COMMUNICATION FOR MANAGEMENT

The word Communication has been derived from latin word “Communicare”
which meanes “the sharing of Ideas”, It involves transmission of some
information by one person to another who receives and understand it in the same
sense.
Communication is the meanes by which behavior is modified, change in mind set
is effected, information and knowledge can be shared & objectives are realized. It
is essential in the internal and external smooth functioning of an enterprise. It
enables organizing human and other resources most efficiently and effectively.
Effective Communication is vital for all managerial work.

NATURE, FEATURE AND CHARACTRISTICS OF COMMUNICATION :

1. It involves at least two persons.
2. Message (Inputs) is a must.
3. Communication may be written, oral and gestured.
4. Communication is a two way process.
5. Communication may be formal or informal.
6. Its primary purpose is to motivate a response.
7. It flows up and down and also from side to side.
8. It is an integral part of the process of exchange of inputs.
GENERAL AND BUSINESS COMMUNICATION: In today’s scenario
possessing impressive communication skill is an art; thus it can be learned and
developed
. It is also considered as an important qualification at the time of Recruitment,
Selection, Training, Promotion And other organizational activities, for which extra
weightage is given. Thus it is an important requirement for any job.
Eg- Oral Communication skill is an essential requirement for the job of Labor
Relation, HR, Marketing, Sales, Public Relation, Teaching, Insurance Sector etc.
Written Communication skill is considered as vital job requisite for Researcher,
Editor, Writer, Media and Journalism etc. It is a vital skill that leads to success.
Communication is a tool to impress or exercise / influence on others. It is a mental
and a dynamic concept.
“The success of any business lies in the fact that how effective and efficient the
communication is in the organization. In fact all the abilities required for
successful management and leadership. The ability to communicate is
undoubtedly the one ability that every manager motivates and gets the work done
successfully through their subordinates” Said by Huneryager
MEANING AND DEFINITIONS OF COMMUNICATION:

Many scholars have defined the term Communication in their different ways.
“Communication means an exchange of Facts, ideas, opinions, information or
emotions by two or more” persons - Newman & Summer
“Communication is an intercourse by words, letters, symbols of message and is
away that an organization members shares meaning and understanding with
other”- Belson & Gilson
“The transmission of commonly meaningful information. It is personal process
that involves the exchange of behaviour”- Fred Luthans
“The process By which information is Transmitted between individual and
organization so that an understanding responses resultes”.- Peter Little
“Communication is telling, listening and understanding”.- Alen Lewis
“Communication is a process involving the sorting, selecting and sending of
symbols in such a way as to help a listener perceive and recreate in his own mind,
the meaning contained in the mind of communicator”- Raymond Ross
“The word Communication describes the process of conveying messages, facts,
ideas, attitudes and opinions from one person to another so that they are
understood”.- M.W.Cumming
“Communication is broad field of human interchange of facts and opinions & not
the technologies of telephones, telegraph, radio and the like”.- CharlesE.Redfield
NATURE, FEATURE AND CHARACTRISTICS OF COMMUNICATION :

It involves at least two persons.

Message (Inputs) is a must.
Communication may be written, oral and gestured.
Communication is a two way process.
Communication may be formal or informal.
Its primary purpose is to motivate a response.
It flows up and down and also from side to side.
It is an integral part of the process of exchange of inputs.

OBJECTIVES OF COMMUNICATIONARE AS FOLLOWES:

• Exchange of information
• To educate employees
• To motivate employees
• To order employees & use for warning them
• To suggest and advice
• To persuade
• To use for counseling
• To raising morale
• For developing good interpersonal relationship

FACTORS AFFECTING FEEDBACK

Personality and Attitude Personality and Attitude

Cultural effect
Mental setup & Psychology
Experience & background
Communication Skills
Knowledge & Qualification
Barrier at the part of sender
Barrier to select the medium
Other Factors
Cultural effect
Mental setup & Psychology
Experience & background
Communication Skills
Knowledge & Qualification
Barrier at the part of receiver
Other Factors
 (Sx) RECEIVER
SENDER COMMUNICATION
(VERBAL/NON VERBAL
INFORMATION) (Rx)

FUNCTION
9 OF COMMUNICATION:
• The information function
• The command and instructive function
• The influence and persuasion function
• The integrative function

IMPORTANCE OF COMMUNICATION IN THE ORGANIZATION

Organization can’t exist without communication. Communication put in all

managerial action pass through the bottleneck of communication and in practice
effective communication is crucial for attainment of organizational goals.

• It helps in individual growth and development.

• It is a link pin between management and employees.
• Learning and training takes place through communication.
• It is a unifier. It helps in coordinating & controlling different functions of
organization as POSDC.
• It helps in resolving conflicts.
• It helps in making and presenting good image of products and services of
their organization.
• It helps in motivating employees.
• It is an effective tool for developing trust.
• It helps in maintaining public relation.
• It helps in smooth functioning inside as well as outside the organization.
• It helps in releasing emotional tensions and express one’s need and
feelings.
• It is an effective job requirement.
• Warm & friendly work relationship can be established through
communication.
• Manager can get work done through effective communication.

 When Communicate?

It takes place as par the requirement of completion of any task or business activity.

 Where Communicate?

At work place, any organization, any platform related to completion of business as well as
routine activities.
 Why Communicate?

For smooth functioning of individual and organizational activities and achieving their goals.

COMMUNICATION PATTERN

ON THE BASIS OF EXPRESSION-

1. Oral communication
2. Written communication
3. Pictorial/ gesture/ sign communication

ON THE BASIS OF STRUCTURE-

Internal Communication
External Communication
Internal Communication also has-Formal Communication &Informal Communication

Formal communication that includes

Vertical Communication (Upward and Downward)

Horizontal/lateral Communication
Diagonal Communication

PROCESS OF COMMUNICATION-

1. Develop an idea by sender (inputs)

2. Encode
3. Select the medium
4. Select the channel
5. Transmit the encode by sender
6. Receive the encode by receiver
7. Accept the input
8. Decode the input well
9. Use the information
10. Provide feedback to sender

IMPORTANCE OF COMMUNICATION IN MANAGEMENT-

 To Seek and give information.

 To place an order.
 To purchase goods and services.

 To send and receive complaints

 To Seek and give information.
 To place an order.
 To purchase goods and services.
 To send and receive complaints.
 To maintain good relations.
 To enquire about anything.
 For giving thanks &
 For sorry/apologies for any omission.
 To integrate various parties with our product & service.

BARRIERS AT DIFFERENT LEVELS-

 At the level of sender / Transmitter

 At the level of medium.
 At the level of Receiver
 Sensory Disabilities
 Physical Barrier
 Semantic or language Barrier
 Socio-Psychological Barriers
 Organizational Structure complex.
 Protective screening.

Barriers on the part of sender-

 No clarity about objective of Communication

 Lacks in Communication skills
 Sender has fear of Receiver’s status.
 Reliability of sender.
 Differences of perception.
 Educational qualification, experience and mental state.
 Age & culture of sender.
 Sensitivity towards other’s feelings by sender.

Barriers at the part of medium-

 Urgency
 Availability of expenses
 Approach to the receiver
 The organization structure
 Leadership
 Situation
 Wrong choice of medium

Barriers at the part of receiver-

 Inattentiveness of receiver
 Lack of concentration
 Poor listening skills
 Perceptual deference
 Personality, age, mental state of service
 Educational Qualification culture and experience
 Decoding error

Socio – Psychological Barriers-

 Emotional Stability.
 Emotional madness.
 Lack of trust.
 Inattentiveness.
 Poor retention power.
 Fear and Status consciousness.

Principles of Communication

CLARITY:

 Use simple words

 Use single words in place of phrases
 Use verb for noun
 Avoid double entry
 Use concrete & clear words
 Use active voice
 Avoid excessive use of infinitive
 Avoid jargons and hackneyed
 Avoid ambiguity by clarity of ideas
 Use punctuation marks properly

COMPLETENESS:

 Always keep 5Ws in communication

 Always keep message with proper arrangement
 Avoid ambiguity before transmission

CONCISENESS:

 Organize your message well

 Involve only relevant matters
 Avoid repetition if not important
 Use content in brief
 Politeness, courtesy, completeness should applicable properly

CONSIDERATION:

 Use you attitude in place of I attitude

 Use alternative gender
 Use pleural tense
 Use positive and pleasant facts in place of negative

COURTESY:

 Always try to reply immediately

 Always create harmonious relationship
 Thanks generously for favor
 Avoid irritating expressions
 Apologies sincerely for omissions and errors
 Avoid expressions that include overlook, ignored and unaware

CORRECTNESS:

 Give only correct facts

 Send information when you convict yourself
 Send your inputs at correct time and correct style
 Consider the educational background of receiver
CONCRETENESS:

 Use words with right vigor

 Use concrete words

COMMUNICATION STRUCTURE IN ORGANIATION

Chairperson

Managing Director

Functional Manager

Supervisor prod/Mark/Qual

Workers / employees

Communication system

OPEN COMMUNICATION SYSTEM: Which includes formal and informal, downward

and upward, horizontal/lateral, diagonal and Grapevine communication.

CLOSE COMMUNICATION SYSTEM:Which includes Formal, Downward, lateral

communication only.

.ON THE BASIS OF ORGANIZATIONAL RELATIONSHIP-

 Formal communication
 Informal communication

ON THE BASIS OF FLOWOF COMMUNICATION-

 Vertical communication (upward and downward)

 Horizontal communication
 Diagonal/Crosswise communication

ON THE BASIS OF EXPRESSION-

  Oral communication
 Written communication
 Pictorial/gesture/nonverbal/sign communication

Written Communication

Writing Techniques-
1. Predicting
2. Planning
3. Drafting
4. Sharing
5. Revising
6. Editing
7. Evaluating

1. Preparation & Planning Stage-

USE ORSS
O- Objective
R- Receiver/ Reader
S- Subject/ Content to be delivered
S- Style chosen

2. Writing Stage in which consider-

 Use appropriate language

 Be precise while writing
 Keep the objectives & Background
 Try to be systematic and organized
 Use own style
 Write in effective & impressive form
 The power of vocabulary/ words use
 Knowledge of Grammar
 Knowledge of spellings
 Knowledge of punctuation
 Knowledge of sentence pattern

Do’s in effective writing

 Clarity on idea/ thoughts

 Idea should expressed in suitable words
 Be receiver oriented
 Each paragraph should carry similar ideas
 Familiar, simple and concrete words
 3. Checking Stage-

 Read and re-read the text

 Analyze the correctness of facts
 Check the word, language, sentence, paragraph used
 Avoid vagueness of ideas, irrelevant and imitation

Writing Effective Sentences

 Variety and simplicity

 Coherence and unity
 Economy of words used
 Proper selection of words
 Sequence and ranking

Paragraph Structure

 Introducers: They establish the topic focus of the paragraph and provide smooth
transition from the preceding paragraph.
 Developers: They support, develop and clarify the central thought.
 Modulators: They provide smooth transition between sentences of a paragraph whenever
there is a shift/ change in tone or view point
 Terminators: That concludes the discussion or summaries the contents.

Oral Communication includes-

 Lecturers
 Speech
 Group discussion
 Social gatherings
 Interview
 Conference & Meeting
 Face to Face Conversation.
 Telephonic Conversation

MERITS OF ORAL COMMUNICATION-

 Facial expressions and gestures make communication effective

 It is the best medium for discussions as negotiation, interview, counselling etc.
 Communicator can get known the reaction of message on receiver through his gestures &
expressions & tone

LIMITATION OF ORAL COMMUNICATION-

 It is not possible while dealing a large group.
 It is ineffective when listener is not attentive and different perceptions
 It can not retain for longer time as permanent record.
 It is less effective if communicator has no convict on himself

MERITS OF TELEPHONIC CONVERSATION-

 Interact freely on Phone.

 It eliminates the barriers between physically disposed persons.
 We can get immediate / quick feed back.

LIMITATION OF TELEPHONIC CONVERSATION-

 At a time we can talk one person effectively

 Long discussions are not possible
 Expensive and less effective
 Technical problem distract telephone network if device is not working well
 In case of mobile phone signal problem become barrier to communication
 Ring tone disturb others anytime any where even is classroom, meetings, silence zone,
conferences etc

Nonverbal/ pictorial Communication

 Pictures
 Posters
 Banners
 Film clips
 Slides
 Gestures

MERITS-

 It is very effective in use in silent zone

 It eliminates differential perceptions
 It is effective when emotions take place

LIMITATION-

 It is ineffective particular for illiterate persons

 It is not possible in each and every situation
 It cannot be use for lengthy conversation

Business Letters and Reports

TYPES OF BUSINESS LETTERS-

 Enquiry letter(solicited & unsolicited)

 Employment letter which includes
 Job application
 Interview letter
 Acknowledgement
 Acceptance/ offer letter
 Appointment letter
 Joining Letters.
 Reference letters

Application Letter

 Address
 Subject
 Reference no
 Salutation
 Content
 Complimentary close
 Signature
 Enclosed detail (Resume & photocopy of documents)

Resume

 Name with address

 Career objective
 Job profile
 Job experience
 Professional & technical qualification
 S.I.P.(project, duration, team size and role)
 Academic details
 Personal details
 Skills & strengths
 Major interests
 References
 Declaration
 Signature with full name
 Date & place
Interview letter

 Address
 Subject
 Reference no
 Salutation
 Content
 Complementary close
 Signature
 Date and place

Letter of Acceptance

 Address
 Subject
 Salutation
 Content
 Complementary close
 Signature
 Date & place

Joining Letter

 Address (From-To)
 Date
 Subject
 Salutation
 Content (assurance)
 Complementary close
 Signature with date & place

Reference Letter

 Confidential
 Address (To-From)
 Reference no
 Subject
 Content (full detail)
 Complementary close
 Signature with seal, date and place

Appointment letter

 Address (To-From)
 Reference No
 Draft of final conditions of employment
 Signatures of both (employer and employee)
 Date

ELEMENTS OF MEMORANDUM-

 The designation of Receiver

 The designation of Sender
 Reference designation of note it does note requires signature
 Date
 Subject
 Signature