Communication
4.1 Introduction
Communication, whether in the guise
of language, social interaction or political action, has become a central issue
in contemporary times. The key element in communication is the relation between
various persons, units or entities and communication
may mean (a) the process by which one
entity achieves a spatial shift, (b) the process by which
one entity achieves contact with
another, with or without any spatial
shift, (c) the process by which one may transmit a message to another, or (d) the process by which
two or more entities may establish an inter-
actional relationship in a structured manner so that they constitute a
community in communication. The inter-relationship between these various senses
of communication can be complex in specific situations.
4.1.1
Meaning and Definition of Communication
A
meaning of communication, commonly known or
understand by people, is
exchange of information between
individuals. But more the pervasive definition of communication is "the process of transferring information
and understanding from one individual to another. The subject of communication
has become of prime concern to numerous scholars since the time of ancient
Greece.
According to I.A. Richards, the English
Literary critic and author, "Communication takes place when one mind so acts upon its environment that another mind is influenced, and in that other
mind an experience occurs which is like the experience in the first
mind, and is caused in part by that experience." This definition is
applicable to all kind of communication. However, more recently, questions are
raised about the sufficiency of any single definition of the term.
“Communication can be defined as an exchange
and exact replication of thoughts, feelings,
facts, beliefs and ideas between and among the individuals through a
common system of symbols to cause some actions or changes in behavior”.
A deep understanding of the process of
communication and communication skills is essential. It is vital to the success
of any individual in any business. Here we shall see some of the many types of communication.
Communication styles change from person to
person. During the process of communication, a person may invoke several
channels or modes or methods to convey a message. But, the process of
communication doesn’t only depend on the source producing or relaying
information.
It also equally depends on the communication
method and the manner in which the receiver understands the message. Let us
first understand the method by which
we communicate.
Advancement in science and technology has
greatly contributed to the field of communication. Telephone and telegraph are
the results of those inventions in technology and then wireless radio and telephoto devices
etc. followed. After that, the development of popular
newspapers, periodicals, broadcasting, motion pictures, and
television helped to make communication efficient and rapid, between few
individuals and large populations. This media have played a vital role to bring
about the change and to give rise to the social power of mass communication.
4.2
Significance of Communication
The communicative technologies in the world have been increasing in numbers as well as in speed, clarity and accuracy. The
significance of communication in the modern world is discussed below:
Ø
For transfer
of ideas
To transfer ideas from one to
another person, communication plays significant role. every human being has
some ideas that are unique as well as creative. Out of all this ideas some ideas can be implemented in real life and
can turn into measure creation too. But to make the transition from thought to
an implementation, it needs effectual communication. Hence, the idea should be
convey as a
plan, drawing or description so
that it can be implemented further.
Ø Aids in Decision making: The
information through communication is aids in decision making. Communication
help to access vital information required to take important decision.
Ø Provide Effective Leadership: through
effective communication skill, manager may became more connected with his
sub-ordinates and exchange ideas as well as submit appropriate proposal, knows
the opinions , seeks their advices and take decisions. These enbles the manager to win confidence of his sub ordinates through constantly
communicating with them as well as removing probable
misunderstandings. In this way manager leads his people to accomplish the
organizational goal.
Ø For interacting with society: It
is important that we interact with over surroundings and people who leave in
the surroundings. Whenever we talk to someone, we, knowingly or unknowingly, react
to their question,
comments or actions.
This is communication. While corresponding to someone in anyway,
we are actual communicate with them. For healthy society, healthy communication
is essential.
Ø For education: for
the purpose of education, we need to communicate the ideas in the syllabus or
the study material to the student. Education involves a collection of different
kinds of communication i.e., Audio, books, video and lectures. However here the
things are not just to communicate, but to communicate effectively. Inefficient
communication may lead to transfer of ambiguous knowledge.
Ø Increases Cooperation and Organizational Peace
The two ways communication process promotes cooperation
as well as mutual understanding amongst the workers and also between them and
the management. This leads to less friction and thus leads to industrial peace
in the factory and efficient operation of business.
4.3
Types of Communication
Communication is a continuous
process of give and take, teach and learn; it is an opportunity to express
views. It is also a process of transmitting and receiving. We transmit our
ideas, wants, facts, knowledge, desires, opinions and information. In communication, if there is a sender, there should be a receiver too!
The receiver is not passive, but he reciprocates and reacts. That is why
communication is a two-way process.
Verbal Communication:
Verbal communication can be done
with the use of language to transfer information with help of sign language or
specking. It is consider as a most common types. It is use during presentation,
video conference, meetings, one-on-one conversation as well as phone call. Verbal communication is important because of it is efficient
way of communication. It can be helpful to
support
both non-verbal and written communication. Steps include in verbal
communication are use of strong, confident specking voice, use active listing
and avoid fillers words.
Formal &Informal
There are two
types of communication when considering the formality of the communication. One
is the formal and official type of communication which can be emails,
letterheads, memos, reports and other such kinds of written material. These are
considered as documentary evidence and certain formality is associated with
them. You cannot submit such formal documents and later deny them.
Informal communication
is one where there is nothing official about the communication that is
happening. It can be known as Grapevine communication. There is no specific
channel of informal communication because
there is Social
media, Whatsapp, SMS which are all vehicles
of informal communication which can be used by people.
Advantages of formal communication
·
When you want to finalize policy
and want to decide a course to adopt, then formal
communication is more effective
·
Formal communication can help in establishing procedures and ensuring that the steps are
followed.
·
Any promises or any
official plans need to be formally documented so that they can be referred to later.
Advantages of informal
communication
·
Informal
communication helps the “Open door policy” and makes people more confident and
forthcoming with their ideas and creativity.
·
Informal communication does not incite fear into peoples
mind
·
Informal talks encourage
people to share their problems.
The problem
with formal communication is that it is not personal and a distance is
maintained if you use only formal communications. Whereas on the other hand,
informal conversations can get out of hand and there can be negative grapevine
generated.
Non-Verbal Communication:
Non-Verbal
communication includes use of
body language, facial expression and gestures to convey information to other.
It can be used both unintentionally and intentionally, you might smile
unintentionally when you pleasing or enjoyable piece of information and idea.
Non-Verbal communication is useful for understanding thoughts and feelings of
other. If they are displaying “closed” body language such as
crossed arms or legs, or hunched shoulders, they might be
feeling angry, nervous or anxious. If they are displaying “open”
body language with both feet on the
floor and arms by theirs side or on the table, which are likely feeling
positive and open to information.
Written Communication
Written communication includes
act of writing, typing , printing symbols
like numbers and letters
to convey information . It is helpful; because
this communication
provides a recordsa information for future reference. Writing is generally used to share
information through pamphlets, books, letters, blocks, memos etc. Emails and chats are common form of
written communication at workplace.
Visual Communication
this is the act of using photograph, sketches, drawings , arts, graphs and charts to convey information. Visual are often used as an aid during presentation to provide helpful context along with written and / or verbal communication. Because people may have different learning styles, visual communication might be consider more helpful for some to consume information and idea .
4.4
Features of Effective Communication
Effective communication is a process of exchanging ideas, thoughts,
knowledge and information such that the purpose
or intention is fulfilled in the best possible manner.
In simple words, it is nothing
but the presentation of views by the sender in a way best understood by the receiver.
Clear
The primary character of any spoken or written form of transmission of information should be
to state the message clearly. There are several ways to do it. For example, the
sentences should be short and simple. We should prefer the active voice over
the passive voice. If we have to convey several messages then it is convenient
to state it in separate bulleted points
Concise
Time is an essential parameter in communications. The normal
attention span is just a few minutes long. If you present your message in a
clear and beautiful manner which is very long,
the crux of the report or the message may be lost altogether. Long and lengthy communique is
boring and avoided
by most. So to summarize this point, effective
communication has to be
concise.
Concrete
Whatever message or information or
data is present in your communique, it should be well-footed. Your arguments
should have data that suitably backs it up. A tangible argument is always easy
to understand.
Coherent
Suppose you are telling a story.
What if you start from the middle part? Or what if you state the end in the
beginning? Of course, the whole point of narrating a story would become vain.
Similarly, when you are presenting your communique, you need to be coherent.
You need to understand what goes where and what comes when.
The key to a coherent write-up is a
well-planned, logical and sequential presentation of the information. The main
ideas should be differentiable and they should follow each other in a way that
is derivative of some rules.
Courteous
We know that all business
communications should have some degree of formal flavor. The presenter should
try his best to be honest, respectful, considerate, open and polite with the
receiver of the information. The message when supplemented with proper care and
kindness will definitely find an audience.
A rude presenter will have no audience even
if the message he delivers is perfectly effective and important. Offensive
words can put off certain factions of people. You should take ample care to not
be racist or misogynist or any other bad influence on the audience. Even while
using humor you should be very careful that you are not being inconsiderate or
cruel to anyone.
Listening For Understanding
Communication doesn’t only mean presenting or generating information. It also means to receive it. In fact, an effective communication channel must have a transducer and a receiver.
Half of the faculty for the process is thus a receiver. For the purpose of effective communication, a receiver should have certain qualifiers.
He should be able to detect the message
which may be hidden deep within the chatter or gibberish. The good listener
observes not only what a person speaks of but also the non-verbal cues. This is
what helps in the complete and full understanding of the transmission.
A good listener will have some qualities. He
would be emotionally intelligent and mature,
objective in approach and practical. His understanding of the message should
not be influenced by his own personal judgments of either the topic or the
presenter. A good listener should be able to filter through all of these
limitations and reach the actual message that the presenter is relaying before
them.
Focus and
Attention
Multitasking is the name of the game these
days. However, while receiving or transmitting information; a certain level of
focus is essential. Suppose you are in a star communication channel and are
relaying information to multiple sources. You are replying to emails, sending
emails, and answering phones.
Any misplaced communication could be disastrous. Also, while
receiving information, if you lose focus, you may miss the important parts of
the message altogether. Hence we say that focus and attention are very crucial
for effective communication.
Emotional Awareness and Control
This is the last but certainly the most important aspect
of effective communication. Emotions will
guide you through any situation of
life. Whether you accept a message with the intention it is relaying with or not, depends on the emotional maturity and your emotional intelligence. Both
while relaying information or while receiving it, you have to take extreme care
in keeping yourself in an emotionally stable state.
4.5
Hurdles of Communication
Now that we understand the types and
delivery of communication let’s have a look at some of the hurdle of
communication. Hurdles are many and can occur anywhere in the communication
process. The key Hurdles are;
·
Language hurdles
The language used by the sender may
not be understood by the receiver. Also, the two- people communicating may
speak the same language but the jargon used to pass the information may
breakdown communication if the receiver doesn’t fully understand it. For
example, if an expert uses industry
terminology while communicating to an intern he/she will not be understood because they are
yet to learn the terminology.
·
Emotional hurdles
Tthe state of mind of the
communicators can hinder the delivery of information. If the receiver is having
issues they are likely to be less attentive, which could lead to poor
communication. The mental state of the sender and receiver influences how the message
is received perceived and sent.
·
Physical hurdle:
The environment one is in determines
how good communication is. If a receiver of a message is in a noisy place
he is unlikely to hear what message
is being conveyed. Vice versa if an
encoder at a musical concert he cannot pass information clearly. Geographical
distance also is a hurdle to communication. Generally, communication is faster
over a short distance as many
communication channels are available and less technology is required. If you
are to send a message to a person in Antarctica this may prove difficult as mobile communication is unavailable or poor. Face to face communication is best as
both are in the same place.
·
Systematic hurdle
In an organization communication may
be barred because they are no channels to communicate amongst themselves. For example, a junior employee
may not be able to access
the company CEO because no measures have been put in place to allow
for that. Systematic barriers exist in organizations with inefficient
communication channels.
·
Attitudinal hurdle
Attitudinal hurdle are behaviors or
perceptions that prevent people from communicating effectively. Attitudinal
hurdle to communication may result from personality conflicts, poor management,
and resistance to change, or a lack of motivation. Effective receivers of
messages should attempt to overcome their own attitudinal hardule to facilitate
effective communication.
References:
http://cbseacademic.nic.in http://www.ddegjust.ac.in/studymaterial/bba/bba-206.pdf https://www.managementstudyguide.com https://www.businessmanagementideas.com/
https://shodhganga.inflibnet.ac.in