Communication – Process of Communication
Human existence and organizational survival both depend on effective communication. It is a process of generating and disseminating thoughts, facts, opinions, and sentiments from one place, individual, or group to another. The Management function of Directing depends on effective communication.
Even if a manager is extremely qualified and skilled, his abilities are useless if he lacks effective communication skills. To get the job done correctly by his employees, a manager must effectively convey his instructions to those who report to him.
The process of communication is ongoing and primarily involves the sender, the message, and the recipient. Below is a detailed explanation of each component of communication:
The message is created by the communicator or sender, who then transmits it to the recipient. He is the initiator of the communication and its source.
- Message
It is the sender’s concept, information, viewpoint, fact, feeling, etc., which is then intended to be further transmitted.
Read more Subtopics for Direction
Before being transmitted, the sender’s message is symbolically encoded using things like words, images, gestures, etc.
The mode of transmission for the encoded message. It is possible to communicate verbally or in writing. The list of communication channels includes email, fax, post, telephone, and the internet. The sender determines the medium be used.
It is the conversion of the sender’s encoded signals. The receiver receives the message after decoding.
This individual is the final in the chain to whom the message was addressed. Only when the recipient receives the message, interprets it correctly, and acts in accordance with the message is communication successful.
The exchange of information is concluded once the recipient informs the sender that he has received and comprehended the message.
- Noise
It describes any communication-related impediment brought on by the sender, message, or recipient.
For instance, a poor phone connection, improper encoding or decoding, a distracted receiver, a message that is difficult to understand because of prejudice or unsuitable gestures, etc.
Communication’s Vitality
- The Foundation of Coordination
The management communicates to the staff the objectives of the company, how they will be achieved, and how they will interact with one another. This allows for coordination between multiple departments and employees. As a result, coordination within the company is based on communication.
- Skillful Working
An organization’s physical and human components are coordinated by a manager to ensure smooth operation. Without effective communication, this coordination would not be feasible.
- Decision-Making Foundations
The manager receives information from effective communication that is helpful for making decisions. It was impossible to make decisions without information. Therefore, effective communication is the cornerstone of wise decision-making.
- Boosts Managerial Effectiveness
The manager communicates the goals, gives directives, and assigns tasks to the team members. These factors all entail communication. Therefore, excellent communication is crucial for the managers’ quick and efficient performance as well as that of the entire organization.
- Promotes collaboration and organizational tranquility
The process of two-way communication encourages cooperation and understanding between employees and between them and management. Fewer friction results in a factory with less industrial conflict and more effective operations.
Worker adaptation to the physical and social demands of the job is facilitated by effective communication. It also fosters positive interpersonal relationships in the sector. An effective communication system enables management to inspire, influence, and gratify employees, which in turn raises morale and keeps employees motivated.
Communication Forms
The official channels outlined in the organizational chart are used for all formal communications. It may occur between coworkers or managers of the same cadre, between a superior and a subordinate, or between a subordinate and a superior. These communications, which may be verbal or written, are usually documented and stored in the office.
Vertical communication and horizontal communication are additional categories for formal communication.
- Vertical Communication
Vertical communication, as the name implies, travels vertically through established channels, either upward or below. While downhill communication goes from a superior to a subordinate, upward communication is the flow of information from a subordinate to a superior.
A few examples of upward communication include requests for loans, progress reports, leave requests, and more. Examples of downward communication include inviting staff to a meeting, assigning tasks to subordinates, notifying them of corporate policies, etc.
- Formal Communication
One division communicates with another in a horizontal or lateral manner. For instance, a production manager might speak with the finance manager about ordering or receiving raw materials.
Formal communication networks can be categorized as follows:
• Single chain: In this kind of network, communication travels via a single chain from each superior to each subordinate.
• Wheel: In this network, the only point of contact for all subordinates is their single boss.
They are not permitted to converse with one another.
• Circular: In this kind of network, information is passed back and forth in a circle. Only the two people who are next to one another can communicate with each other.
• Free flow: Everyone in this network is able to freely communicate with everyone else. There are no limitations.
• Inverted V: In this kind of network, both a subordinate’s immediate superior and his superior’s superior is open to communication. But only ordained communication occurs in the latter scenario.
- Second-Hand Communication
Informal communication is any communication that doesn’t follow the official channels of communication.
Since informal communication crosses all levels of authority and travels in all directions inside the organization, it is frequently referred to as the “grapevine.”
Informal communication travels quickly, frequently becomes twisted, and it is very challenging to determine where it originated. As a result, unfounded rumors are also spread. Rumors and unofficial conversations frequently have an impact on people’s behavior, which can occasionally be detrimental to the workplace environment.
However, because these channels transmit information quickly, they could occasionally be useful to the manager. The use of informal channels by managers to provide information allows them to monitor the responses of their staff.
• Single strand: In this network, each individual speaks sequentially to the others.
• Gossip network: In this kind of network, everyone communicates with everyone else in an unrestricted manner.
• Probability network: In this network, people interact with one another at random.
• Cluster Network: In this network, the person exclusively speaks with those he trusts. The Cluster network is the most common of these four types of networks in businesses.
- Informally Conducted Business
Unofficial communication is another option. Unofficial communication is the term for employee communication with topics unrelated to work that occurs outside of the workplace. Unofficial communication routes include social gatherings, dinner dates, and friendly meetings among coworkers.
Such a channel must exist, and the management must be aware of the information passing via it.
A Communication Barrier
Communication impediments may inhibit communication or convey meaning incorrectly as a result, which may lead to misunderstandings. A manager must therefore recognize these obstacles and take the necessary steps to get through them. The following are some general categories for the impediments to communication in organizations:
- Semantic Roadblocks
These are concerned with the issues and barriers that arise during the process of translating a message into words or perceptions and reverse-translating them. Such hurdles typically arise as a result of incorrect word choice, poor translation, inconsistent interpretation, etc.
For instance, a manager may have to communicate with staff members who do not speak English, yet on the other hand, he may not be fluent in Hindi. The manager may be unable to interact effectively with the employees in this situation due to language barriers.
Additionally, communication impediments can be emotional or psychological in nature. Effective communication is a reflection of the emotions of both the sender and the recipient. A furious recipient cannot understand the message properly, and a scared sender cannot communicate effectively.
Therefore, both the transmitter and the recipient must be in good psychological health at the moment of communication. They should have faith in one another, too.
They cannot fully comprehend one another’s messages if they do not share each other’s faith.
- Obstacles in the workplace
Effective communication may occasionally be hampered by aspects of organizational structure, rules and laws, authority relationships, etc. People might not be encouraged to communicate freely in a highly centralized organization. Additionally, communication may be hampered by strict guidelines and burdensome processes.
- Individual Obstacles
Effective communication may be hindered by personal qualities that are present in both the sender and the recipient. A superior has the right to suppress a communication if he believes it will undermine his authority.
Additionally, bosses are not required to consult their subordinates if they lack faith in their ability. If there is no incentive or acknowledgment for an excellent idea, the subordinates might not be eager to make one.
Transmission Paths
The ways by which employees in a firm engage and communicate with one another are known as communication channels.
It is extremely difficult for employees to connect with the aims and goals of the company, as well as to promote innovation and advancement at work, without the correct communication channel.
We also have a few additional types of channels that are employed in business organizations in addition to formal and informal communication channels. These are what they are:
Digital channels of communication – Most businesses use digital communication channels to connect with and engage their workforce. They consist of a number of online resources that staff members use to communicate with one another and stay informed on business news and changes. This avenue for communication is regarded as the most effective of all.
Social media, intranets, employee communication tools, project management tools, feedback software, etc. are a few examples.
Face-to-face communication channels – Despite the fact that technological forms of communication are taking over, face-to-face contact is still incredibly important in the workplace. It is still essential since many circumstances call for nonverbal communication (body language, gestures, signs, facial expressions, etc.).
Written avenues of communication – This kind of communication is almost nonexistent within organizations. When communicating important regulations, letters, memos, manuals, notices, and announcements to employees, text communication is still necessary. However, textual communication is still the most efficient for external communications with customers, merchants, distributors, and other people.
Emails, live chat, SMS messages, blogs, newsletters, printed materials, and others are a few examples.
Communications Models
Three common models for communication exist: transactional, interactive, and linear. They are helpful because they make communication’s basic framework simpler and enable us to comprehend it visually in addition to vocally. They serve as a kind of map to show how various parts of the communication process are connected, and they most crucially identify the various communication pieces.
Linear Model – Using a channel, a sender transmits a message that has been encrypted to the recipient. The receiver decodes the message. The communication process could be hampered by impediments or background noise. It is often referred to as “straight-line communication” and is most frequently used in traditional media like newspapers, radio, and television.
In this architecture, there is no way to receive immediate feedback.
Interactive Model – Like the linear model, the interactive model also offers feedback. The model’s use of the feedback notion allowed for a more accurate simulation of interpersonal human interaction than was before possible. Two channels are followed by interactional models in a more dynamic view of communication. The original sender, who is now the receiver, receives the message, decodes it, and sends a reply to the recipient. An everyday illustration of this concept is a phone call.
Transactional Model – Because messages can be delivered back and forth simultaneously, the Transactional Model allows both the sender and the recipient to carry out the same roles.
In the transactional paradigm, people create shared meaning through a more dynamic process. There must be some overlap in the domains of experience for there to be shared meaning. In other words, for communication to occur at all, there must be some degree of cultural, linguistic, or environmental similarity among communicators.
An organ that vibrates, like the larynx in mammals’ throats, produces auditory impulses that go along with vocal communication. Speakers communicate their emotions through vocal communication by altering the nonverbal elements of their speech, and listeners can deduce the speaker’s emotional state from these nonverbal elements. This includes the voice’s intonation, emphasis, volume, pace, and interference from accents.
We can better structure our message through verbal communication. This method of communication, in combination with voice characteristics like pauses and focus stress, is utilized to create a framework that enables the listener to comprehend your message.
Intonation – Intonation describes how your voice’s pitch rises and falls as you speak. The meaning of what we say might be impacted by a change or variation in pitch.
Stress – The act of accentuating a word or remark in order to draw attention to it is known as stressing. Stressed words and syllables are spoken more loudly, slowly, and with a higher pitch. These important indications are lost when the speaker speaks monotonously, making the information unclear.
Pausing – Pausing gives the speaker a chance to collect their thoughts before making their concluding argument. This gives the audience a chance to keep up with you while still allowing them some time to take everything in.
Focus Tension – When there is focus tension, the listener’s attention is attracted to a particular word or phrase. Focus stress is used to emphasize, demonstrate, or clarify the difference.
The pace at which you speak is known as the pace. The tempo might change throughout it can be quick, slow, or medium. To hold the audience’s attention, it is allegedly necessary to change the tempo, occasionally accelerating it and then slowing it down in accordance with the situation and the importance of the context.
The method of conveying meaning without using written or spoken words is known as non-vocal communication.
Non-verbal communication is any interaction between two or more individuals that involves the use of gestures, postures, hand gestures, facial expressions, and body language. In addition to spoken communication, these nonverbal cues can convey significance, additional information, and insights.
Verbal communication includes non-vocal elements such as silent signs, symbols, and signals that convey meaning. Nonverbal parts of communication include body language, gestures, facial expressions of emotion, and eye contact.
• Signals
In order to communicate one’s wants, desires, and sentiments to others, one uses signals. A form of expressive communication is signaling. Signals’ main objective is to alter a specific component of the environment in order to draw attention and communicate meaning.
• Signs
Despite being present in almost every country in the world, signs do not belong to any particular language. A sign has intrinsic meanings, like traffic lights or a police officer’s badge, whereas a signal simply allows for the formulation of external meanings. This is the main contrast between a sign and a signal.
• Symbols
Any tool that can be used to produce an abstraction is referred to as a symbol. Symbols are pictorial representations of an action, a thing, a person, or a place that can be used to express information about those things. Both expressive and receptive communication can be accomplished through the use of symbols.
The more palpable a sign is, the more closely it resembles what it stands for.
• Icons
An icon is a graphic depiction of a feature, an application, or another idea or object that is meaningful to the user. The idea of icons as rich collections of interconnected and disconnected symbols is common.
• Gestures
A gesture is a motion made with the hands, arms, or other body parts to emphasize or express something, usually while speaking. Additionally, gestures can help a culture’s communication language become more or less specialized.
• Proxemics
The study of proxemics examines how people from other cultures employ aspects including body positions, time, and space to communicate.
The study of how people communicate by moving closer or farther apart is known as proxemics. One example is when we are about to reveal something intimate to someone and are standing extremely near to them. Another illustration is when we turn away from someone because we feel like our personal space is being violated.
Mass communication is the process of creating, disseminating, receiving, and evaluating messages for sizable audiences through spoken and written media. These media include but are not limited to, print media, outdoor media, digital media and the internet, social media, movies, radio, and television.
Mass communication refers to the process through which media organizations create and spread messages to large audiences as well as how those communications are sought after, utilized, perceived, and influenced by the audience.
Public communication is when a person or group of people gather and start exchanging information with an audience or give a presentation on particular themes to spread a message. Sharing information with the wider public is referred to as public communication. Conferences, seminars, press conferences, and public speaking occasions are all examples of public communication.
The management of mass communications
Public communicators are not completely free to act however they like when serving the public. In a few countries, national authorities have total control over all broadcasting, and in some locales, the government has severe regulations on print and movie media. Local laws may impose restrictions and censorship on written and visual communications.
Ramifications of mass communication
The interrelated factors of the circumstance can limit how deeply mass communications can affect learning and how attitudes and opinions are changed in their listeners. Some think that mass media’s overall effects are safe for kids and adults. Numerous sociologists think that mass media influence views and behavior. The importance of newspapers, journals, and television in forming political attitudes are pretty well acknowledged in the voting behavior of so-called undecided voters. To plan campaigns and advance the reputations of their clients, advertising companies experienced in television strategies have entered the political sphere.
What steps can you take to increase the effectiveness of your communications?
The following actions can be taken to increase communication efficacy.
1. The idea’s communication and clarification.
2. The recipient’s needs should be taken into account when communicating.
3. Seeking input from others before speaking.
4. Knowledge of body language, tone, postures, and gestures.
5. Provide the recipient with the knowledge they can use.
6. Assure accurate feedback.
7. Communication after action.
