UNIT 1 PDF

What is Communication? The English word ‘communication’ is derived from the Latin communis, which means common sense. The word communication means sharing the same ideas. In other words, the transmission and interaction of facts, ideas, opinions, feelings or attitudes. Communication is the essence o...

What is Communication? The English word ‘communication’ is derived from the Latin communis, which means common sense. The word communication means sharing the same ideas. In other words, the transmission and interaction of facts, ideas, opinions, feelings or attitudes. Communication is the essence of management. The basic function of management (planning, planning, staffing, supervision and management) cannot be done effectively without effective communication. 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. 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: 1. Sender: The sender or contact generates the message and transmits it to the recipient. He is the source and the first contact 2. Message: It is an idea, knowledge, opinion, truth, feeling, etc. produced by the sender and intended for reference. 3. Encoding: The message produced by the sender is encrypted in a symbolic way such as words, pictures, touches, etc. before transfer. 4. The media: This is how the coded message is conveyed. The message can be conveyed orally or in writing. 5. Recording:  It is a process of modifying the signals sent by the sender. After recording the message is received by the recipient. 6. 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. 7. Answer: Once the recipient confirms to the sender that you received the message and understood it, the communication process is complete. 8. 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. Types of Communication Verbal Communication and Non-Communication  Verbal communication: Communication occurs through verbal, verbal or written communication that conveys or conveys a message to others is called oral communication. Verbal communication is the use of language to convey information verbally or in sign language.Verbal communication is important because it works well. It can be helpful to support verbal Non-verbal communication Any non-verbal communication, spoken words, conversation and written language is called.  Non-verbal communication: It occurs with signs, symbols, colors, touches, body or facial features. Insignificant communication is using body language, body language and facial expressions to convey information to others. It can be used both intentionally and deliberately. For example, you may have a smile on your face when you hear an idea or a piece of interesting or exciting information. Open communication is helpful when you are trying to understand the thoughts and feelings of others. Mode Of Communication  Formal Communication: Formal Communication refers to communication that takes place through legal channels in an organization. That kind of communication takes place between managers or employees of the same class or between high and low and vice versa.  It may be oral or written but a complete record of that communication is kept in the organization.  Informal Communication: Informal communication is defined as any communication that occurs outside of the official channels of communication. Informal communication is often referred to as the ‘vine’ as it spreads throughout the organization and on all sides regardless of the level of authority. Few Communication Barriers One sometimes wants to connect with one thing, but he is actually saying something else that he did not intend. This type of event in communication behaviour is known as the “Arc of Distortion”. The distortion may be the result of some error in any of the communication channels. These barriers to communication are also known as “barriers”. Some of the barriers to communication:  Lack of proper style, feedback.  Content is not related to customer requirements.  Failure to maintain dual communication.  Bad weather.  Lack of horizontal flow of ideas.  Availability of technical coordinators.  Semantic Problems.  Lack of leadership.  Lack of enthusiasm.  Lack of support from heads of institutions. Importance of Communication 1. Communication Foundation: The manager explains to the employees the goals of the organization, the methods of their success and the interpersonal relationships between them. This provides communication between the various staff and departments. Therefore, communication serves as the basis for collaboration in the organization. 2. Functional:  The manager coordinates the individual and physical aspects of the organization in order to run it efficiently and effectively. This integration is not possible without proper communication. 3. The Basis for Making Decisions: Good communication provides information to the manager that helps them make decisions. No decisions could have been made without knowledge. Thus, communication is the basis for making the right decisions. 4. Improves Management Ability: The manager transfers targets and issues instructions and assigns tasks to subordinates. All of these factors are involved. Importance of Communication Communication plays a vital part in building up a strong relationship across the world, either in organisational structure or outside of it. It is an essential pillar for people in sharing the ideas, delegating responsibilities, management of a team, building up a healthy relationship, etc. Effective communication is necessary for managers in the organisation for planning, organising, leading and controlling. Managers of the organisation are dedicated enough in communicating throughout the day in various tasks performances. They spent the whole time communicating face-to-face or over the phone to their colleagues, subordinates and the clients. Managers also use written communication in the form of Emails, memos, daily reports and so on. Effective communication is a successful building block of the organisational structure. Here The Importance of Communication Can Be Briefed As Follows  Good communication encourages motivational skills.  It is a mode of information in the decision-making process.  Communication emphasises socialising within or outside the organisational structure.  It helps in controlling the process. Employees have to follow the organisation rule, code of conduct and other company policies. Types of Communication There are four types of communication. It is categorised into verbal, non-verbal, written and visual. Verbal Verbal communication is one of the modes where people communicate or transfer information through words. It is one of the common and usual types and frequently used during one on one presentations, video calls or conferences, meetings, phone calls etc. There Are Certain Measures Which Enhance This More Effectively  Firm and Confident Voice: Firm and confident communication reflects the personality of the person. It gives more certainty of completing any task. So always be confident so that your ideas are more precise and specific.  Active listening: A good listener always tends to listen to everyone’s perspective or viewpoints. Active listening helps in identifying each one’s problem or thoughts in a more clear way.  Ignore Filler Words: While giving a presentation, avoid using filler words such as yeah, like, so, etc. It might be distracting to your audiences. Try not to use them in official conferences or meetings. Non-Verbal Non-verbal communication is the use of body language. It includes body gestures, facial expression, and shaking hands, etc.. For example: How you sit during an interview automatically reflects your body language. If they are indicating closed body language like closed arms, bent shoulders, shaking legs, etc., they might be nervous, low in confidence, surrounded with anxiety, etc. Non-verbal communication is the most powerful communication to understand others’ thoughts and emotions. Here are Certain Categories Where Non-Verbal Communication are Briefed Up  Positive Body Language: Always carry a positive body language where you can carry your confidence for performing any task. This type of communication gives support to your verbal talks and makes you more open to any kind of jobs.  Imitate non-verbal communication you find useful: Some facial expression or body language can be found helpful in an interview. If an interviewer has positively nodded his head, it gives a clear positive sign in a closed way, i.e. non- verbal communication. Written It is the form of communication that involves writing, typing and printing symbols, letters, etc. It is used in Emails, chats, etc. which are the common techniques of using it in the workplace. Whereas it also furnishes a record of all docs in one place and keeps a systematic account of it. Here Are Certain Categories Where Written Communication is Briefed Up  Aim for Simplicity: Any type of written communications should be in a simple format and clear. It helps audiences to understand and provides more transparency on information which you're providing.  Reviewing: Whenever you're writing, always review your emails, letters or memos before sending it. Reviewing helps to find the mistakes or opportunities to present something distinct.  Be Careful of Written Tone: Since this is not a mode of verbal or non-verbal communication, always be cautious and have a polite tone while writing.  Keep the Written Files if You Find it Useful: If you received the memo or email which you’re finding helpful or interesting, you could save that template for further references to use it in future writing for improving your written communication. Visual Visualizing is a form of communication where one can use photographs, drawing charts and graphs to convey information through it. It helps in furnishing the right information through graphics and visuals during office presentation (along with verbal and written). Here are Certain Steps Which Help in Visual Communication Skills  Taking Advice Before Going with Visuals: Visual communication includes presentation or emails. Always ask for other’s advice if any mistake can be rectified.  Targeting Audience: Always put those visuals in presentation or emails that can be understood by everyone quickly. If you are giving a presentation on any data or chart which is not familiar to the audience, you need to explain it clearly. There shouldn’t be any usage of offensive visuals. Barriers in Communication There are certain barriers which create hindrance in building up communication over the time period.  Personal Barriers: Communication takes place between receiver and sender. It’s a two-way process which should be clear. In case message formation went wrong, it gives a wrong and unclear message to the recipient. The receiver might get the wrong perspective while receiving a message. Therefore the message should be written effortlessly.  Systematic Barrier: If any machine or electronic errors occur by any means or in any unforeseen situation, it may affect the importance of communication. Flow of Communication An organisation follows the five flow of communications:  Downward Flow: In this, communication flows from the higher level to lower level, i.e. communication carried out by the head of the organisation to the subordinates like providing feedback, giving job instructions etc.  Upward Flow: Communication which flows to the higher level of the organisation is upward communication. Subordinates use upward flow to transfer their grievances and performances to their seniors.  Lateral/Horizontal Communication: It takes place where communication happens between the same level of the hierarchy that is communication between colleagues, managers or between any horizontally equivalent members of the organisation. It benefits employees to perform coordination among the tasks, time-saving, solving problems of employees of other departments or conflicts within the department.  Diagonal Communication: Communication which takes place between the manager and employee of other work departments is known as diagonal communication.  External Communication: Communication which takes place between the manager and external group likes vendors, suppliers, banks, financial institutions and many more. For example, the Managing Director would be meeting with the bank manager to get the bank loan or some other financial work.