Communiation in Organizational Management

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ASSIGNMENT

ON

“COMMUNICATION IN ORGANIZATIONAL MANAGENT”

Submitted By; Sreelekshmi.s

2nd

Msw

Kodaikanal Christian College

Submitted To; Prof. Nirish Antony

Submitted On; 2.8.2011



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CONTENTS

Introduction

Meaning

Definition

Importance of communication

Objectives of communication

Barriers to Communication

Process of Communication

Principles of Effective Communication

Factors Deciding the Communication Program

Media of Communication

Types of Communication



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Introduction

Communication is the passing information. It is necessary for better performance of job. A

manager works through the cooperation of others. Therefore, he should communicate the

policies, plans, programs of management to the workers. Communication ends when it reaches

the destination. Communication is also a function of management. The term „communication‟ is

derived from the Latin Word „communis‟ which means common. Thus information common to a

person should be communicated to him. Literally, communication means to inform, to tell, to

show or spread information. It creates confidence among human beings and enhances good

industrial relations.

Meaning

Communication is a process through which an information, idea or opinion is transferred to

more number of persons. If information is communicated to only one person, it will also be

termed as communication. But the essential element of communication is that the communicated

information should be understood correctly and transferred in the right direction.

Definition

According to Louis A. Allen “communication is the sum of all things, one person does when he

wants to create understanding in the mind of another. It involves a systematic and continuous

process of telling, listening and understanding”

Newman and summer, “Communication is an exchange of facts, ideas, opinions or emotions by

two or more person”

Importance of Communication

The implementation of policies and programs of management is possible only through effective

communication. We can understand the importance of communication from the following;

1. An aid to managerial performance

2. Achieving co-ordination

3. Helps in smooth working



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4. Increase managerial efficiency

5. Helps in decision-making

6. Maintaining Industrial peace

7. Aid to leadership

8. Aid to job satisfaction

9. Saving in time

10. Aid to public relation

Effects of Communication

The purpose of communication is to bring in some changes in the attitude, behavior and actions

of the receiver. The efforts of the sender may produce the following effects;

1. Successful Communication

It refers to the change desired by the sender in the receiver‟s action, behavior or attitude. It may

be otherwise called as effective communication

2. No Communication

It means the communication has not brought any changes in the behavior, action, attitude of the

receiver. Here efforts of the sender are totally waste.

3. Miscommunication

It refers to the undesirable changes in the receiver‟s action, behavior or attitude. The changes

may be contrary to what the sender expected. Hence, the miscommunication may produce total

produce total waste and adverse affects

Objectives of Communication

communicating right information

Co-ordination of efforts

Development of managerial skill

Better Industrial relationship

Effectiveness‟ of policies



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Elements of Communication

A communication which is transmitted from one person to another in any organization has

the following elements;

1.Information

The term “information” refers” to the content of communication which is to be transmitted. The

Information is supplied to the staff and workers

2.Sender

A person who is supposed to pass on the information is called sender. Normally, he maymanager or top of executive.

3.Receiver

A person who is supposed to receive the information is called “Receiver”. Normally the receiver

may be subordinate in the organization.

4.Communication

Communication channel is the way through which the information is passed from the sender to

the receiver. There are a number of communication channels available in the present a days

5.Symbol

The sender can correctly transmit the information with the help of symbols. Symbols Includes

Spoken or written words, signs or even gestures

6.Feedback

There is a need for using a technique to know the effect of transmitting the information.

In other words, the sender should know how far the receiver has understood the

information in the right sense



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Barriers to Communication Or problems of Communication

There may be filtering or distortion of information while it is being communicated. If such a thing

happens, the object of communication will not be achieved. The barriers to communication are

follows;

1. Inattention: At times we just not listen, but only hear. For example a traveler may pay attention

to one “NO PARKING” sign, but if such sign is put all over the city, he no longer listens to it.

Thus, repetitive messages should be ignored for effective communication. Similarly if a superior

is engrossed in his paper work and his subordinate explains him his problem, the superior maynot get what he is saying and it leads to disappointment of subordinate

2. Distraction/Noise: Communication is also affected a lot by noise to distractions. Physical

distractions are also there such as, poor lightning, uncomfortable sitting, unhygienic room also

affects communication in a meeting. Similarly use of loud speakers interferes with

communication

3. Time Pressures: Often in organization the targets have to be achieved within a specified time

period, the failure of which has adverse consequences. In a haste to meet deadlines, the formal

channels of communication are shortened, or messages are partially given, i.e., not completely

transferred. Thus sufficient time should be given for effective communication.

4. Emotions: Emotional state at a particular point of time also affects communication. If the

receiver feels that communicator is angry he interprets that the information being sent is very

bad. While he takes it differently if the communicator is happy and jovial (in that case the

message is interpreted to be good and interesting).

5. Missing information; the communicator may miss some the information. It may be caused due to

giving undue emphasize to a few piece of information

6. Quick Conclusion; The receiver come to a conclusion without giving due weight age to the

information. It may lead to a miscommunication

7. Improper State of mind ; At times, the receiver may not be a sound state of mind to receive the

information accurately. If he is mentally upset, it will definitely affect the free flow of

information.

8. Lack of facility; sometimes, meetings and conferences are necessary to impart the information to

the employees or else the communication will not be an effective one. If the management does

not have any facility to conduct meetings and conferences, there will be no possibility of

conveying the information to employees correctly.



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9. Technical Language; There are large number of special languages as a computer, system analysis

and the like. Different types of vocabularies are used to communicate the message.

10. Poor retention; generally, the employees retain only 50% of the information which they receive,

so poor retention is also one of the barriers of communication.

Methods of overcoming the Barriers

There is no possibility of eliminating the above discussed barriers altogether but the management

can take necessary steps to overcome the barriers. They are explained below;

1. The management should clearly define its policy to the employees. It should encourage the free

flow of information

2. The management sets up a system through which only essential informational could be supplied.

Besides, these are supplied in a prescribed manner

3. All the information should be supplied through a proper channel. But, it should not be insisted

upon always.

4. Every person in the management shares the responsibility of good communication.

5. Adequate facilities should be provided by management

6. Communication is an inter-personal process. Each person has confidence in another person

7. The communication should be in a known language for both the receiver and the communicator.

Ambiguous words should be avoided while supplying the information

Characteristic of Effective communication

The effective communication has the following characteristics;

1. Complete Communication

There are two persons necessary for complete communication, i.e. a sender and the receiver.

Besides, the receiver should understand the message. For example, if a person shout in aLocked room without anybody present, at the top of his voice, he will communicate nothing.

Here there is no complete communication

2. Understanding in the same sense

The receiver should understand the message in the same sense that is in right direction.

If he does not understand it, there will be no effective communication



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3. Message to have substance

The receiver can take ideas, information or facts out of the message. It means, only

related information is communicated to the concerned persons

4. Communication may be oral, written or a gestural

Informational may be communicated orally, in writing or thought gestures. These

three modes of communication have equal importance. So apt mode should be selected

for communication

5. Communication may be formal or informal

If Information passed through proper channel is referred to formal communication the

messages are not passed through proper channels, there will be referred to as

informal Communication.

6. Vital to managerial function

Communication is not only necessary to planning function of management but also

necessary to organizing, staffing, directing, and controlling. So communication is vital to all

the Functions of management

Process of Communication

There are two persons necessary irrespective of the mode of communication. They are sender

and the receiver. The sender may be called a resource person. The following process of effectiveor proper communication;

1. Ideation

The sender can create an idea to communicate. In simple words, a sender decides what is to

be communicated and how? This is the content of communication

2. Encoding

The sender can decide the series of symbols which are necessary to communicate the

information. Besides, the symbols facilitate the understanding of the receiver. Encoding includes

the selection of methods of communication. Different words are used in different methods of

communication to extend the same information

3. Transmission

Transmission confirms the channel of communication includes a letter, telegram, telephone

and the like. Lengthy information cannot be transmitted through a telegraph. As such,

confidential matters and important matters are not to be transmitted by telephone. When

confidential matters are sent, it is better to use an envelope marked „confidential‟ or „personal

matters‟ etc.



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4. Receiving

Receiving the message is the 4th

step in the process of communication. The receiver should

pay great attention in this regard. The reason is that relevant information should be received and

all unnecessary information neglected

5. Decoding

Decoding means translation of symbols encoded by the sender into the message for

understanding. The receiver may misunderstand the message. The reason is that the perception of

the sender may be different from perception of the receiver.

6. Action

The receiver has the responsibility to see that the received message reaches its destination.

The receiver may ignore the message he receives. There is a need for action to complete the

process of communication. Sometimes, the message may be a direction to stop the work. Itmeans that there should be some reaction on the part of receiver.

Principles of effective Communication

The communicator or the sender should observe the following principles;

1. Language

The sender must use simple language and the language should be known to the receiver. Simple

language means using “familiar words” while transmitting the information. 2. Consultation

It is necessary to seek the participation of others in planning a communication. It helps the

sender to get an additional insight into and objectivity of the message. Moreover those who are

participating and help communication planning will give active support to you.

3. Content of message

The communicator should decide his tone of voice with a reference to the content of the

message. Sometimes, the communicator may make his voice loud or shrill in order to make the

communication effective

4. Training to the Communicators

Proper training is essential to the communicators to develop their communication skills.

This helps in increasing the effectiveness of communication considerably.

5. Action support communication

The action or attitudes of the sender should support the message. For example, the sender

may raise his hand to convey the message of stop the work. So the actions of the sender should

not contradicts his words or message.

6. Clarity.



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The message should be transmitted in clear words. There should be unambiguous language.

The sender should give the meaning of words instead of making the words speak for themselves.

7. Purpose of Communication.

The basic purpose of any communication is to elicit a behavioral response from the

receiver. The next stage is that the order should be accepted by the subordinate. So, the sender or

communicator must make efforts to achieve the objective of this response.

8. Physical and human setting.

Physical setting refers to the person to whom the message is communicated. The receiving

person may be an individual, concerned department personnel or organization as a whole.

Human setting refers to the circumstances under which the message is communicated.

9. Follow-up action.

Follow – up action is necessary to find out whether the receiver has understood themessage correctly. The receiver may take some action after receiving the message. The sender

should know the type of action taken by the receiver.

10. Time and opportunity.

The sender should consider the interest and needs of the receiver of message. It helps him to

find out the correct time when the message is to be communicated. In this way, the sender uses

the opportunity to convey the message for enduring and immediate benefits to the receiver.

11. Personnel Co-operation.

Co-operation of the personnel is necessary to make effective communication. The

communication results in strengthening the business concern through the co-operation of

managerial personnel.

12. Listening.

Listening is one of the most important task of the sender. Here, listening refers to the reaction

of the receiver. The sender must learn to listen with the inner ear. The sender can gather useful

information through listening for further communication.

FACTORS DECIDING THE COMMUNICATION PROGRAMME.

The top management has responsibility to implement a communication programme in anorganization. The manager should select a communication programme. The following factors

will influence while selecting a communication programme.

Secrecy.

Whatever the information is, it should not be leaked out. Communication program should

ensure secrecy. The absence of secrecy in a communication programme is equal to a pot

with a hole nobody can fill this pot with water.



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Accuracy.

The communication programme is arranged in such a way that there is no scope for

miscommunication. The success of communication depends upon the accuracy.

Speed.

The message should arrive in time to the needy persons. If it does not arrive in time, it

may go waste. Now , public use the „speed post „and‟courierservice „for speedy

communication.

Suitability.

No single programme can be suitable for all enterprises or for all times in the same

enterprise. So the communication programme should be capable of adjusting to the need

of the enterprise and the existing situation.

Proper recording.All communication should be properly recorded. It is a must. The same communication

may be required in future for reference or to take a strategic decision.

Expressive.

The receiver of the communication should get a good impression of the communication

program. If it is so , there may be desirable changes in receiver‟s actions. The sender may

get satisfaction out of the communication .The communication process will thus serve its

purpose.

Cost

The cost of a communication programs is considered initially. The cost should be within

the limits of the financial burden of the company. Besides, the utility of community

program should be more than the expenses.

Convenience

The proposed communication programs should be convenient to those who handle it. If

there is any cumbersome feature in a communication program, information will not be

available to needy persons.

Media of Communication

Passing of information is a routine matter in an organization. There may be an upward or

downward communication. The downward communication channel is used by the top

management. The upward channel is used by the workers or the lower level management. The

following are some of the media of communication

1. Bulletin



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Information regarding promotion, posting and transfers are published in the bulletin. This

media is also adopted by the government. Initially, the information communicated to concerned

persons. Then, it is made known to the public in general.

2. Suggestion/grievance boxes

Often employees are hesitating to express their ideas directly to the management people. This

can be avoided with the help of suggestion/grievance boxes. Sanctions and suitable ideas wil be

available to the management. Management can award the employ who gives the best idea. It is

one way communication.

3. Announcements.

There are a number of decisions taken in board meetings or department managers meeting.

These decisions are communicated to workers through an announcement. This will induce

workers to work well. This announcement is made in addition to circulars.

4. Meetings.

Personal communication has more effect than that of other media of communication.

Management can arrange a meeting for a specified section of workers and the workers can put

forward their views and resentments. If the management arranges general meetings with target

audience of workers cordial relationship can be maintained with workers. This will ensure

smooth running of the enterprise.

5.

Company publications.

A company may publish a magazine. The magazine contains the information pertaining to the

working results and benefits scheme of workers. Each worker desires to know the working result

of the company. The publication of various benefit schemes of workers will arrest the prevailing

rumours among the workers.

Types of Communication

Types of communication can be classified on the basis of following basis;

ON THE BASIS OF ORGANIZATIONAL RELATIONSHIP

1. Formal Communication

The communication flows through the formal channel. Formal channel refers to the way in

which the information is passed and it has a recognized position in the organization structure.

Sometimes, it may be termed as through the proper channel. Through proper channel is an



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attempt to regulate the flow of communication and to ensure smooth and accurate

communication.

Advantages of Formal Communication.

1. The authority and respect of senior staff members are protected through formal communication.

2. An organization can fix the responsibility easily.

3. The information is available to the right person.

4. The formal communication helps the boss and the subordinate to understand each others attitude

and behavior well.

5. Good morale and discipline are maintained among the employees.

Disadvantages of Formal Communication.

1. There is a responsibility of filtering of information in formal communication.

2. Future is uncertain. So action – based information cannot be formalized.

3. Formal communication increases the work load of the line officers. The reason is that the line

officer has to take action on all the downward and upward communication are passed through

him.

4. Information is passed through a number of people to arrive at a right person. It entails to delay

in communicating the information.

5. There is no close contact between top executive and lower level workers. So the intention and

attitude of the top executive are not known to the lower level workers and vice versa.2. Informal Communication

Information is passed not in accordance with any formalities and rules and regulations of an

organization. Most executives use the informal communication as a supplement to formal

communication. Most of the informal communications are oral. Often, informal communication

proves very effective.

Advantages of Informal communication.

1. The information is passed very quickly.

2. There is a social sanction for informal communicate on Information is transmitted without any

difficulty. Both the sender and the receiver exchange their information freely.

3. There is no channel of command. A senior staff o one department may transmit the information

to a lower level staff of another department. It promotes sound co-operation among the

employees.

4. Informal communication may go to any extent .It means there is no limit for passing

information under the informal communication system



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Disadvantage of Informal communication

a. It is not order

b. Informal communication carries inaccurate information very often

c. Sometimes, it may create a lot of confusion

d. It is very difficult to fix the responsibility under the informal communication system

e. If the information reaches the chief executive, it may be completely distorted

ON THE BASIS OF DIRECTION OF FLOW OF COMMUNICATION

The following types of communication are classified on the basis of direction of flow. They are

discussed below;

1. Downward Communication

A communication which starts from the top level executive and ends with the lower level

functionaries through middle management is known as Downward Communication

2. Upward Communication

Upward communication is just reverse of downward communication. Passing of information

which starts with lower level

3. Horizontal Communication

Horizontal communication refers to passing of information among the executives who are at

equal level in an organization.

4. Diagonal Communication

Diagonal communication is between two or more persons who are neither in the same section

nor on the same level of organizational structure.

ON THE BASIS OF WAY OF EXPRESSION

These types of communication are classified on the basis of the way of expression. They are discussed

below;

1. Oral communication



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It is otherwise called verbal communication. Oral communication is used when there is the

content of the communication are little. Generally, in the case of emergency, oral communication

is adopted

Forms of Oral Communication

Face to face orders

Lectures

Interviews

Calling

Talk on telephone Whistling

Conferences

Advantages of Oral Communication

The following are the main advantages of Oral communication;

Economical

Personal touch

Effective

Better understanding

Flexibility

Immediate Motivation

Better understanding

Spending the information

Disadvantages

Physical Distance

No evidence Lengthy information

Misunderstanding

Not useful to large number of receivers

Creates unnecessary problems

2. Written Communication



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This type of communication is followed to transmit any information. Written communication is

an essential one, not only to a small organization but also a large organization. The which is

recorded in black and white is called written communication.

Forms of Written Communication

Graphs

Diagrams

Pictures

Manuals

Reports

Circulars



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Conclusion

Communication is a central activity in most human and organizational activities. So

Communication is one of the important topics of organization behavior. Effective

communication is a inevitable for implementing organizational strategies as well as for managing

day to day activities through people. Managers are spending more than three fourths of their time

in communicating – exchanging information. Communication is found to make the biggestrelative contribution to the effectiveness of managers. Or in other words, good communicators

are more likely to be effective managers. Most experts on organizations, management and

leadership, declare that effective communications is the foundation for effectiveness in any type

of organization. They assert there can't be too much communication. Some leaders misinterpret

communications to be the same as paperwork or bureaucracy and so they're reluctant to a high

degree of communications. As leaders and managers mature, they realize the need to effective

convey and receive information, and efforts at communications (internal and external) increase

substantially. Communication plays an important role not only in organizational management but

in the ordinary human activities too.



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BIBLIOGRAPHY

Principles of Management. T. Ramasamy http/managementhelp.org

Mgmtmaterial.com/communication in business org

www.learnmanagement2.com



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Documents

Communiation in Organizational Management