Communication

• Communication is defined as an exchange of facts, ideas, opinions, or

emotions to create mutual understanding. It is the sum of all things one
person does in order to create understanding in the minds of others.
• Communication is a two-way process which involves transferring of
information or messages from one person or group to another. This
process goes on and includes a minimum of one sender and receiver to
pass on the messages. These messages can either be any ideas,
imagination, emotions, or thoughts.

• Communication is a Latin word which means “to share”. There are

different modes of communication available today. These include
emails, chats, WhatsApp, skype (conference calls), etc. Effective
communication makes people’s work easier and smooth.
 Features/Nature of Communication
• The features of communication are as follows:
• Communication is a social process as two or more people are
involved in it and they exchange ideas, information and knowledge.
• Communication is a pervasive function. Communication is required in
all functions of management. It is required in planning for the
communication of information. Organising requires communication
to transfer information about tasks, authority and responsibility.
Selection, training, appraisal, etc., require the interchange of facts
and ideas with the employees. Thus, communication is a universal
element in the management process.
• Communication is a continuous process. Organisations cannot exist
without communication. It is like the circulation of blood in
organisations, as they need to exchange ideas, facts, information, etc.
• The main aim of communication is to create
understanding between sender and receiver.
• Communication is a two-way process as the
sender sends the information and the receiver
receives it. The receiver understands the
information and gives feedback.
 Communication Process
• Communication is an ongoing process that mainly involves three components
namely. sender, message, and recipient. The components involved in the
communication process are described below in detail:
• Sender:
• The sender or contact generates the message and transmits it to the recipient.
He is the source and the first contact
• Message:
• It is an idea, knowledge, opinion, truth, feeling, etc. produced by the sender and
intended for reference.
• Encoding:
• The message produced by the sender is encrypted in a symbolic way such as
words, pictures, touches, etc. before transfer.
• The media:
• This is how the coded message is conveyed. The message can be conveyed orally
or in writing.
• Recording:
• It is a process of modifying the signals sent by the sender. After recording the
message is received by the recipient.
• Recipient:
• You are the last person in the chain and the message you sent was sent. If the
recipient receives the message and understands it correctly and acts on the
message, only then the purpose of the communication is achieved.
• Answer:
• Once the recipient confirms to the sender that you received the message and
understood it, the communication process is complete.
• Noise:
• Refers to any restrictions caused by the sender, message or recipient during the
communication process. For example, incorrect telephone connection, incorrect
coding, incorrect recording, careless recipient, incorrect understanding of
message due to discrimination or inappropriate touch, etc.
• Definitions of Communication
• “Communication is an intercourse by words, letters,
symbols or messages, and is a way that one organisation
member shares meaning and understanding with
another”. – Koontz and O’ Donnell
• “Communication is a process by which people create and
share information with one another in order to reach
common understanding”. – Rogers
• “Communication is transfer of information from the sender
to the receiver with the information being understood by
the receiver”. – Koontz and Weihrich
 Importance of Communication

• Acts as a basis of coordination: An organisation has many

departments, divisions, sub-divisions, etc., and in order to coordinate
the activities of all the departments, communication is essential.
Communication helps in the coordination of various activities and
provides for the exchange of information, ideas, facts, etc.
• Helps in smooth working of an enterprise: Communication is the
basis of the existence of an organisation from its birth.
Communication is necessary for the smooth working of an
organisation. Any new change in the organisation can also be
introduced easily with the help of communication. All the
organisational interactions are dependent on communication and if
communication stops, all the organised actions will come to an end.
• Acts as a basis of decision making: Communication provides
the managers with information and ideas for sound planning
and decision making. It enables a manager to analyse the
problems and gather information for making sound decisions.
Through communication, decisions can be passed to those
who are involved in executing them.
• Increases managerial efficiency: For quick and effective
performance of managerial functions, communication is
essential. Managers convey goals, instructions, allocate jobs
and responsibilities and evaluate performances with the help
of communication. Thus, because of communication entire
organisation is lubricated and works with full efficiency.
• Promotes cooperation and industrial peace: Cooperation and
industrial peace are promoted because of communication by
developing understanding between superiors and subordinates. Any
misunderstanding or misconception can be easily removed with
communication. As communication is a two-way process, an
atmosphere of trust and understanding is maintained in the
organisation.
• Establishes effective leadership: Effective communication is needed
for guiding, inspiring and motivating employees in an organisation.
Leaders need to communicate their ideas, thoughts, suggestions, etc.,
and this can be possible only when there is an effective
communication system in an organisation. Communication is also
needed to know the feelings, responses, problems, grievances and
suggestions of the followers.
• Boosts morale and provides motivation: Motivation and morale of the employees
largely depend on the effectiveness of the communication system. Communication
helps in keeping the employees informed about plans, policies, procedures, etc., and
with such information, employees get a sense of belongingness. Good
communication develops the confidence and trust of workers and enables leaders to
motivate, influence and satisfy their subordinates.
• Helps in training and development: Communication plays a vital role in the training
and development of employees at every level of management. The degree of
learning in a training depends not only on the contents of the training and
development programme but also on how the knowledge and skills are being
transmitted.
• Helps to maintain public relations: An organisation has to deal with both the
internal and external world, which includes customers, investors, trade unions,
government, etc. Organisations are required to maintain healthy and cordial
relations with everyone. It must always strive to convince the public that its actions
are in interests of society.