Defination of Communication :-

DEFINITION OF COMMUNICATION :-_____________________________________________________Communication is a process by which information is exchanged between individuals through a common system of symbols, or Behaviour.

The Oxford English Dictionary defines Communication as the imparting, conveying or exchange of ideas, knowledge, information etc. Communication theory means the study and statement of the principles and methods by which information is conveyed.

Communication has been defined by Brown as a process of transmitting ideas or thoughts from one person to another for the purpose of creating understanding in the thinking of the person receiving the message Hence, Communication is the 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.

Process of Communication

Process of Communication starts in-understanding as to how the communication takes place.

The essential for communication is the Cooperation between two parties One Active or at the giving end and Other Passive or at the receiving end.

The sender selects appropriate symbols to suit the situation and realizes the meaning through speech or writing. At the receiving end, the symbols over identified and identification obviously imply recognition and realization of meaning through the interpretive process.

Both the process may be summarized as follows:-

Communication is thus a network of interrelations and naturally changing their roles.

Another aspect of communication is the development of a Code, consisting of arbitrarily evolved symbols and the determination of the appropriateness of their use in given situations, leading to the emergence of diverse communication patterns, a number of factors come into stay. Some of these are tangible (e.g. physical setting) and others intangible such as intellectual emotional and psychological. The communication, therefore insist require a true perspective of not only the present requirements of the situation that also its relationship with the past and its impact on the future. PROCESS OF COMMUNICATION

Figure 1: Components of communication

It would be observed that the entire event takes place within common frame of reference, also called communication Environment. The SOURSE refers to the point of origin of a message which is encoded by the SENDER and transmitted through the CHENNEL to the RECEIVER. The receipt of the message exercises an impact in communication environment leading to some RESULT. The Observance of the RESULT by the SENDER is called FEEDBACK. The MESSAGE sent is not the same as the MESSAGE RECEIVED. For this a number of factors which may collectively term as NOISE are responsible. It is also to be noted, that all the messages do not produce the intended result. Thus, the success of communication is measured in terms of not only the effective transmission of the message but also the achievement of the intended result. The process of initiation and reaction on the part of the sender and receiver respectively. The choice of Channel is determined by socio-physical factors.

1. SENDER

A Sender is one who initiates the Communication and is sometimes known as the ENCODER . Encoding is the process of selecting and formulating information to be conveyed. The sender should mentally visualize the communication from the receivers point of view. For example, if the sender must convey both good news and bad news, it is often better to relate the good news first. If he must convey both a simple and complex message, it is best to start with the simple One. This order of priority impress the chances of effective communication. If the message is being delivered verbally the sender should also look and listen for clues that can help provide additional information.

2. MESSAGE

The message is the information being transmitted. This includes both verbal and non-verbal data. Verbal information is the part of the message that is heard.

Non-verbal information entails such things as body language and the surrounding environment. For example, if a Manager calls in a subordinate and says you did an excellent job in closing that sale to that company. This comment would be generally be interpreted as one of praise, However, if the Manager continues to look at some reports on the table while he speaks, it may be interpreted as simply an obligatory statement. If the Manager stands up, walks around the desk, and shakes the subordinates hand while delivering the message, it is more likely to be interpreted as high praise. The non-verbal part of the message often expands what is being said by providing additional meaning. It has to be born in mind, however, that interpretation can alter the intended meaning of a message. For example, you might remind a co-worker about a deadline with the intention of being helpful, but your colleague could (for a number of different reasons) interpret the message as an indication that you were annoyed or mistrustful.

3 CHANNELS

The channel is the means used to convey the message. To physically transmit your message you select a communication channel and a medium. A communication channel could be non-verbal, spoken or written. The medium could be telephone, computer, Fax, letter, Memo, Report, Face to face etc. Sometimes oral communication is superior to written communication, at other times a Witten message is preferable.

Here are some examples:-

1. When immediate Feedback is necessary oral communication channel are more effective.

2. If there is a reasonable chance that the other party will not understand the message, verbal channels are preferred choice.

3. If the receiver is likely to be reluctant to comply with the message, verbal channels are usually more effective.

4. If there is a need to document the communication, written channel is the best choice.

5. If the message should have detailed accuracy, written channels are the best.

6. If the message must be delivered to more than a handful of people, written channels are often more effective.

In many cases, both oral and written channels should be used, for one supplements the other. For example, it is common to find message giving their subordinates assignments over phone and then saying I will follow this up with a Witten Memo to confirm our conversation. This provides the receiver an opportunity to review the assignment and if the written message is not in accord with the oral one, it is necessary to contact the superior and seek further clarification. When choosing a specific channel or medium, it is important to be aware of the internal communication network within which the message is conveyed. As mentioned, information flows in four ways through the internal communication network, DOWNWARD (Superior to Subordinate), UPWARD (Subordinate to superior) LATERAL or HORIZONTAL (between employees at the same hierarchical level) and INFORMAL, also known as the grapevine) .

DOWNWARD COMMUNICATION

Information flows from Superior to Subordinate. There are five basic purpose of this type of communication.

1. To give job instruction

2. To bring about understanding of the work and its relationship to other organizational

tasks

3. To provide information about procedures and practices.

4. To provide subordinates the feedback on their performances and

5. To install a sense of mission in the workers.

One of the problems with both downward and upward communication is that there is often loss and distortion of information. Every time in the communication chain opens up a changes for error. So, by the time a message makes it all the way up or down a chain, it may bear little resemblance to the original idea.

UPWARD COMMUNCATION

Upward communication networks provide subordinates a means for conveying information to their superiors. This type of communication is extremely effective for gaining feedback and learning about problems and blocks that are affecting efficiency. Upward communication is also an external source of information on employees attitudes and perception. Unfortunately, research reveals that while most Managers report that they encourage upward communication, subordinates disagree. They feel that their superiors are not as open and willing to receive feedback as they claim to be.

LATERAL COMMUNICATION

Lateral communication channels are used to convey information between individuals and units on the same hierarchical level. These channels are employed for such purposes as:-

1. Co-ordination of tasks

2. Sharing of information

3. Problem solving and

4. Conflict resolution

These forms of communication, because they occur among employees of similar authority, tend to be persuasive and suggestive in nature rather than directive or authoritative.

INFORMAL COMMUNICATION

Employees form informal communication channels or networks in an effort to circumvent or complement formal channels. Informal channels are often collectively referred to as the Grapevine. Research shows that 75 to 90 percent of business information that travels through the Grapevine is accurate.

Attempts to quash the grapevine generally have the opposite effect. Informal communication increases when official channel are closed or when the organization faces periods of change, excitement or anxiety. Instead of trying to eliminate the grapevine, sophisticated companies minimize its importance by making certain that the official word gets out. Many successful Managers tap into Grapevine themselves to avoid being isolated from what is really happening. They practice MBWA (Management by working Around) to make contact with their employees

5. RECEIVERS

The receiver is the individual to whom the message is directed. The extent to which this person comprehends the message will depend on a number of factors including :-

1. How much the individual knows about the topic?

2. His or Her receptivity to the message

3. The relationship and trust that exists between Sender and receiver and

4. The receivers understands and perception of the information conveyed.

Perception refers to an individuals view of reality. It is the result of many factors including

Past experiences

Attitude towards the message and the sender

Mental abilities such as intelligence and communication skills such as speaking and listening.

It is important to realize that a persons perception is not always accurate. For example, the top staff may think that they always inform their subordinate in Advance about change, but only about half of their subordinates may agree that their bosses communicate in advance about change. On groups perception of its communication style can thus be radically different from anothers and this perception will influence the way the group both sends and receives message. For example, if personnel at one level were to begin asking question about future changes, their superiors might shrug them off with explanation Oh, you do not need any more information. You have already been fully informed about the change.

FEEDBACK

Feedback is the receivers response to a message, it can take a number of verbal and non-verbal forms. In verbal form, some of the most common responses are designed to obtain more information or to provide closer by letting the sender know that the message has been received and will be acted upon accordingly. Here are some examples for getting more information:-

Could you tell me more about how this reorganization will affect my department?

Your idea sounds good, but how will it keep increase work productivity.

You said there were four steps in your new promotion plan, but I noted only three. Can you briefly review the fourth step for me.

Examples for Providing Closure:-

I understand and you can count on my support.

I will get started on this right way and a have the report on your desk by the next Friday.

Thanks for bringing me up-to-date on the programmers progress.

As is evident from the above example, Feedback also reveals attitude, perception and comprehension or lack of it. In non-verbal form, some of the most common examples for Feedback are nodding Ones head, shrugging, grimacing, smiling, winking, rolling Ones eye and looking away from the other person.Non-verbal communication

Good communication skills are essential in Business World. There are two basic forms of communication _ Verbal and non-verbal: Non-verbal communication has more impact in conveying meaning than verbal communication. In fact, non-verbal behavior is as important to effective Business communication that many companies are now trying to train their employees to understand about non-verbal communication.

Example _ Expression No.1:-

Your boss has been telling the staff that he would welcome suggestions about how to improve the organization. You take him at his word and meet him to discuss some of your ideas with him. As you begin to outline the changes you propose, he fixes you with an icy stare and folds his arms across his chest; as you gone on, the frown on his face gathers intensity. When you finish, he gets up abruptly and says, with barely suppressed means in voice Thank you very much. Your ideas are priceless:

Example - Expression No. 2:-

Your friend has started a new organization. He is encountering some labor problems. You are a personnel management specialist and have several years of experience in the personnel department of a large conglomerate. Your friend calls you over to his office one day to discuss his problems. In the course of conversation, you give him some ideas about how he could solve his problems. He finds your ideas are innovative and thinks they are just right for his kind of set-up. As you get up to leave, your friend clasps your hand warmly, beams at you and says, Thank you very much. Your ideas are priceless.

You have seen two identical expression being used in two entirely different situations.

Verbally, the two expressions mean exactly the same, but do not think the two speakers meant to communicate the same message. What is it that differentiates one message from the other? You will notice that it is the non-verbal cues embedded in each message that makes these two messages so radically different from each other. The boss uses non-verbal cues to let you know the thinks it is preposterous that you should try to suggest changes to him. Thus, though his words say something different, what he actually says is: - You have a nerve, coming in here and trying to tell me how I should run the place. So, then, what exactly is non-verbal communication? Very broadly, non-verbal communication is all those messages expressed by the other that linguistic means. Communication researchers have found that non-verbal signals have more impact in conveying meaning that verbal content. In fact, non-verbal behavior is so important to effective business communication that many companies are now trying to train their employees to understand it.

CHARACTERISTIC OF NON-VERBAL COMMUNICATIONWe have seen how non-verbal signal can completely alter the message that you communicate. Let us now look at some of the characteristic of non-verbal communication.

1. Non-verbal message primarily communicates, Emotion,. Attitude :-

Non-verbal signal largely communicate a persons subjective response - anger, appreciation, dislike, resentment to a particular situation. Message about ideas or concepts cannot be conveyed through non-verbal channels. For instance, if you want to give you friend the message the sales Meeting is coming up next Monday these is no way you can do this using non-verbal signals. However, you can express your attitude to the sales meeting dread, eager anticipation through non-verbal signals.

2. Non-verbal cues substitute for contradict, emphasize or regulate verbal messages If someone asks you which way the MDs room is, you may simply point down the corridor. You may praise you friends new dress while you face shows absolute dismay, or you may use your hands to indicate the monstrous proportion of somebodys ago. Very often we regulate the flow of conversion non-verbally by raising an index finger, nodding and learning forward, raising eyebrows, and/or changing eye contact.

3. Non-verbal cues are often ambiguous: - non-verbal cues are not always easy to understand. There meaning varies by culture and context. Sometimes they convey meaning that was never intended. A random gesture may be assumed to have meaning when none at all was intended. On the other hand, some people may feel emotion strongly, but find that their bodies do not respond appropriately.

4. Non-verbal cues are continuous: - It is possible to stop talking, but it is generally not possible to stop sending non-verbal cues. The attempts to mask ones communication communicate something in itself. Long periods of silence at the supper table communicate as clearly as any words that something may be wrong.

5. Non-verbal cues are generally seen as more reliable: - When verbal and non-verbal cues contradict each other, we tend to believe the non-verbal. This is largely because non-verbal cues are more difficult to fake. An experiment reported by Zuckerman showed that everything we use to discern if a person is lying, comes from the non-verbal realm. As Sigmund Freud said no moral can keep a secret. If his lips are silent, he talks with his fingertips; betrayal oozes out of him at every pore.

6. Non-verbal cues are culture bound: - Many non-verbal gestures are universal. Most human beings no matter what culture they belong to, smile when happy and frown when unhappy. But certain non-verbal expressions vary from culture to culture. Gestures seen as positive in one culture may be seen as obscene in another culture.

COMPONENTS OF NON-VERBAL COMMUNICATION

The study of non-verbal signals is divided in to three main areas:-

1. Paralanguage

2. Kinesics

3. Proxemics

Other forms of non-verbal communication include the use of time and mode of dress.

Paralanguage

The study of paralanguage focuses on how you say, what you say. As we saw in the example at the beginning of the chapter, two identical verbal messages may communicate entirely different meaning when the tone of voice is different. The tone of your voice the loudness, softness, rate of speech. And the words we choose to accent, communicates a great deal. In fact, by changing the emphasis in a sentence, we can change the total meaning of sentence. However, Paralanguage has several component parts:-

1. Voice qualities

2. Voice qualifiers.

3. Voice Characteristics and

4. Vocal segregates.

VOICE QUALITIES

Voice of qualities includes such things as volume, rate of speech, pitch, rhythm, pronunciation and enunciation.

VOLUME

A person may sometimes speak louder to attract others attention. But on overly loud speech can be annoying or disturbing. On the other hand, though a soft voice conveys sense of calm, in a business setting it may give an impression of weakness or indecisiveness, thus the volume that may be right in one setting may convey a negative message in a different situation.

RATE OF SPEEECH

On an average, it has been found that people speak at the rate of about 150 words a minute. When a person speaks at much higher or lower rates, he may have a negative impact. Fast speech often makes people nervous, while slow speech causes boredom or leads people to believe that the speaker is not quite sure about what to say next.

VOICE SPEECH

Voice speech is often equated with emotion. High speech shrieking generally indicates excitement or nervousness. A low voice pitch usually commands attention and respect, because it indicates that the speaker is in control of situation.

RHYTHM

Rhythm refers to the pattern of the voice, whether it is a regular or irregular, whether it flows smoothly or moves in fits and starts. A smooth rhythm, like a moderately low pitch, indicates a confident, authoritative attitude, while an uneven rhythm may convey lack of prior preparation and lack of clarity.

PRONICIATION AND ENUNCIATION

Good pronunciation is the correct oral delivery of a word. The vowel sound must be said correctly and the right syllables must be accented. People who mispronounce words are thought to be not as well educated as those who pronounce words correctly. Thus, the way you pronounce words may play an important role in building your image.

Enunciation also relates to the correctness of how word is promo8nced, but is more a matter of clear articulation. People with poor emaciation drop word endings, slur their speech, or do not speak clearly. Poor enunciation may indicate carelessness, but overly precise enunciation may sometimes seem phony or pretentious.

VOCICE QUALIFIERS

Temporary variations in pitch, volume and rate of speech are known as voice qualifiers. If one is aware of the normal voice qualities of a person, is easy to detect the voice qualifiers in his speech. For instance, if your secretary, who normally talks in a low, even tone, suddenly starts talking faster and louder, you should be able to tell that something is not quite right. He may be conveying impatience, anger or excitement.

VOCAL CHARCTERISTICS

All of you are familiar with certain audible sounds like sighing laughing, crying, clearing the throat, whistling and grooming. These sounds, which serve to communicate some meaning, are called vocal characteristics. As a communication expert put it Awareness of the more subtle voice characteristics, such a pleasantness, especially in combination with voice qualifiers, can do much to help individuals and organizations improve communication. Think, for instance, how much a companys image can be helped by a receptionist who sounds, both in person and over the telephone, pleasant, confident and competent .

VOCAL SEGREGATES

Er..um will you lend me some money, please? Now, in this sentence, what do the words, Er. Um.. mean? They dont mean a thing. Such meaningless words or sounds that are used to punctuate or pace-sentences are called vocal segregates. Sometimes people use filler expressions like right?. You know what I mean or ok to fill in their silence, Vocal Segregates are usually awkward components of speech and should be avoided as far as possible. These sounds indicate a lack of confidence and exhibit a feeling of stress on the part of the speaker.

PURPOSE & IMPORTANCE OF COMMUNICATION :-

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Effective communication helps to establish good interpersonal relationships as a team member, a key ingredient of success at work. The ability to clearly relate the thoughts, feelings and capabilities certainly serves to further the goals. Developing effective communication skills helps to express the desires and meet the needs, to relate to others and build relationships, and to empathize and share intimacy. Effective communication is the foundation of organization success. Clear communication helps to develop interpersonal understanding and enhances a persons ability to understand and solve complicated problems, work teams in particular, rely on their members to communicate effectively.

Oral communication has long been our main method for communicating with one another. It is estimated that 75 percent of a persons day is spent communicating in some way. As a student, 69% of their communication time is spent on speaking and listening, 17% of their communication time on reading and 14% in writing. Not only we spend considerable time communicating, communication skills also are essential to personal, academic and professional success.Without effective communication there can be little or no performance management. Also it will be difficult to understand or manage the expectations and to coordinate the efforts if work teams have poor communications. And it is not a matter of surprise to find Poor Communication as the root cause of a large number of organizational problems. Effective communication is an essential ingredient of organizational effectiveness. In fact, organizational effectiveness and efficiency at the inter-personal, inter-group, intra-group, organizational or external levels very depends on the quality and quantity of organizational communication.

Effective communication skills are essential for success in every facet of life. The ability to communicate ideas and feelings in a clear and effective manner is an essential ingredient in every healthy relationship whether with family, friends or business associates. In todays world of work, communication skills are a MUST for everyone

Importance of Effective Business Communication :-

1. Effective communication is an essential ingredient in Management-Employee4 relations.

2. Effective communication is the only one of its own kind through which human relations have developed.

3. Communication is a tool of supervision. The communication of information, ideas and decisions is a basic necessity for Management. Through communication, leaders inspire and motivate others.

4. Communication is a tool of Information. The Manager motivates, guides and organizes people to do their own work. His or Her tool--- to do this is the spoken or written word or the language of the numbers. 5. Good communication is essential to co-ordination. For the sharing of knowledge and information and for the subject needs of good moral and mutual understanding, Communication is necessary Upward, Downward and Sideways through all the levels of Authority and Advice for transmission, interpretation and adoption of policies.

6. Development of Information and Understanding. Communication helps to develop information and understanding which are necessary for group effort.

7. Releasing the emotional tension of workers; Communication discourages the spread of mis-information, rumors and gossip and releases the emotional tension of workers.

8. Encouraging ideas and suggestion. Communication encourages ideas and suggestions from subordinates for an improvement in the product and work conditions for a reduction in time or cost involved and avoidance of the wastage of raw material.

9. Free exchange of ideas and information. Communication ensures such free exchange of information and ideas as well as assists all the employees in understanding and accepting the reasonableness of the status and authority of everyone in the organization.

10. Maintaining good human relations. Communication is a means of bringing about maximum at the lowest expenditure by maintaining good human relations in the organization.This can be ensured by encouraging suggestion and implementing them whenever feasible.

11. Basic tool of Motivation and morale. Communication is a basic tool, for motivation and an increase in the morale of the employees. Many conflicts arising out of a misunderstanding of intentions or points of view can be resolved to a great extent by communication skills on the part of Management.

PROCESS OF COMMUNICATION :- _______________________________

Communication is the process of passing a message or information from its source to the recipient (s) in such a way that it can be understood, in order to prompt the desired response. Stage 1 :- Conceiving the Message :-Some messages are the product of internal reasoning ; some are an emotional process; some are the result of an external stimulus.

Stage 2 :- Encoding the Message :-

Encode to appropriate language. This can be :

i). The Spoken word

ii). The written word

111) Numbers

iv). Pictures, drawings or symbols

v). Non-verbal communicationexpression, gesture, posture

State 3 : Selecting the communication Media :-

Some major factors influencing the choice of communication media are :-

i). Its potential effectiveness

ii). The need for tact

iii). The simultaneous reception of information by recipients

iv). The need for a written record

v). Confidentiality

vi). The need of instant feedbackvii). The complexity of message

viii).Time

ix). Cost

Stage 4 :- Decoding the Message :-

The receiver needs to understand the language and the medium- i.e. can he or she read a graph ? Can he or she understand legal Jargon etc.? Is it too subtle or does it appear condescending ?

Stage 5:- Interpreting the Message :-

Some messages have apparent meaning and underlying meaning. Does the receiver understand ? If not, either the sender or receiver may be at fault.

Stage 6:- Providing Feedback :-

Feedback reassures the sender that the message has been :-

i). Received

ii). Understood

iii).Correctly interpreted and that

iv). The Receiver is ready for the next part.

Components of Communication

According to the basic process of communication, the components of communication are follow :-

--- SENDERa person, group or organization that has a message to share with another person or group of persons.

---MESSAGE- an idea or experience that a sender wants to communicate verbally and/or non-verbally.---- ENCODING-- converting the message into groups of symbols that represent the idea or concepts that will be communicated.

---MEDIUM OF TRANSMISSION --- A means of carrying an encoded message from the source to the receiver.

-- DECODING-- The process by which the receiver interprets the symbols (coded message) sent by the source by converting them into concepts and ideas.

--- NOISE--- interference that affects any or all stages of the communication process.

--- FEEDBACKthe receivers response to the senders message that is directed back to the original source ( sender) who becomes a receiver.

--CHANNEL CAPACITY--- a limitation imposed by the least efficient part of the communication process which restricts the volume of information that the communication channel can handle effectively.

At each level communication barriers may occur. Let us review how the communication process worksCOMMUNICATION is the process of passing information and understanding from one person to another. The communication process involves six basic elements. SENDER ( Encoder), MESSAGE, CHANNEL, RECEIVER ( Decoder), NOISE and FEEDBACK. Managers can improve communication skills by becoming aware of these elements and how they contribute to successful communication. Communication can break down at any one of these elements.

The SENDER initiates the communication process. When the sender has decided on a meaning, he or she ENCODES a message and selects a CHANNEL for transmitting the message to the receiver. The MESSAGE is the information that the sender wants to transmit. The medium is the means of communication, such as print, mass, electrical and digital. As a sender, the supervisor should define the purpose of the message, construct each message with the receiver in mind, select the best medium, time each transmission thoughtfully, and seek feedback. Words can be verbalwritten and spoken. Words are used to create pictures and stories (scenarios) are used to create involvement.

Written communication should be used when the situation is formal, official or long term, or when the situation affects several people in related way. Inter-Office memos are used for recording informal inquiries or replies. Letters are formal in tone and addressed to an individual. They are used for official than a letter. They are used to convey information, analyses and recommendations. Written communications to groups include bulletin-board notices, posters, exhibits, displays and audio and visual aids.Communication and the need to exchange information are no longer constrained by place and time. E-mail, voice mail and facsimile have facilitated communication and the sharing of knowledge. E-mail is the computer transmission and storage of written messages. Voice Mail is the transmission and storage of digitized spoken messages. Fax is the transmission of documents.Verbal or spoken communication includes informal staff meetings, planned conferences and mass meetings. Voice and delivery are important. Informal talks are suitable for day-to-day liaison, directions, exchange or information, progress reviews and the maintenance of effective inter-personal relations. Planned appointments are appropriate for regular appraisal review and recurring joint work sessions. Planning for an appointment includes preparing, bringing adequate information and limiting interruptions. Telephone calls are used for quick heck-ups and for imparting or receiving information.

Teams using information technology have access to information, share knowledge and construct documents . Meeting take place electronically from multiple locations, saving the organizations resources in both the expenses of physically bringing people from different locations together and the time lost by employees traveling. TELE-CONFERENCING is simultaneous group verbal exchanges. Video-conferencing is group verbal visual exchanges. MODELS OF COMMUNICATION ;-

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There is always a sender and a receiver in communication. At least there is an intended receiver. The sender and the receiver have different personal realities. They each have their own world formed by their experiences, their perceptions, their ideas etc. They will perceive, experience and interpret things differently. The same sent will always be perceived a little different by each of two people.

The Sender will have some kind of meaning she or he wishes to convey to the receiver. It might not be conscious knowledge, it might be a sub-conscious wish for communication. What is desired to be communicated would be some kind of idea, perception, feeling or datum. It will be a part of her or his reality that she or he wishes to send to somebody else.Something will be transmitted across a distance in the shared space. We can regard it as an object, a particle or as a wave or flow. It might be sound vibrations, rays of light, words , pieces of paper, cannon balls body language, telepathy or whatever.

Between humans there will be several layers of the message being sent. There will often be a verbal portion, something that is being expressed in language, spoken or written. And there a also non-verbal portion, conveying everything else, most notably body language. Sometimes the verbal and non-verbal messages do not agree with each other, they are incongruent. If they do agree we say that they are congruent.

If the sender says a word like for example TRUST She or he has a certain meaning attached to it in his or her reality. When the receiver hears the word or sentence she or he will interpret it based on her or his experiences, perceptions and opinions. He or she might supplement the verbal information with non-verbal information such as body language. To have effective communication one needs to take all the factors into consideration. The different realities, the space the communication takes place in, verbal as well as non-verbal messages, the intended meaning versus the perceived meaning.

PRINCIPLES OF COMMUNICATION ;-

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A Principle is a generally accepted Rule of Action. Communication plays a large role in organizations. It is used to improve productivity, to enhance job satisfaction, to develop mature union relation, to create a receptive climate for innovation, to establish a mutuality of understanding between managers and their employees and community neighbours and improve the organization climate.In order to achieve these vital communication goals, the managers should be aware of certain principles governing communication. Especially in their task of opinion change and attitude change, managers will find the principles of persuasion very useful.

Some Principles of Persuation :-

The following principles of persuasion are found very useful in enhancing effectiveness of communication.

1. Principle of Drawing Conclusions:There will probably be more opinion change in the direction you want if you specifically state your conclusion than if you let the audience draw their own.

2. Principles of Use of Fear:-

Sometimes emotional appeals are more influential, sometimes factual. It all depends on the kind of message and kind of audience. A strong threat is generally less effective than mild threat in inducing the desired opinion change.

3. Principles of Credibility of Communicator :-

There will be more opinion change in the desired direction if the

communicator has high credibility than if he or she has low

credibility. Communication should be crediblebelievable, plausible. 4. Principle of Effect of Known Motives :-

Suspicion of the motives of the communicator may not work against Desired opinion change.

5. Principles of Personal Involvement :- Audience participation helps to overcome their resistance to change.

6. Principles of Two-way Communication:-

Communication to be effective and purposeful should have

Information flow in both directions, downward as well as upward.

7. Principles of Influence of Groups:-

A persons opinions and attitudes are strongly influenced by the groups to which he or she belongs and wants to belong. The person

Is rewarded for confirming to the standards of the group and punished

for deviating from them.8. Principle of Efficacy and Effectiveness :-

Managerial communication should be highly efficacious and effective

So as to achieve organizational objectives successfully. 9. Principle of Up-rightness and Honesty of Purpose in Communication:- It ensures effective co-ordination and co-operation in organizational Activities leading to smooth working.

10. Principle of Completeness :-

It emphasizes the need to cover full details leaving no gray areas, and Also to check for the five W questions who, what, where, when and

Why.

11. Principle of Candidness: It emphasizes that communication should be

Unprejudicial, free from dissimulation.12. Principle of Conciseness:- It emphasize the need to include just

Necessary and sufficient messages. To achieve conciseness, avoid

Un-necessary details and concentrate only on relevant facts.

13. Principle of Coherence:- It emphasizes that the message should be

Perperly organized . Coherence and consistency mark successful

Communication.

14. Principle of Consideration:- It implies respect for the receivers point

Of view. For considerate communication, emphasize positive pleasantFacts and show integrity and sincerity in the message.15. Principle of Courtesy:- Courtesy begets courtesy so the message

Should be couched in polite words. Avoid irritating and offensive

Expression. Also apologize sincerely for any omissions and thank

Profusely for any favours.16. Principle of Correctness:- It emphasizes the need to give correct

Facts, at an appropriate time (correct time) and in a suitable style.

17. Principle of Chronology:- Communication should be according to

Sequence of time and priority.

18.Principle of Continuous Communication:- For having prolonged

Effect, it is always better to communicate information bit by bit,

Continued over a period of time, instead of giving everything all at once.

19. Principle of Preciseness and Clarity in Communication:-

It emphasizes on both clarity of thought and clarity of expression. Sender should transmit the message in such a manner that it is Clearly understood with all its preciseness by the receiver. Clarity of thought comes from a careful consideration of the objective,

content and medium of communication. For Clarity of expression,

simple words, which are easy to understand and avoid vagueness,

avoid jargon and avoid indirect or impersonal expression.

THE IMPORTANT C s FOR EFFECTIVE COMMUNICATION;-

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Communication to be effective and purposeful, must include the

following important : C . Communication should be :-

1. Correct, i.e. correct facts, appropriate time and suitable style2. Clear i.e. conveying clarity of thought and clarity of expression

3. Candid i.e. unprejudicial, free from dissimulation

4. Complete i.e. full details no gray areas

5. Concise i.e. just necessary and sufficient6. Consistent i.e. with organizational objectives7. Coherent i.e. well organized

8. Courteous i.e. couched in polite words9. Credible i.e. believable, plausible

10. Chronological i.e. according to sequence of time and priority

11. Considerate i.e. you attitude

12. Continuous i.e. never ending of listening

13. Compassing i.e. communication net just right to serve organizational needs. ETHICS IN BUSINESS COMMUNICATION ;-

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Each of us has a personal code of ethics, or rules of conduct, that might go beyond legal rules to tell us how to act when the law is silent. When composing a business proposal, drafting a sales letter, writing any HR policy or recruiting a candidate for a job, we make conscious decisions regarding what information to include and what information to exclude from our messages. For the information that is included we make conscious decisions about how to phrase the language, how much to emphasize each point, and how to organize the message. Such decisions have legal and moral dimensionboth for you as the writer and for the organization. DEFAMATION :-

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Oral defamation is slander. Written defamation is libel. Any false and malicious statement that is communicated to others and that injures a persons good name or reputation may constitute defamation. Defamation in a temporary form such as in oral communication is called Slander, defamation in a permanent form such as in writing or videotape is called libel. The three major conditions for defamation are that the statement be false, be communicated to others and be harmful to a persons good name or reputation. Thus telling someone to his face that he or she is a liar and a crook does not constitute defamation(slander) unless a third person bears the remarks. In addition, truth is generally an acceptable defense to a charge of defamation. INVASION OF PRIVACY

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Any unreasonable intrusion into the private life of another person or denial of a persons right to be left along may constitute an invasion of privacy. Thus, using someones name or photograph in a sales promotion without that persons permission may be an invasion of privacy.

Various laws protect the individuals right to privacy. Someones right to privacy may be violated if his or her records are read by some one not authorized to examine them. Competent communication ensure that they do not misuse information about others in their communications and that their communications are available only to authorized people.

FRAUD AND MIS-REPRESENTATION;-

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A deliberate misrepresentation of the truth for the purpose of inducing someone to give up something of value is called fraud. Fraud can occur either when one party actually makes a deliberately false statement (called active fraud) or when one party deliberately conceals some information that he or she is required to reveal ( passive fraud). Mis-representation is a false statement that is made innocently with no intent to deceive the other party. Competent communicators are aware of the relevant laws and ensure that their oral and written messages are accurate, in terms of what is communicated and what is left un-communicated.OTHER ETHICAL CONSIDERATIONS ;-

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Sometimes being legally right is not sufficient justification for our actions. Many organizations have developed their own code of ethics to govern employee behaviour. For the business communicator, the matter of ethics governs not only ones behavior but also ones communication of behavior. In other words, how we use language involves ethical choices.

When you have doubts about the ethical propriety of your writing, ask yourself these questions :

1. Is this message true ?

2. Does it exaggerate ?

3. Does it withhold or obscure information that should be communicatged ?

4. Does it promise something that cannot be delivered?

5. Does it betray a confidence ?

6. Does it play unduly on the fears of reader?

7. Does it reflect the wishes of the organization ?

Competent Communicators use their knowledge of communication to achieve their goals while acting in an ethical manner.

BARRIERS IN EFFECTIVE COMMUNICATION ;-

-------------------------------------------------------------------------------------Communication is prone to mis-understanding because the messages are complex, conditions are difficult and psychological or social differences often separate the sender and the receiver. There are various problems and difficulties in the process of communication which often result in the occurrence of barriers to communications.

Communication barriers are interferences or obstacles which limit the receivers understanding of messages. Varied types of these barriers can impede not only the transmission of idea or information, but also understanding and acceptance of it. Barriers to communication have the effect of entirely preventing communication, filtering part of it or giving it an incorrect meaning.

Traditionally most breakdowns in communication have been attributed to one of the three causes :-

1. The deficiencies of the sender

2. The listeners lack of responsibility

3. Inappropriate means of communication.

However, modern view confirms that barriers can exist in the sender, in the transmission of the message, in the receiver or in the feedback.Different authors classify in different manner the barriers to effective communication. For instance, Keith Davis, mention three categories :

Personal Barriers

Physical Barriers

Semantic Barriers

Richard Hodgetts identifies four most common barriers that prevent the receiver from getting the senders meaning as :-

Perception

Inference

Language

Status

Hyneryager and Heekman identifies three categories :

Personal Barriers to Communication

Semantic or Language Barriers to Communication

Physical/Technical Barriers to Communication.

Before moving to see the specific barriers in each of the above categories, it is important to know that lack of a communication policy in an organization can itself act as a Barrier. Organisation should have clear-cut and stated policies dealing with Intra-or-Inter Organisational Communication.

There may be some faults/barriers in the communication system that prevents the message from reaching the receiver, these barriers are as follows:-

1. LANGUAGE BARRIER ;- Different languages, vocabulary, accent, dialect represents national/regional barriers. Semantic gaps are words having similar pronunciation but multiple meaning like round, badly expressed message, wrong interpretation and unqualified assumptions. The use of difficult or inappropriate words/poorly explained or mis-understood messages can result in confusion.

2. CULLTURAL BARRIERS ;- Age, education, gender, social status, economic position, cultural background, temperament, health, beauty, popularity, religion, political belief, ethics, values, motives, assumptions, aspirations, rules/regulations, standards, priorities can separate one person from another and create barrier. 3. INDIVIDUAL BARRIERS;- It may be a result of an individuals perceptual dis-comfort. Even when two persons have experienced the same event their mental perception may/may not be identical which acts as a barrier. Style, selective perception, halo effect, poor attention and retention, defensiveness, close mindedness, insufficient filtration are the individual or Psychological barrier. 4. ORGANISATIONAL BARRIER ;- It includes Poor Organisations

Culture, climate, stringent rules, regulations, status, relationships, Complexity, inadequate facilities/opportunities of growth and

Improvement, whereas the nature of the internal and external

Environment like large working areas physically separated from

Others, poor lightening, staff shortage, outdated equipments and

Background noise are Physical Organizational Barrier.

5. INTERPERSONAL BARRIER ;- Barriers from Employers are :

a. Lack of Trust in employees,

b. Lack of Knowledge of non-verbal clues like facial expression,

Body language, gestures, postures, eye contacts, different Experiences, shortage of time for employees, no consideration

For employee needs, wish to capture authority, fear of losing

Power of control, bypassing and informational overloading,

While Barriers from Employees includes Lack of Motivation,

Lack of co-operation , trust, fear of penalty and poor relationship

with the employer.

6. ATTITUDE BARRIER ;- It comes about as a result of problems with

Staff in the organization. Limitation in physical and mental ability,

Intelligence, understanding, pre-conceived notions, and distrusted source divides the attention and create a mechanical barrier which affects the attitude and opinion.

7. CHANNEL BARRIER ;- If the length of the communication is long,

Or the medium selected is inappropriate, the communication might break up, it can also be a result of the inter-personal conflicts between

the sender and receiver, Lack of interest to communicate, information sharing or access problems which can hamper the channel and affect the charity, accuracy and effectiveness. EFFECT OF COMMUNICATION BARRIERS;-

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Barriers to communication often result in mis-understanding, creation of unfavourable attitudes, hostility, frictions and conflicts, so injurious to the organizational interest. Communication is effective when the intended or sent message is the same as the interpreted or received message. Communication is efficient when messages are transmitted at the least cost in terms of time, money, effort and other resources. These barriers to communication are not only costly and burdensome in terms of money, but they create mis-understandings that prove detrimental to teamwork and moral. Thus barriers and breakdowns in communication can cause disasters in the organization.

Perceptive managers always look for the causes of communication problems instead of just dealing with symptoms. In order to achieve effective communication, managers should identify and analyse barriers to communication and should take concrete steps to remove them.

HOW TO OVERCOME COMMUNICATION BARRIER ;-

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A thorough understanding of communication barriers is the basic requirement to find out measures to overcome them. Secondly, Knowing the steps in the communication process is the pre-requisite for finding out ways to eliminate barriers in communication.

We have already understood that communication is a multi-step process. In this, the sender has an idea, the idea becomes a message, the message is transmitted, the receiver gets the message, and the receiver reacts and sends feedback. Mis-understandings arise when any part of this process becomes faulty or breaks down.BARRIERS AND STRATEGIES TO OVERCOME BARRIERS

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Communication Barriers ( Sender-related barriers)

Communication Goals

Communication Skills

Interpersonal Sensitivity

Differing Frames of reference

Non -verbal signals

Either or thinkingFear

Senders Credibility

Strategies to Overcome the Barriers ( Senders responsibilities)

Goals

Language

Empathy

Credibility

Feedback

Face to Face Communmication

Redundancy

Trusting Climate

Pictures

Situation-related Barriers : (Shared by both sender and receiver)

Jargon

Information overload

Time Pressure

Climate

Distance

Noise

Mechanical Failure

Murphy laws

Receiver-related Barriers

Selective and Poor Listening

Evaluating the source

Perceptions

Lack of Feedback

Meta-communication

Receivers responsibilities :

Listening

Avoid premature judgment

Responsive Feedback

We are also aware that communication process is prone to misunderstandings because the message is complex, conditions are difficult and socio-psychological differences often separate the sender and receiver.

Effective communication does not happen by chance. The parties in the communication process are required to develop ability to overcome the main barriers to communication. This can be done by creating their messages carefully, minimizing the noise in the transmission process and facilitating feedback.

Effective Communication requires empathy, credibility, congeniality, clarity and precision, accurate perception and good listening skills among many other factors.

TEN COMMANDMENTS OF EFFECTIVE COMMUNICATION ;-

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1. Seek to clarify your ideas before communicating

2. Eamine the true purpose of each communication

3. Consider the total physical and human setting whenever you communicate ( for example, sense of timing, privacy or otherwise ) social climate pervading work relationships, custom and past practice)4. Consult with others, where appropriate, in planning communications5. Be mindful, while you communicate, of the overtones as well as basic content of your message.

6. Take the opportunity, when it arises, to convey something of help or value to the receiver

7. Follow up your communication

8. Communicate for tomorrow as well as for today

9. Be sure your actions support your communication

10. Last, but by no means the least, seek not only to be understood but to understand be a good listener.

COMMUNICATION IN ORGANIZATION; NATURE,

FUNCTION AND SCOPE

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1. IMPORTANCE OF COMMUNICATION IN ORGANISATION

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Communication is undoubtedly one of the most central elements in organizational life, and it is in fact dynamic aspect. If management is the art and science of getting things done through people, communication is the essence of it. In organization, it is only through communication that all the important functions of information handling, instructing, mutual trust, understanding and co-operation can be achieved only with the help of meaningful communication. Interpersonal conflicts and mis-understanding arise when there is a lack of proper communication. Responsibility for adequate communication lies with management.

Organizational communication is distinct from other types of human communication in the sense that it occurs in highly structured setting. It takes place within an organization and between an organization and its environment. Goldhaber defines Organizational communication as the process of creating and exchanging messages within a network of interdependent relationships to cope with the environmental uncertainty. Communication is regarded as a process because the phenomenon of creating and exchanging messages is ongoing, ever changing and continuous. Communication--- the process of passing information and understanding from one person to another--- is the vital connection between plans and actions at work. In the organizational setting, the ability to communicate clearly is one of the most important skills for the people at work.

Communication in the work environment is a vastly mis-understood skill. Too often, poor communication skills hinder employee and inter-office teamwork. With heightened global competition, the innovative office technologies, flatter hierarchical structures, and effective communication are more important than ever.

Communication is both a symptom and a cause of organization performance problems. Poorly designed organizations, ineffective processes, bureaucratic systems, unaligned rewards, unclear customer/partner focus, fuzzy visions, values and purposes, unskilled team leaders and members, cluttered goals and priorities, low trust levels and weak measurements and feedback loops all cause communication problems. It needs to be noted that whenever a manager encounters a communication problem generally the root cause is deeper. Communication strategies, systems and practices do play a central role in high-performance. Information, understanding and knowledge are the lifeblood of the organizational body. A thoughtful and comprehensive communication strategy is a vital component to any successful change and improvement. The education and communication strategy sets the tone and direction of improvement efforts. Systematic study of Organizational Communication enhances Performance and effectiveness of organizational and individuals at work.

Fred Luthans emphasizes that communication is a pre-requisite to effective management. All managerial actions pass through the bottleneck of communication and in practice effective communication is most crucial for the attainment of organizational goals. Yet, if poorly managed, communication is cited as being at the root of practically all problems of the world.

Communication plays highly significant role in the processes of change. In many cases resistance to change comes merely because of poor communication. Communication is essential to improve support for change. If employees feel better informed, their attitudes on every score tend to be better. In fact, good communication and favourable employee attitudes go hand in hand.In essence, communication is one of the most vital processes that keep the wheels of the organization running smoothly. It is the artery of the organization and has to be kept healthy and free flowing so that the system can function efficiently. Efficient and effective communication must receive highest priority in organization life.

ROLE OF COMMUNICATIONS IN ORGANIZATIONS

The goal of communication in business is to get the desired response and to promote goodwill. Communication is an essential part of all other management functions and processes. Communications pervades each and every aspect of organization-every individual, team or department, and each external relationship with customers, suppliers, and competitors. Management is the profession that functions through communicating with people, and most good managers are good communicators.

In a knowledge-based economy, people at work essentially require increasing levels of communication competence. Communication competence is the degree to which a communicators goal are achieved through effective and appropriate interaction. Communication competence refers to persons ability to identify appropriate communication patterns in a given situation and to achieve goals by applying that knowledge.

When managers are competent communicators, they easily discern the meaning that listeners take from certain words and symbols, and they select the best medium appropriate in a particular situation. They know how to interpret comments from informal channels like ` grapevine . They can speak well in small groups and in formal presentations; they can also write well. Effective managers are able to use wide variety of media and strategies to communicates. In the organizational setting, managers are expected to apply their communication competence for communicating in such ways as to achieve organizational objectives.

According to Henry Mintzberg, managers have three basic jobs; to collect and convey information, to make decisions, and to make promote interpersonal unity that is, to make people want to work together to a achieve organizational goals. All of these jobs take place through communication.

PURPOSE OF MESSAGES IN ORGANIZATIONS

Basically there are three purposes of messages in organizations; to inform to request or persuade, and to build goodwill. When you inform, you explain or tell something. When you request or persuade, you want to reader to act. When you build goodwill you create a good image of yourself and your organization the kind of image that make people want to do business with you. Remember messages in organizations are concerned with transferring information from one part of business to another rthat lead to some outcome, changed behaviour or changed practice. Look at the following figure that illustrates the whole process. Before sending any message, you need to consider the specify situation. Ask yourself relevant questions like:

What is at stake and to whom ? Why should you send the message ? What is you purposes in sending the message ? What channel should be used ? What information must your message include and what exactly should you say ? How should you say it ?

Communication

Sendor or Channel Medium Receiver

Instigator

Feedback

Organizational Communication

Effectiveness of Messages

Effectiveness of Business messages depends on meeting five criteria. Effective messages

Is Clear

Is Complete

Is Correct

Saves the readers time

Build goodwill

Effective messages are keen about ethical considerations. Whenever you have doubts about the ethical propriety of you writing, ask yourself these questions:

1. Is this message true ?

2. Does it exaggerate ?

3. Does it withhold or obscure information that should be communicated ?

4. Does it promise something that cannot be delivered ?

5. Does it betray a confidence ?

6.Does it play unduly on the fears of the reader ?

7.Does it reflect the wishes of the organization ?

Competent communicators use their knowledge of communication to achieve their goals while in ethical manner.

TYPES & LEVELS OF COMMUNICATION IN ORGANIZATION

An organization has external and internal communication.

External:

i) Outward : All communications that go out of an organization to customers, banks, suppliers, insurance organizations, government departments, the mass media and the general public are outward communication. They may be in the form of letters, telephone call, telegrams, reports, advertisements, handouts, speeches, visits etc.

Onward Communications have an important effect on the public image and public relations of an organization.

II) Inward : Whatever communications an organization receives from the individuals or groups outside are inward communications. Letters, telegrams, telephone

messages, telex messages visits, reports, brochures, circulars from government departments, journals and magazines that come in all these are inward communications. They have to be registered, attended to, studied acted upon, replied to and stored.

The following figure shows types of communications in organizations.

SHAPE \* MERGEFORMAT

Types of Communications in Organizations.

Internal:

The Communications within an organization, between managers, supervisors and workers are varied, complex and numerous. They have to move up and down the ladder of authority as well as sideways between persons at the same level of authority.

Basically, within an organization, the Communication Process carriers messages in four directions : Downward, Upward, Lateral and Diagonal.i).Downward Communications:

Downward communications provides direction and control. It levels from the superior to the subordinate. The most common purpose of downward communication is to transmit information and to instruct employees in the performance of their jobs. Some of the most typical downward communication channels include written directives, face-to-face conversations, and use of public address system, bulletin boards, and company in-house journals. Effective downward communication can prevent confusion and distortion.

Downward Communication has some limitations, which include :

User-communication or over communication

Distortion or modification in the message

Loss of information

Sequence of observance in presentation of messages.

Status and reliability of the source.

Resentment by subordinate staff

Lack of understanding by subordinates

Delay

ii).Upward Communication :

Upward communication provides feedback. It travels from subordinate to superior. The most common purpose of this information flow is to provide feedback on how well things are going. It also provides the subordinates superior with the opportunity to represent the subordinates to his own loss.

Traditionally there used to be very little upward communication and employees used to give required reports in much less proportion than as modern times. Now, with changes in management philosophy, organizations encourage upward communication.

ii).Lateral Communication:

Lateral communication provides teamwork. It takes place between people on the same level of the hierarchy, The most common reason for the communication flow is to promote co-ordination and team work. This is also known an horizontal flow of communication.

Usually this is carried on through face-to-face discussions, telephonic talks, periodic meetings, memos etc. Effective lateral communication promotes understanding.

Lateral and Diagonal : communication constitute Internal Horizontal communication .

iii).Diagonal Communication :

Diagonal communication facilitates efficiency. It occurs between people who are neither in the same department nor on the same level of hi-erarchy. . The diagonal flow among persons at different levels, who have no direct reporting relationships with one another, is used to exchange information speedily for the sake of efficiency.

The diagonal communication as well as lateral communication, both carry messages horizontally from the department to another.

SCOPE OF ORGANIZATIONAL COMMUNICATION

The scope of communication is very wide and comprehensive. It is a subject of almost unlimited dimensions and is interdisciplinary one. It is a two-way process involving both transmission as well as reception. It is continuous process of exchange of facts, ideas ,feelings, attitudes, opinions, figures and interactions with others, In the process, it uses a set of symbols. Symbols may be words, actions, pictures, figures, drawings, carts, cartoons. Etc.

The scope of Organizational communication can include :ORGANIZATIONAL COMMUNICATION MODEL

SHAPE \* MERGEFORMAT

FUNCTIONS OF COMMUNICATIONS

The multipurpose functions of communication in a group or organization are described by Robbins under four heads, control, motivation emotional expression and information.

1) Communication acts to control member behavior in several ways. Organizations have authority hierarchies and formal guidelines that employees are required to follow.

2) Communication fosters motivation by clarifying to employed what is to be done, how well they are doing, and what can be done to improve performance.

3) For many employees, their work group is primary source for social interaction. The communication that takes place within the group is a fundamental mechanism by which members show their frustrations and feelings of satisfaction. Communication therefore provides a release for the emotional expression of feelings and for fulfillment of social needs.

4) The final function that communication performs relates to its role in facilitating decision making. It provides the information that individuals and groups need to make decisions by transmitting the data to identify and evaluate alternative choices.

All the above four functions are equally important. It order to ensure that groups perform effectively, they need to maintain some form of control over members, simulate members to perform, provide a means for emotional expression and make decision choices.

ORGANIZATIONAL ACTIVITIES THAT RELY ON AN EXCHANGE OF VIEWS AND FACTS.

1. Setting goals and objectives; Organizations rely on communication among employees at all levels it decide on and implement their goals

2. Making and implementing decisions,; Managers make decisions by collecting facts and analyzing them, often with the help of lower level employees. Implementing these decisions requires communication between managers and others.

3. Measuring results; Keeping track of results requires the transmission of information from lower-level employees to management.

4. Hiring and developing staff: Organizations attract, train, motivate and evaluate their employees by communicating with them.

5. Dealing with customers: both written and oral communication is essential to an organizations interactions with customers.

6. Negotiating with suppliers and financiers: Organizations rely on communication to obtain needed supplies at favorable prices and to attract investment capital.

7. Producing the product: The production process is, in part, a communication process.

8. Interacting with regulatory agencies: Government regulation and services depend on a two-way flow of information.

Factors Influencing the Effectiveness of Organizational Communication

There are certain factors that are unique to organizational communication, which are as follows.

1. Formal channels of communication.

2. Organizations authority structure.

3. Job specializations.

4. Information ownership.

1. Formal channels of communication : These channels influence the effectiveness of communication in the following two ways:

a) The formal channels cover the widening that usually occurs when the organizations develop and grow.

b) The Formal channels inhibit the free flow of information between organizations level

2. Organizations authority structures: Authority structure in the organization influences the effectiveness of communication. The content and accuracy of information are also affected because of the differences in authority and status.

3. Job Specializations: is also affects the effectiveness of communication. Members belonging to the same work group use the same jargon and understand each other better while communication between highly differentiated groups is a problem for both.

4. Information ownership: It refers to the unique knowledge and information about the jobs possessed by the individual. For many individuals such information is kind of power that helps them functions more effectively than others. They are often reluctant to share the information with others therefore open communication is not always possible in the organization.

WHAT IS ORGANIZATIONAL COMMUNICATION

The formal study of communication within an organization is called Organizational Communication. Organizational Communication is distinct from other types of human communication in the sense that it occurs in highly structured setting. It takes place within an organization and between an organization and its environment.

In Organizational contexts, messages typically have a definite objective; to motivate, to inform, to teach, to persuade, to entertain, or to inspire. This definite purpose is, in fact, one of the principal differences between casual conversation and managerial communication. Effective communication in the organization centers on well-defined objectives that support the organizations goal and mission.

Definition and meaning:

The generally accepted definition of Organizational Communication is the process of creating and exchanging messages within a network and interdependent relationships to cope with environmental uncertainties

Organizational communications tend to be mostly interested in the work environment. Organizational Communications begin from the perspective that we all interact within identifiable environment that have formal and Informal networks of communication that in turn produce specific social worlds.

Organizational Communication is the process of creating and exchanging messages within a network of interdependent relationships so we can reduce uncertainty as we confront environment.

Key Concepts:

Process it is fluid, ongoing.

Creation and exchange of messages these messages serve no purpose until people assign meaning to them. Communication can fail when people dont assign the same meaning to a message.

Interdependence if it affects one, it affects all, i.e. ripple effect.

Uncertainty we need information to make good decisions.

Open system It is dependent on the environment, people outside the organization E.g. banks provide loans; the public provides manpower etc.

IMPACT OF TECHNOL0GY ON ORGANIZATIONAL COMMUNICATION

Information Highway

In a country like India there is a lot of change in our communication methods. The emphasis is on shifting from print media to electronic media. Due to this computers and satellites are gaining importance, which in turn is having a wide-ranging impact on business as whole. The Information Highway is direct link between the telephone, computer and the television which one hears so much about these days, has come to India also.

The broad respects in which technology making its impact felt is as follows:

The technology is making its impact felt on the public Relations and communication Industry in three broad respects:

1). In the speed of communications resulting in faster decision making at the corporate industry and government levels

2).The vast data being channelised, being scanned with the aid of technology and analyzed in depth.

3).Business communications are becoming more action oriented compared to the previous years. Therefore one needs to forget the conventional approaches and change in the following respects :In attitude, i.e. one should accept the fact and have the desire to change.

In use of communication techniques and tools i.e. adoption of Technology at all levels

In approach to communication problems and solving them i.e. linking Technology and Creativity.

Manager have traditionally spent the majority of their. Time communicating in one form or another like meetings, face-to-face discussions, memos, letters, reports, etc.Today, however, communication practices and technologies have become more important in organizations.

Features of new technology include speed, geographic dispersion, asynchronous communication, and ways of addressing messages, memory storage and retrieval, and cue availability.

How the Internet Facilitate Communications

The Internet offers business a wide of choices for online communication:

E-mail: Electronic mail (e-mail) enables users to create, send and read written messages entirely on computer. The e-mail document may be a simple text message, or it might include complex files or programs.

Discussion mailing lists: These are discussion groups to which you subscribe by sending a message to the lists e-mail address. From them on, copies of all messages posted by any other subscriber are sent to you via e-mail; its like subscribing to an electronic newsletter to which everyone can contribute.

Newsgroup: consisting of posted messages and responses on a particular subject, Usenet newsgroups differ from discussion mailing lists in two ways. Fist, messages are posted at the group site, which you must access by using a newsletter program Second messages posted newsgroups can be viewed by anyone. You can think of a newsgroup as place you visit to read posted messages, whereas a discussion mailing list delivers posted messages to you.

Instant messaging and chat: Many organizations encourage the use of instant messaging and chat for work purposes. Within a few years, more than 200 million employees will be using instant messaging for job-related communication.

Videoconferencing: More business is using online videoconferencing to replace face-to-face meetings with colleagues, customers, and suppliers.

Telnet: The class of Internet application program allows you to communicate with other computers on a remote network, even if your computer is not permanent part of that network. For instance, you would use telnet to access your city librarys electronic card catalog from you home computer.

Internet telephony: Internet users can converse vocally over the web using Internet telephony. Converting traditional voice calls to digital signals and sending them over the Internet is much less expensive that calling over standard phone lines. It can also be more efficient, allowing an organization to accommodate more users on a single line at once. Internet telephony is growing very rapidly.

File transfers: An internet service known as file transfer protocol (FTP) enables you to download files (transfer data from a server to your computer) and upload files (transfer data from your computer to another system.) FTP also allows you to attach formatted documents to your e-mail messages and download formatted files.

In addition, organizations can use intranets i.e. some types of websites specifically design internal or external communication.

INTERCULTURAL BUSINESS COMMUNICATION SKILLS

Introduction

Worldwide acceptance of Market economy. WTO and Globalization of Business has necessitated international interaction between people with diverse religion, culture, traditions, customs and beliefs. People migrate on large scale to foreign lands or within the country to other regions for business, work and education or for political reasons. Most of the times they have superficial knowledge of the place they are migrating. Even though English has become international language, the way it is spoken, written and understood differs even within England. Adopted language exhibits stamp of particular country, region and people. Ignorance of local lingo, ethnic/religious customs, traditions and beliefs are likely to cause inadvertent misunderstanding damaging relationships.

It has become pre-requisite for business organization to understand cultural diversity to avoid cultural shocks and to transact global business successfully.

DEVELOPMENT OF CULTUREEven when two people speak a common language, and share common experiences and knowledge of customs and traditions, the communication process may not be as effective as one would like to be. It is so not only because of the language complications, but also because of cultural differences. Such experience is common to individuals studying or working in foreign countries.

Everyone has his or her own ways of thinking, feeling and reacting. Most of it is learnt in early childhood, when one is most open to learning. Such conditionings starts through the family and continues through the local neighborhood, friends, school, peers, social groups, work place and religion, and of course, the media.

Values are among the first things learnt, not consciously, but implicitly. Developmental psychologists believe that by the age of ten most children would have their basic value in place and after that, changes are hard to make. These values remain embedded in subconscious and manifest in the behavior and responses. They are apparent in the way things are done. These basic values and attitudes have been passed down from generation to generation, and are often shaped by the environment in which we live.

There are many cultural groups around the world with different patterns of behavior, values and rules which are culture specific i.e. different cultural develop different rules for similar actions and people attach different meaning to the same events. The same actions or habits are thus evaluated in different terms for example, spiting on the streets and sneezing into a handkerchief and putting it into a pocket, handshake, kissing in public.

When people cross culture boundaries they do not leave their home culture behind. They continue to choose actions consistent with the way they have been `uncultured and continue to interpret actions of others in terms of their own culture. It is inevitable that communication across cultural boundaries will cause unintentional misunderstanding unless people can recognize and understand cultural diversity and take action to overcome it. They must recognize that one culture cannot be judged by the standards of another. It is important to understand this concept of cultural relativism and not judge others according to your own values.

PRACTICAL REASONS TO STUDY INTERCULTURAL COMMUNICATIONa) Adapting to global and domestic workforce diversity.

b) Engaging in creative problem solving: a synergistic perspective combines the best cultural approaches.

c) Enhancing intercultural relationship satisfaction as the dramatic rise of intercultural relationships is fertile ground for cultural shock and clashes.

d) Deepening self-awareness across people: tends to deepen self-awareness of values, perspectives.

e) Fostering global and intra-personal peace, which is often disturbed due to ethnic, religious, cultural, regional and linguistic differences and misunderstanding.

f) To understand and adopt the concept Vasudhaiva KutumbakamThat is, world is a family... Global understanding and acceptance of this concept can happen through dialogues and deeper contacts with other nations or cultural and ethnic groups. Obviously, if at peace with ourselves, well have more compassion and caring for others.

NEED AND IMPORTANCE OF INTERCULTURAL

BUSINESS COMMUNICATION SKILLSThe ability to interact with and understand people of other cultures is referred to as intercultural or cross-cultural communication. Today there is great need for good intercultural communication skills in the workplace. Good communication skills must encompass cultural awareness because our world and our workplaces are becoming culturally more diverse and interdependent all the time.

The proliferation of email, instant messaging, satellite, and facsimile technologies have enabled rapid and instant communication between individuals at any time regardless of their location. The proliferation latest communication technologies across the world such as cell phones, email, Laptops, satellite, and facsimile technologies have enabled rapid and instant communications between individuals and organizations at any time, anywhere in the world. A new global marketplace is established where people across the world can interact and transact business, irrespective of their ethnic, cultural, religious, linguistic diversity. Contemporary transformations in the world of work have made it Essential to pay attention to human relationship aspects of doing business.

Todays world of work has witnessed three emerging trends in business organizations:

(1) Business is increasingly globalizes: This trend is evident looking at rising number global mergers and acquisitions in India and aboard, increasing international companies and trade figures.

(2) Business is increasingly knowledge-based: With unprecedented pace of technological advancement in every field it is essential to update knowledge for survival of any business.

(3) Talent is increasingly mobile: Rising trend in global outsourcing. Current mobility of IT and Biotech Professionals, Doctors, Engineers.

As a consequence of these three factors, managers and professional in the modern workplace are being expected to do value-enhancing work in collaboration with mere acquaintances, which are almost unknown entity as to their personality, culture, country or even a continent. Yet, the nature of their work requires, human relationship, a meeting of the minds that intends to accomplish something far more complex, noble and lasting than merely extracting a business deal. Thus, it has become increasingly important to improve cultural sensitivity and cultural literacy in addition to information literacy, to avoid misunderstandings and communications breakdowns. It is important that individuals become sensitive to cultural differences among the people with whom they deal, both at home and abroad. Intercultural business communication skill determines, how efficiently and effectively individuals get along with one another, respect each others ideas, and solve their inevitable professional and personal differences. These can determine the difference between success and failure in doing international business.

In order to understand that best practices in intercultural communications, it is necessary to appreciate cultural differences in my areas such as punctuality, greeting, gift giving, politeness, conducting meetings, business protocol, web site design, presentation of business materials, and conversational norms.

Todays managers and professionals need to learn Intercultural Business Communication skills to deal with culturally diverse audiences and build positive business relationships using tools and techniques that help in correctly interpreting verbal/body language, customs and traditions.

UNDERSTANDING CULTURAL DIFFERENCESThe concept of culture helps to understand how individuals learn about one another, that facilitate understanding each other in an easy and successful manner. To study the hidden components of language and to develop the trust and knowledge sharing needed to understand others, we need to observe behaviors, ask clarification questions and reflect on the information. By developing these skills, we will be able to engage in positive and authentic communication that can restore the trust needed to work together in business organizations.

Fundamental Patterns of Cultural DifferencesThere are six fundamental patterns of cultural differences(1) Different Communication Styles:

The Way people communicate varies widely between, and even within, cultures. This us more to with reference to language style, and importance given to non-verbal communication.

Language usage: One aspect of communication style is language usage. Across, cultures, some words and phrases are used in different ways. For example, even in countries that shares in English language, the meaning of yes varies from maybe, Ill consider it to definitely so with many shades in between. Portuguese are in the habit of saying `I know after every sentence when they speak in English. Similar is the way Hindi spoken in different parts of India. Typical Indian English (Hinglish) is not so well understood by foreigners.

Importance Given to Non-verbal communication: Another major aspect of communicatio