Nature and Scope of Communication : Nature and Scope of Communication Definitions : Definitions Communication is the process of exchanging information, usually through a common system of symbols. It takes a wide variety of forms – from two people having a face to face conversation to hand signals to messages sent over the global telecommunication networks. Common forms of communication include speaking, writing, gesturing and broadcasting. Therefore, communication means to inform, tell, show, or spread information. When a person communicates, he/ She establishes a common ground of understanding. In the organisational context, it brings about a unity of purpose, interest and effort. Slide 3: Communication can also be defined in the following ways:
The process by which information and feelings are shared by people through an exchange of verbal and non-verbal messages.
The successful transmission of information through a common system of symbols, signs, behaviour, speech, writing or signals.
The creation of shared understanding through interaction among two or more agents. COMMUNICATION PROCESS : COMMUNICATION PROCESS 1 2 3 4 5 6 7 EMOTIONS VIEWPOINTS KNOWLEDGE Slide 5: Our communication environment that consists of several signs and symbols.
Our sensory organs pick up some of the (far from all) signs and symbols from the environment.
The picked up signs and signals are passed through our nervous system.
Our Filter – consisting of knowledge, viewpoints and emotions give meaning to the signal received.
(Role of filters – perception)
The perceived signal triggers a communication.
The communication signs and symbols so triggered are passed through our nervous system – we form responses through our filters.
The transmitted signals become part of other person’s/ persons’ environment. Business Communication : Business Communication The achievement of these objectives largely depends upon proper coordination and integration of human effort in an organisation.
Communication is the flow of information and understanding from one person to another from one person to another at the same level or at different levels. It is a process which enables management to allocate and supervise the work of the employees.
The effectiveness of management largely depends upon the effectiveness of their communication.
As an organisation grows in size, complexity and sophistication, the role of communication also undergoes a change, and it becomes more critical to organizational functioning. Slide 7: Main Forms in Business Communications Internal (Operational) Communication
reports External Operational Communication
advertising Personal Communication
Non business related exchange of information Characteristic of Business communication : Characteristic of Business communication Continuous Process
A short lived process
Needs proper understanding
Leads to the achievement of the organizational objective
Dispels misunderstanding Benefits of Effective Communication : Benefits of Effective Communication Slide 10: TYPES OF COMMUNICATION Channel
Gestural Peter Drucker, on importance of Communication in business : Peter Drucker, on importance of Communication in business Colleges teach the one thing that is perhaps most valuable for the future employee to know. But very few students bother to learn it. This one basic skill is the ability to organise and express ideas in writing and speaking.
As soon as you move one step from the bottom, your effectiveness depends on your ability to reach others through the spoken or the written word. And the further away you are from manual work, the larger the organization of which you are an employee, the more important it will be that you know how to convey your thoughts in writing or speaking. In the very large organization…….this ability to express oneself is perhaps the most important of all the skills a person can possess. Functions of Communication : Functions of Communication Information: Information refers to the role of communication in facilitating decision making and problem solving.
Control: In the organisational context, control refers to the power to influence people’s behaviour.
Motivation: motivation refers to the fostering of motivational spirit among the employees.
Emotional Expression: emotional expression relates to the function of communication in expressing or letting out the feelings and emotions of employees under various circumstances. Slide 13: Manager’s Roles Interpersonal Informational Decisional Figurehead Leader Liaison Monitor DisseminatorSpokesperson Entrepreneur Disturbance handler Resource allocator Negotiator Slide 14: Directional Upward Downward Horizontal Informal Communication : Informal Communication When anyone can tell anyone else anything informally, the result is a rapid flow of information along what is commonly known as grapevine. This refers to the pathways along which unofficial information travels. Slide 16: Grapevine communication: Benefits, Limitations and Guidelines Miscommunication : Miscommunication Organizational structure: All organizations, irrespective of their size, have their own communication techniques and each nurtures its own communication climate
Difference in Status: When people belonging to different hierarchical positions communicate with each other, there is a possibility of miscommunication.
Lack of trust: Establishing credibility or building trust among subordinates or with colleagues is a difficult task.
Closed communication climate: An organization's communication climate is based on its management style. Slide 18: Incorrect choice of Medium: Choosing an inappropriate communication medium can distort the image and block the intended meaning.
Information overload: Too much information is bad because it reduces the audience’s ability to concentrate on the most important part of the message.
Message complexity: There are two significant reasons for any message to become complex in a business setting – one, the difficult nature of the message and the other, the difficulty in understanding it.
Message competition: Invariably, most of the business messages compete for the full and undivided attention of their receivers. Slide 19: Unethical communication: Relationships within and outside the organization depend on trust and fairness. It does not mean that the organizations should not be tactful.
Physical Distractions: Communication barriers are often physical: bad connections, poor sound quality, illegible copy etc. Steps to reduce Miscommunication : Steps to reduce Miscommunication Consider seriously the recipient of your message.
2Think about how to send the message, i.e., should the mode be verbal or written.
Follow up your verbal message with a written statement.
Decide who can communicate with whom. As a leader, your goal is to combine simplicity with effectiveness.