts and figures for enhanced
credibility. It helps your audience gain an overview of
the broader picture. Concreteness mitigates the risk of
misunderstanding, fosters trust and encourages
constructive criticism.
Courtesy: Courtesy and consideration complement each
other in effective communications. Courtesy
means respecting the receiver’s culture, values and
beliefs – i.e. crafting a message that is genuinely polite
and unbiased.
SEVEN CHARACTERISTICS OF EFFECTIVE COMMUNICATIONS
Clearness The clearer your message, the easier it gets
for the receiver to decode it according to your original
intent. While this sounds obvious, most communication
pitfalls originate from lack of clarity. Want to deliver an
effective message? Start with a clear communication
goal and accurate thoughts. Clear communications build
on exact terminology and concrete words, to reduce
ambiguities and confusion in the communication
process.
Correctness Correct grammar and syntax vouch
for increased effectiveness and credibility of your
message. Formal errors might affect the clarity of your
message, trigger ambiguity and raise doubts. They
might also have a negative impact on the overall
perception of the message, which could be seen as sloppy
or negligent.
QUALITIES OF EFFECTIVE COMMUNICATION
Effective communication requires some conditions or elements
or factors.
Pre thinking
Specific objectives
Timeliness
Conciseness
Completeness
Correctness
Persuasiveness
Concreteness
Feedback
Mutual interest
Use of appropriate language
Considering the receiver
Use of appropriate media
Emphasizing on informal relationship
Effective listening
QUALITIES OF EFFECTIVE COMMUNICATION
Pre thinking
Pre-thinking about the message is an
important quality of effective communication. Pre-
thinking enables the sender to develop a creative
message and to transmit it efficiently.
Specific objectives
Communication occurs with specific objectives.
Therefore, the communicator must know the objective of
communication and must arrange the message
accordingly.
Timeliness
The usefulness of any message depends on its
timely transmission. If the message is not transmitted in
the appropriate time, its utility is lost. So the
communicator should consider the time of
communication.
QUALITIES OF EFFECTIVE COMMUNICATION
Conciseness
Another important quality of effective
communication is that the message should be concise.
The concise message is one that contains only relevant
and necessary facts to avoid repetition and organize
properly.
Completeness
Effective communication transmits a complete
message so that the receiver can understand the full
meaning of the message. The sender should not sacrifice
completeness to attain conciseness.
Correctness
Effective communication contains only the correct
messages. False, manipulated, and exaggerated
information irritates the receiver and makes the
communication ineffective.
QUALITIES OF EFFECTIVE COMMUNICATION
Persuasiveness
Persuasiveness is an important quality of Effective
communication. It helps to develop a positive attitude of
thy receiver towards the message.
Concreteness
Business communication becomes effective- when it
excludes irrelevant facts. Concreteness is essential to
express the communicator’s view to the receiver
unambiguously.
Feedback
Effective communication always keeps the provision
of feedback. Feedback ensures that the message has
reached the intended receiver.
QUALITIES OF EFFECTIVE COMMUNICATION
Mutual interest
When communication considers the interest of both
the sender and receiver, it is treated as effective
communication. If the message ignores the interest of
the receiver, communication may fail to attain its goal.
Use of appropriate language
Effective communication always uses appropriate
language. Appropriate language avoids ambiguous and
complex words, misleading non-verbal cues, technical
jargon, poetic words, etc
Considering the receiver
An effective communicator thinks about the
receiver’s knowledge, ability, interest, origin, etc. This
increases the utility and acceptability of communication.
QUALITIES OF EFFECTIVE COMMUNICATION
Use of appropriate media
Selecting suitable media is essential for successful
communication. The sender should select the written or
oral media depending on the nature and importance of
the message, availability of time, cost, receiver’s ability,
etc.
Emphasizing on informal relationship
The communicator requires giving attention to
establishing informal relationships with the receiver
along with the formal relationships as it ensures the
success of communication.
Effective listening
The communicator is also an effective listener. He
has to listen attentively to the response of the receiver.
Therefore, the sender should possess the ability to hear
the receiver’s response attentively with due patience.
