Communication Definition and Elements

Definition of Communication

• Communication is a two-way process that involves an exchange and progression of ideas towards a mutually accepted direction or goal.
• The basic elements of communication include:
  • Sender/Encoder/Speaker
  • Receiver/Decoder/Listener
  • Message
  • Medium
  • Feedback
• Communication is derived from the Latin word "Communis," meaning "to share," that is, sharing of ideas, concepts, feelings, and emotions.

Nature of Communication in Organizations

• Signs and symbols are basic and acceptable signals drawing the attention of the audience in communication.
• Words are other forms of symbols, the meaning of which we must agree upon as a medium of expression to stimulate actions in a desired manner.
• In an organization, communication involves people from different backgrounds, disciplines, and status levels in the organizational hierarchy.
• Communication requires special communication skills and techniques.

Memos

• A memo is an abbreviation of memorandum, which means to provide information.
• A memo is a written statement that provides information by a person or a committee to other people.
• It is a brief official note circulated to one or more people, depending on the nature of the information to be circulated.

Reports

• Business reports are efforts to convey information, especially useful to present complex information in a way that facilitates problem-solving and decision-making.
• Written reports are necessary under three circumstances:
  • When the person who must make the decision is too far removed either in distance or technical expertise from a particular operation to observe it directly or accurately.
  • When an organization will need to retain particular information for comparative studies or future reference.
  • When a particular situation is so complex that it requires careful analysis by one or more person.
• The main purpose of a business report is to convey information from persons in a position to observe a situation directly to the person responsible for making a decision based on those observations.

Types of Reports

• There are three basic types of reports:
  • Maintenance Reports
  • Task Reports
  • Human Reports

Maintenance Reports

• These reports are written to help an organization maintain its operations.
• They are usually a regular part of a job, and companies generally have "form" with blank spaces that can be filled in to help personnel provide maintenance information.
• Examples of maintenance reports include weekly sales reports and monthly inventory reports.

Task Reports

• These reports involve special assignments to help management solve particular problems.
• They are expected to help management make a report that will solve specific problems facing the management at that particular time or propose a solution for a particular expected problem in form of a proposal.

Human Reports

• These reports are not assigned jobs, but rather involve proposals and format suggestions submitted in report form to help management learn about problems and possible improvements in procedures from those closest to the situation.
• These reports are frequently called human reports because management's willingness to consider them valuable improves company morale.

Applications and Resume

Filling Up Employment Applications

• Many organizations have a standardized employment "form" or "format" that they might expect the candidate to fill before the selection process.
• The accuracy with which the form is filled, together with the manner in which the details have been provided, helps the organization in assessing the true merit of the candidate.

Resume

• A resume is a one to two-page summary of skills, experience, accomplishments, and education written to capture the attention of the reader, and its basic purpose is to secure an interview.
• Characteristics of a resume include:
  • It can be tailored for a company and the job that an individual wishes to apply for.
  • It is original and geared towards a specific goal.
  • It is more descriptive than a C.V.