What is Communication

Communication is a Latin originated word, meaning of which is

sharing. Communication means sharing or exchanging information, news, ideas, etc. with
someone. The most common medium of communication is language. Besides, there are other
several means of communication available to us. We use non-linguistic symbols such as
traffic lights, road signs, railway signals to convey information relating to the movements of
vehicles and trains. We also use telegraphic code for quick transmission of messages and
secret codes for communication defense and other highly confidential information.
Communication is established not only between human beings but also between non-human
beings. Today we find the most advanced and civilization way of communication, but it was
available even during the primitive age of civilization, definitely in some other
from. Business Communication

What is Communication

MEANING OF COMMUNICATION: It is very difficult to define the term

‘Communication` in a simple way. Different scholars defined communication in different
ways. The simplest definition of communication is “a process of sending and receiving a
message between two parties.” Actually communication is the process of transferring
information and understanding from one of more people one or more people. In the most
clear from, communication means interaction between two parties

In fine, we can say that communication is a system through which people share ideas,
feelings, thoughts, facts, opinion, values and emotions with each other. It acts as a bridge of
meaning among people.

Types of Communication

There are several different ways we share information with one another. For example, you
might use verbal communication when sharing a presentation with a group. You might use
written communication when applying for a job or sending an email.

There are four main categories or communication styles including verbal, nonverbal, written
and visual:

1. Verbal
Verbal communication is the use of language to transfer information through speaking or sign
language. It is one of the most common types, often used during presentations, video
conferences and phone calls, meetings and one-on-one conversations. Verbal communication
is important because it is efficient. It can be helpful to support verbal communication with
both nonverbal and written communication.

Here are a few steps you can take to develop your verbal communication skills:

 Use a strong, confident speaking voice. Especially when presenting information to a

few or a group of people, be sure to use a strong voice so that everyone can easily
hear you. Be confident when speaking so that your ideas are clear and easy for others
to understand.
 Use active listening. The other side of using verbal communication is intently
listening to and hearing others. Active listening skills are key when conducting a
meeting, presentation or even when participating in a one-on-one conversation. Doing
so will help you grow as a communicator.
 Avoid filler words. It can be tempting, especially during a presentation, to use filler
words such as “um,” “like,” “so” or “yeah.” While it might feel natural after
completing an sentence or pausing to collect your thoughts, it can also be distracting
for your audience. Try presenting to a trusted friend or colleague who can call
attention to the times you use filler words. Try to replace them by taking a breath
when you are tempted to use them.

2. Nonverbal
Nonverbal communication is the use of body language, gestures and facial expressions to
convey information to others. It can be used both intentionally and unintentionally. For
example, you might smile unintentionally when you hear a pleasing or enjoyable idea or
piece of information. Nonverbal communication is helpful when trying to understand others’
thoughts and feelings.

If they are displaying “closed” body language such as crossed arms or legs, or hunched
shoulders, they might be feeling anxious, angry or nervous. If they are displaying “open”
body language with both feet on the floor and arms by their side or on the table, they are
likely feeling positive and open to information.

Here are a few steps you can take to develop your nonverbal communication skills:

 Notice how your emotions feel physically. Throughout the day, as you experience a
range of emotions (anything from energized, bored, happy or frustrated), try to
identify where you feel that emotion within your body. For example, if you’re feeling
anxious, you might notice that your stomach feels tight. Developing self-awareness
around how your emotions affect your body can give you greater mastery over your
external presentation.
 Be intentional about your nonverbal communications. Make an effort to display
positive body language when you feel alert, open and positive about your
surroundings. You can also use body language to support your verbal communication
if you feel confused or anxious about information, like using a furrowed brow. Use
body language alongside verbal communication such as asking follow up questions or
pulling the presenter aside to give feedback.
  Mimic nonverbal communications you find effective. If you find certain facial
expressions or body language beneficial to a certain setting, use it as a guide when
improving your own nonverbal communications. For example, if you see that when
someone nods their head it communicates approval and positive feedback efficiently,
use it in your next meeting when you have the same feelings.

3. Written
Written communication is the act of writing, typing or printing symbols like letters and
numbers to convey information. It is helpful because it provides a record of information for
reference. Writing is commonly used to share information through books, pamphlets, blogs,
letters, memos and more. Emails and chats are a common form of written communication in
the workplace.

Here are a few steps you can take to develop your written communication skills:

 Strive for simplicity. Written communications should be as simple and clear as

possible. While it might be helpful to include lots of detail in instructional
communications, for example, you should look for areas where you can write as
clearly as possible for your audience to understand.
 Don’t rely on tone. Because you do not have the nuance of verbal and nonverbal
communications, be careful when you are trying to communicate a certain tone when
writing. For example, attempting to communicate a joke, sarcasm or excitement might
be translated differently depending on the audience. Instead, try to keep your writing
as simple and plain as possible and follow up with verbal communications where you
can add more personality.
 Take time to review your written communications. Setting time aside to re-read
your emails, letters or memos can help you identify mistakes or opportunities to say
something differently. For important communications or those that will be sent to a
large number of people, it might be helpful to have a trusted colleague review it as
well.
 Keep a file of writing you find effective or enjoyable. If you receive a certain
pamphlet, email or memo that you find particularly helpful or interesting, save it for
reference when writing your own communications. Incorporating methods or styles
you like can help you to improve over time.

4. Visual

Visual communication is the act of using photographs, art, drawings, sketches, charts and
graphs to convey information. Visuals are often used as an aid during presentations to
provide helpful context alongside written and/or verbal communication. Because people have
different learning styles, visual communication might be more helpful for some to consume
ideas and information.

Here are a few steps you can take to develop your visual communication skills:

 Ask others before including visuals. If you are considering sharing a visual aid in
your presentation or email, consider asking others for feedback. Adding visuals can
 sometimes make concepts confusing or muddled. Getting a third-party perspective
can help you decide whether the visual adds value to your communications.
 Consider your audience. Be sure to include visuals that are easily understood by
your audience. For example, if you are displaying a chart with unfamiliar data, be sure
to take time and explain what is happening in the visual and how it relates to what you
are saying. You should never use sensitive, offensive, violent or graphic visuals in any
form.

What Is the Importance of Communication in Health Care?

For hospitals and health care institutions, ensuring that patients receive proper care takes
more than performing procedures and making diagnoses. Communication is a crucial
component in all steps of the health care process. Whether it be a clinic accurately sharing
patient information with another facility, or a group of doctors, nurses, specialists, and other
staff at a hospital discussing how to treat current and incoming patients, the need for concise,
effective communication is always present in the health field.

Organizations with strong communication policies can enrich their patients’ health, while
those that don’t have effective procedures in place can negatively impact patient well-being.
Health care professionals and institutions need to recognize the importance of communication
in health care in order to thrive.

A Focus on Patient Safety

When considering the importance of communication in health care, patient safety is one of
the top reasons to create an effective communication structure in any health care
organization. Inadequate communication is often a leading cause of in-hospital deaths. “In a
retrospective review of 14,000 in-hospital deaths, communication errors were found to be the
lead cause, twice as frequent as errors due to inadequate clinical skill,” notes a 2006 study in
the Clinical Biochemist Review. While communication errors can have severe consequences,
these issues are often relatively easy to fix, meaning many patient deaths caused by
communication errors are preventable. That fact alone is one of the most important reasons
why communication is so important for patient safety.

Interhospital

Interhospital communications involve information sharing among multiple sites or

institutions. This includes transmissions between facilities owned by the same organization
and between completely separate health care entities. Moving patients from one facility to
another, sending medical records, and transporting vital medical equipment all require clear
communication between sites.

However, hospitals often encounter obstacles in communicating effectively with one another.
A study conducted by the Center for Health Information and Decision Systems (CHIDS)
found that poor interhospital communication costs the industry upward of $12 billion
annually. Inadequate communication drives up costs by preventing institutions from
accessing patients’ medical files, which may create a need for duplicate tests and second
opinions that would not otherwise be necessary.

Intrahospital

Problems with communication also occur among personnel within the same hospital.
Intrahospital communication is any information sharing within a singular institution —
whether it involves coordinating room changes, scheduling surgeries, assigning further tests,
or even setting up appointments. When doctors, staff, and patients are not effectively sharing
information, the efficiency of each process may decrease, potentially resulting in unnecessary
costs or even danger to patients. Patient record delays, lack of procedural coordination, and
even serious medical errors may all be consequences of poor intrahospital communication.

Common Communication Methods

Each health care system has multiple forms of communication that administrators and staff
must be trained to use properly and efficiently. When even one of these communication
methods fails, patient safety can be put at risk. A minor printing mistake could lead to
incorrect dosages, or incomplete information may keep a doctor from knowing about a
crucial allergy. Understanding how standard communication methods work is the first step in
ensuring that a hospital is running as smoothly as possible, for both the patients’ and the
hospital’s sake. To that end, here are some of the most common ways that hospitals and other
health care systems communicate and share information.

Transmitting Patient Data

Patient records are shared securely via inter- and intrahospital communications. Delays in
receiving records can cost hospitals millions of dollars each year in unnecessary expenses.
Patient data are used to create a thorough medical history and provide appropriate medical
care. When patient data aren’t shared between departments or other health care organizations,
there may be a much higher chance of practice errors and subsequent increased costs.
Sharing Research Findings

The health care industry relies on research to create and improve tools and procedures.
However, some third-party researchers — such as those who work for private companies or
pharmaceutical labs — are reluctant to share their findings with providers because of
competitive pressures in their industries. Lack of access to the latest research can stall
medical advancement, waste funding, and negatively impact health outcomes, according to an
article published by Forbes. For health care techniques to evolve, providers must implement
communication systems that allow researchers to quickly and easily collaborate, both within
the same organization and across multiple organizations.
Collaborating with Colleagues

Intrahospital communication relies heavily on collaboration between colleagues. Patients, lab

technicians, doctors, and staff all need to be in constant communication to create a system
that operates as smoothly as possible. Inter-colleague collaboration also includes entering
information accurately into databases, especially shared ones. Inaccurate communication
between departments can lead to errors in database entry, which, in turn, can potentially risk
patient safety.

Coordinating Hospital Leadership

Whether publicly or privately funded, hospitals are businesses, and they need to operate as
such. Hospital managers and other leaders must communicate frequently with doctors, staff,
and patients. All hospital leaders and managers not only oversee administrative staff and
tasks but can also play a vital role in individual patient health care plans. To be effective, they
should maintain open lines of communication with those around them and also facilitate
information sharing between hospital departments and with other institutions.

Telemedicine Advancements

Health care professionals are increasingly embracing telemedicine, which involves using a
variety of internet-connected technologies to serve patients remotely. These technological
tools play essential roles in health care communications, according to the American
Telemedicine Association.

Hospitals and other health care organizations use internal online networks, or intranets, to
create more efficient communication processes. This makes patient record sharing and cross-
departmental communications much easier. What once may have been communicated via
printed files and memos can now be shared electronically within the organization and sent to
other organizations.
Purpose of Communication:
Management is getting the things done through others. The people working in the

organisation should therefore be informed how to do the work assigned to them in the best
possible manner. The communication is essential in any organisation.

The purpose of the communication can be summed up into the following:

1. Flow of Information:
The relevant information must flow continuously from top to bottom and vice versa. The staff

at all levels must be kept informed about the organisational objectives and other

developments taking place in the organisation. A care should be taken that no one should be

misinformed. The information should reach the incumbent in the language he or she can
understand better. The use of difficult words should be avoided. The right information should
reach the right person, at right time through the right person.

2. Coordination:
It is through communication the efforts of all the staff working in the organisation can be

coordinated for the accomplishment of the organisational goals. The coordination of all

personnel’s and their efforts is the essence of management which can be attained through
effective communication.

3. Learning Management Skills:

The communication facilitates flow of information, ideas, beliefs, perception, advice,

opinion, orders and instructions etc. both ways which enable the managers and other

supervisory staff to learn managerial skills through experience of others. The experience of

the sender of the message gets reflected in it which the person at the receiving end can learn
by analyzing and understanding it.

4. Preparing People to Accept Change:

The proper and effective communication is an important tool in the hands of management of

any organisation to bring about overall change in the organisational policies, procedures and
work style and make the staff to accept and respond positively.
5. Developing Good Human Relations:
Managers and workers and other staff exchange their ideas, thoughts and perceptions with

each other through communication. This helps them to understand each other better. They

realize the difficulties faced by their colleagues at the workplace. This leads to promotion of
good human relations in the organisation.

6. Ideas of Subordinates Encouraged:

The communication facilitates inviting and encouraging the ideas from subordinates on

certain occasions on any task. This will develop creative thinking. Honoring subordinates’

ideas will further motivate them for hard work and a sense of belonging to the organisation

will be developed. It will provide them with the encouragement to share information with
their superiors without hesitation. The managers must know the ideas, thoughts, comments,

reactions and attitudes of their subordinates and subordinates should know the same from the
lowest level staff of their respective departments.

Importance of Communication:
Effective communication is vital for efficient management and to improve industrial

relations. In modern world the growth of telecommunication, information technology and the

growing competition and complexity in production have increased importance of

communication in organisations large and small irrespective of their type and kind. A

corporate executive must be in a position to communicate effectively with his superiors,

colleagues in other departments and subordinates. This will make him perform well and
enable him to give his hundred percent to the organisation.

The following points can illustrate the importance of communication in human resource

management:
1. Base for Action:
Communication acts as a base for any action. Starting of any activity begins with
communication which brings information necessary to begin with.

2. Planning Becomes Easy:

Communication facilitates planning. Planning is made easy by communication. Any type of

information regarding the human resource requirement of each department of the

organisation with their qualifications, the type and kinds of job etc. can be collected through

communication which helps in human resource planning. Policies and programmes for their

acquisition can be prepared and implemented. In the entire process communication plays a
vital role, it also facilitates managerial planning of the organisation.

3. Means of Coordination:
Communication is an important tool for coordinating the efforts of various people at work in
the organisation.

4. Aids in Decision-Making:
The information collected through communication aids in decision-making. Communication
facilitates access to the vital information required to take decisions.

5. Provides Effective Leadership:

A communication skill bring manager near to his subordinates and exchange ideas and

submits appropriate proposals, knows their opinions, seeks advices and make decisions. This

enables a manager to win confidence of his subordinates through constantly communicating

with them and removing probable misunderstandings. In this way he leads his people to
accomplish the organisational goal.

6. Boosts Morale and Motivation:

An effective communication system instills confidence among subordinates and workers

ensuring change in their attitude and behaviour. The main cause of conflict and

dissatisfaction is misunderstanding which can be removed through communication skills. The

removal of misunderstanding makes manager and his subordinates understand each other and

create good industrial relations. This boosts up the morale of the people and motivates them
to work harder.
Principles of Communication:
Lack of effective communication renders an organisation handicapped. So to have effective
communication certain principles are to be followed.

They are as follows:

1. Clarity:
The principle of clarity means the communicator should use such a language which is easy to

understand. The message must be understood by the receiver. The words used should be

simple and unambiguous. The language should not create any confusion or misunderstanding.
Language is the medium of communication; hence it should be clear and understandable.

2. Adequacy and Consistency:

The communicator must carefully take into account that the information to be communicated

should be complete and adequate in all respect. Inadequate and incomplete message creates

confusion and delays the action to be taken. The adequate information must be consistent

with the organizational objectives, plans, policies and procedures. The message which is
inconsistent may play havoc and distort the corporate interests.

3. Integration:
The principle of integration portrays that through communication the efforts of human

resources of the organisation should be integrated towards achievement of corporate

objectives. The very aim of communication is to achieve the set target. The communication
should aim at coordinating the activities of the people at work to attain the corporate goals.

4. Economy:
The unnecessary use of communication system will add to cost. The system of

communication must be used efficiently, timely i.e. at the appropriate time and when it is
necessary. The economy in use of communication system can be achieved in this way.

5. Feedback:
The purpose of communication will be defeated if feedback is not taken from the receiver.
The confirmation of the receipt of the message in its right perspective from its receiver
fulfills the object of communication. The feedback is essential only in case of written

communication and messages sent through messengers. In case of oral type of

communication the feedback is immediately known.

6. Need for Communication Network:

The route through which the communication passes from sender or communicator to its

receiver or communicate refers to communication network. For effective communication this

network is essential. The managerial effectiveness will also depend upon the availability of
adequate network.

7. Attention:
The message communicated must draw the attention of the receiver staff and ensure action
from him in the right perspective. The efficient, sincere and prompt manager succeeds in
drawing the attention of his subordinates to what he is conveying.

Communications Process

Communications is a continuous process which mainly involves three elements viz. sender,
message, and receiver. The elements involved in the communication process are explained
below in detail:

1. Sender
The sender or the communicator generates the message and conveys it to the receiver. He is the
source and the one who starts the communication

2. Message
It is the idea, information, view, fact, feeling, etc. that is generated by the sender and is then
intended to be communicated further.

3. Encoding
The message generated by the sender is encoded symbolically such as in the form of words,
pictures, gestures, etc. before it is being conveyed.
4. Media
It is the manner in which the encoded message is transmitted. The message may be transmitted
orally or in writing. The medium of communication includes telephone, internet, post, fax, e-
mail, etc. The choice of medium is decided by the sender..

5. Decoding
It is the process of converting the symbols encoded by the sender. After decoding the message is
received by the receiver.

6. Receiver
He is the person who is last in the chain and for whom the message was sent by the sender. Once
the receiver receives the message and understands it in proper perspective and acts according to
the message, only then the purpose of communication is successful.

7. Feedback
Once the receiver confirms to the sender that he has received the message and understood it, the
process of communication is complete.

8. Noise
It refers to any obstruction that is caused by the sender, message or receiver during the process
of communication. For example, bad telephone connection, faulty encoding, faulty decoding,
inattentive receiver, poor understanding of message due to prejudice or inappropriate gestures,
etc.