MAHARISHI MARKENDESHWAR (DEEMED TO BE) UNIVERSITY , MULLANA (AMBALA)
COMMUNICATION : MEANING OF COMMUNICATION
Communication is another administrative process
and in the absence of communication the function of the organization will reach practically a full stop. DEFINITIONS:- Simon has said: “Without communication there can be no organization, for there is no possibility of group influencing the behavior of the individual.” The administration of an organization is a continuous process and it is the function of the communicative system to maintain this continuity. SOME OTHER DEFINITION:- Communication is the process of establishing commonness through the movement of ideas, thoughts and feelings etc. from one to another or between groups of persons. In other words, it is an exchange of facts, thoughts, information, emotions resulting in a shared understanding ACC. TO KARL W. DEUTSCH “The communication means the transfer of messages containing quantities of information” According to Dentoch communication is a type of channel through which messages or information or directions pass from one stage or group of organization to another. Even assessment or emotions pass through the channel and this comes to be treated as communication. NATURE OF COMMUNICATION The word communication is derived from the Latin word communis and communis is derived from communo. Some scholars say that the real origin of the word communication is communis. In all the cases the meaning is common. The communication removes the barriers that are found among various sections of the organization. Hence commonness stands at the central position of the organization and communication makes it possible. The communication is a process, but it is never a one-way process. An organization is divided into a number of sections or departments and the information is always communicated among all the departments. For example: a department or an officer receives information from higher authority regarding a particular issue and the receiving section sends its opinion to the department or person concerned.
The communication is also an act of imparting
news/information. Information is always exchanged among the employees. Communication plays a very important role in the functioning of the organization. Changes are taking place continuously in the environment and the impact of these changes simultaneously reacts upon the administration political system. In other words, the authority responds to any news or action and this response is conveyed through the machinery of communication system. IMPORTANCE Communication is not simply a part of public administration or an organization; rather, it is a vital part of organization. The administration of government or any organization is highly complex and the body of administration is increasing with the progress of time. In order to cope with this situation the public administration must prepare itself. Normally, the system of communication must be prepared. The communication has a special role to play in the field of human relations which is the main part of communication. At this stage we remember a remark of the German poet Goethe. If you treat an individual as he is, he will stay as he is. But if you treat him as if he were, what he ought to be and he could be he will become what the ought to be and he could be. It is the communication that makes man what he ought to be. Through the mechanism of communication man can develop his inner qualities. He becomes more and more eligible for it. FORMS OF COMMUNICATION There are mainly two forms of communication—formal and informal. FORMAL COMMUNICATION The formal communication is based on certain written rules and regulations or centrally determined rules and all these must be strictly observed or maintained. Any change must be preceded by permission of appropriate authority. The formal communication is the central feature of governmental administration. Formal communication is also prevalent in an administrative system characterized by hierarchy.
Another aspect of formal communication the movement of
order or direction takes place formally or in writing. Personal liking or disliking has nothing to do with the formal communication. INFORMAL COMMUNICATION The Informal Communication is the casual and unofficial form of communication wherein the information is exchanged spontaneously between two or more persons without conforming the prescribed official rules, processes, system, formalities and chain of command. The informal communications are based on the personal or informal relations such as friends, peers, family, club members, etc. and thus is free from the organizational conventional rules and other formalities. The informal communication is characterized by an indefinite channel of communication, which means there is no definite chain of command through which the information flows. Hence, the information can flow from anywhere. Often such communication arises out of the social relations that an individual creates with other persons on the basis of common interest, likings or disliking. CHARACTERISTICS PURPOSE 1. In order to increase managerial efficiency communication is necessary. 2. For industrial peace cooperation is required and communication ensures this. 3. Communication helps coordination among various departments of an organization. 4. Communication helps the employees to acquire effective knowledge about various branches and aspects of organization. 5. Communication is necessary for acquiring knowledge and function of the organization. 6. With the help of communication employees come to be acquainted with the decision-making process. It is because the decision-making affairs are not the functions of any particular person. All the employees of the organization are involved in this affair. THANK YOU…