COMMUNICATION

Meaning and Nature of Communication:

The exchange of information or passing of information, ideas or thought from one person to the
other or from one end to the other is communication. According to McFarland communication is,
“a process of meaningful interaction among human beings. More specifically, it is the process by
which meanings are perceived and understandings are reached among human beings.” Newman
and summer defined communication as “an exchange of facts, ideas, opinions or emotions by
two or more persons.”

Communication is the process of passing information from one person to another. The purpose
of communication understands of information. Whatever one wants to say to someone should be
clearly understood by him else the very purpose of the communication would be defeated.

In an organisation communication facilitates the flow of information and understanding between

different people and departments through different media using all the channels and networks.
This flow of information is vital for managerial effectiveness and decision making in general and
for human resource manager in particular as he has to be in contact with the managers of various
departments, employees and workers and trade union leaders.

Communication thus helps understand people better removing misunderstanding and creating
clarity of thoughts and expression. It also educates people. The communication may be written or
oral, formal, informal, and upward, downward, horizontal, diagonal, interpersonal, intrapersonal,
interdepartmental, intra-organisational.

The communication brings people together, closer to each other. The communication is an
important management function closely associated with all other managerial functions. It bridges
the gap between individuals and groups through flow of information and understanding between
them. Information is the most vital aspect for communication. It is the information which is
transmitted, studied, analyzed and interpreted and stored. The manager therefore has to spare
time to collect, analyze and store the information for decision-making and routine day to day
business.

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.

It is the psychology of the people that they watch their superiors closely and then respond to their
orders or instructions. Lazy and insincere superiors fail to garner support for themselves and
their instructions usually are not taken seriously by their subordinates. Adhering to the above
principles shall make communication effective, minimize the human relations problems and
increase the overall efficiency.

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.

Type of Communication:

A. Communication According to Organisational Structure:

1. Formal Communication:

Such a communication is that which is associated with the formal organisation structure and the
official status or the position of the communicator and the receiver. It travels through the formal
channels officially recognised positions in the organisation chart. Formal communication is
mostly in black and white.

Thus, it is a deliberate attempt to regulate the flow of communication so as to ensure that

information flows smoothly, accurately and timely. Formal communication is a deliberate
attempt to regulate the flow of communication so as to ensure that information flows smoothly,
accurately and timely.

We frequently come across the phrase „through proper channel‟. It emphasises the essence of
formal channel of communication. For example, when the General Manager issues instructions
(because of his senior position in the organisation), it is formal communication.

The forms of formal communication are as under:

i. Departmental meetings,
ii. Conference,
iii. Telephone calls,
iv. Company news bulletins,
v. Special interviews and special purpose publications and messages.

The main advantage of the formal communication is that the official channels enable the routine
and standardised information to pass without claiming much of managerial attention. Essentially,
executives and managers may devote most of their precious time on matters of utmost
significance.

But at the same time, the weakness of formal communication should not go unaccounted.
Communication through channel of command greatly obstructs free and uninterrupted flow of
information.

2. Informal Communication:

Informal communication is also known as „Grapevine‟. It is free from all sorts of formalities
because it is used on informal relationships between the parties, such as friendship, membership
in the same club or association.

Persons at the executive levels also use informal communication when they find it difficult to
collect information from the workers. Such communication includes comments, suggestions etc.
It may be conveyed by a simple glance, gesture, smile or mere silence.

Managers and executives also favour the growth and development of informal network of
communication off and on. This process, In fact, serves a very useful purpose in disseminating
certain information which, in the general interest of the organisation, cannot be transmitted
through the official channels.
Apart from that, it also offers the high and higher ups a clearer insight into what the subordinates
think and feel. But at the same time, the weaknesses of the informal communication are also
worth noting. It may be mentioned that this process very often tends to pass distorted,
misinterpreted, and inaccurate and half- truth information and facts, depending on the
circumstances and the message. But still, executives and managers cannot do away with informal
communication.

B. Communication According to Direction:

1. Downward Communication:

Communication which flows from the superiors to subordinates is referred to as downward

communication. In an organisational structure, the executives must exercise their powers to
achieve the desired objectives which imply that they may be engaged in issuing orders,
instructions and policy directives to the persons at the lower levels. This may be called
downward communication. Under downward communication, immediate performance of a job is
expected.

Katz And Kahn Have Identified Live Elements of Downward Communication:

i. Specific task directives; Job instructions.

ii. Information designed to produce understanding of the task and its relation to other
organisational tasks; job rationale.
iii. Information about organisational procedures and practices.
iv. Feedback to the subordinate about his performance.
v. Information of an ideological character to inculcate a sense of mission, indoctrination of
goals.
vi. Communication from superior to subordinate can be face to face as well as through
written memos, orders, job descriptions etc.

2. Upward Communication:

In an upward communication, the persons from the lower level are expected to have
communication with those who are above them. It is just the reverse of downward
communication. This sort of communication includes reactions and suggestions from workers,
their grievances etc. Contents of upward communication are reports, reaction, suggestion
statements and proposals prepared for the submission to the boss.

Upward Communication can be divided into four categories on the basis of what employee says:

i. about himself, his performance and problems,

ii. about others and their problems,
iii. about organisational policies and practices, and
iv. about what needs to be done and how it can be done.
The main features of upward communication are:

i. it is condensed and summarised as it passes through various levels in the hierarchy. It

gives feedback on the extent of effectiveness of downward communication. This
feedback is used for improving communication effectiveness.
ii. It provides the management about the viewpoints, reactions, attitudes, feelings and
morale of employees.
iii. It provides means of control.
iv. Finally, it gives information and date for decision making.

Upward communication may get distorted owing to the nature of superior- subordinate
relationships. An employee is not likely to give any information which may affect him adversely.
Moreover, he may transmit wrong information to impress his superiors. It flows through many
media e.g. chain of command, suggestion boxes, personal contacts, attitude and morale surveys,
grievance procedure, private lines, labour unions etc.

3. Horizontal Communication:

When the communication takes place between two or more persons who are subordinates of the
same person or those who are working on the same level of organisation, the communication is
known as horizontal (lateral) communication.

The communication between functional managers or among subordinates working under one
boss, the communication between managers of various factories is the examples of such
communication. Horizontal communication may be oral as well as written.

Horizontal Communication satisfies peoples‟ needs to know from their own peers without taking
into account other levels in the organisation. It is really difficult for an organisation to function
efficiently without such horizontal communication flows. Although the formal organisation
design does not provide for such communication flows, it is needed for the coordination and
integration of diverse organizational functions.

Since organizational horizontal communication ordinarily do not exist in facilitation is left to

individual managers. Peer to peer communication necessary for co-ordination and can also
provide social need satisfaction.

C. According to Way of Expression:

1. Oral or Verbal Communication:

Oral communication is a direct communication between two individuals. In oral communication

both the parties i.e., sender and receiver exchange their ideas through oral words either in face to
face conversation or through any mechanical or electrical device such as telephone,
teleconference etc. When it is face to face, the person communicating can ask questions or
explanations or sometimes when the communication is not properly understood, he can clarify
meaning.

Oral communication is generally possible where there can be either a direct contact or message
to be conveyed is not of permanent nature. Meetings and conferences, lectures and interviews are
other media of such communication.

Oral communication enjoys certain advantages communication which may be enumerated as

follows:

(i) Oral communication has the distinct advantage of being quick and prompt. It
provides the opportunity to both the transmitter and receiver of the message to
respond directly.
(ii) Oral communication facilitates close contact and thus fosters mutual exchange of
ideas, facts, understanding and cooperation.
(iii) Oral communication through direct contact undoubtedly inculcates in the
subordinates a sense of self-importance which in turn acts as a motivating factor.
(iv) Oral communication further enables the superior to make a quick appraisal of
subordinate‟s action and reaction to any message transmitted. This obviously helps
the superior to minimise and avert conflicts, redesign plans and programmes
according to the need of time and circumstances.
(v) The personality of the communicator is brought to bear in the communication
process. This has good effect on the subordinates and they understand the
communication properly.
(vi) It can bring a friendly and co-operative team spirit.

However, the following are the disadvantages of the oral communication:

(i) There is a possibility that the spoken words may not be clearly heard or understood.
(ii) It is not good for lengthy communications.
(iii) It requires the art of expressing accurately and appropriately, and listen to others
emphatically.
(iv) It is inadequate where specific performance of policies and rules is needed.
(v) The inexperienced subordinates do not follow the facial expressions and the tone of
manager‟s voice.

2. Written Communication:

When the communication is reduced to black and white (writing), it is called written
communication. This includes written words, graphs, diagrams, pictures, etc. Written
communications are extensively used in organisations.