Communication

Definitions
According to Keith Davis, Communication
is the process of passing information &
understanding from one person to
another.
C.G. Brown, The transfer of information
from one person to another, whether or not
it elicits confidence. But the information
transferred must be understandable to the
receiver.

Characteristics or Nature of
Communication
It involves at least two persons.
Message is a must
Communication may be oral, written or
gestural.
Communication is a two way process.
It primarily purpose is to motivate a
response.
Communication may be formal or informal
It flows up & down & also side to side

Elements of communication

Communicator
Communicatee
Message
Communication channel
Response or feedback

Principles of Communication

Principle
Principle
Principle
Principle
Principle
Principle
Principle

of
of
of
of
of
of
of

Clarity
Attention
feedback
informality
Consistency
timeliness
adequacy

Need or Purpose of
Communication
To keep employee informed.
To provide employees with orders &
instructions in connection with their duties.
To solicit information from employees which
may aid management.
To make each employee interested in his
respective job and in the work of the
company as whole.
To express managements interest in its
personnel.
To reduce or prevent labor turnover

Importance of
Communication

Basis of decision-making & planning

Smooth & efficient working of an organization
Facilitates co-ordination
Increases managerial efficiency
Promotes co-operation and industrial peace
Helps in establishing effective leadership
Helps in motivation
Increases managerial capacity
Effective control
Job satisfaction
Democratic management
Increases productivity & reduces cost
Public relations

Methods (Channels) or Types of

Communication
1. On the basis of organizational structure
or relationship:
(a) Formal (b) Informal or grapevine
2. On the basis of flow or direction:
(a) downward (b) Upward
(C) Horizontal or lateral or sideward
(d) Diagonal
3. On the basis of methods or media used:
(a) Written (b) Oral
(C) Gestural or Non-Verbal

Formal Communication

It is the communication
through official chain of
command.
It is a slow-moving
process.
It is possible to fix
responsibility.
It is orderly & systematic
It serves organizational
needs
It is mostly in writing
The messages may not
be distorted since these
are in writing.

Informal Communication

Independent of Official
Chain of Command
It moves very fast
It is not possible to fix
responsibility
It is erratic &
unsystematic
It serves social as well as
organizational needs.
It is expressed in verbal
forms.
It spreads through verbal
communication and there
is a possibility of
distortion.

Barriers to Communication

Physical Barriers
Personal Barriers
Semantic or Language Barriers
Status Barrier (Superior-Subordinate Relationship)
Organizational Structure Barriers
Barriers due to Inadequate Attention
Premature Evaluation
Emotional Attitude
Resistance to Change
Barriers due to lack of mutual trust
Other Barriers

Methods of Overcoming
Barrier
Clarity & Completeness
Proper Language
Sound Organization Structure
Orientation of Employees
Emphatic Listening & avoid premature evaluation.
Motivation and mutual confidence
Consistent Behavior
Use of Grapevine
Feedback
Gestures & Tones