Concept, Process and Importance of Communication

Concept of Communication

Communication is the exchange of facts, opinions, idea or emotions between two or more than two persons of common interest. It is the chain of understanding that binds an enterprise from top to bottom and from side to side. No organization can accomplish the goal without effective communication.

The term communication is derived from the Latin word ' communis', which means to inform, to tell, to show to spread information. Communication refers to the transformation of information. It is a key function of management. It can play an important role in the success of the business organization. In the organization, ideas, goals, plans, instructions, suggestions, etc. have to be communicated to the managerial staff for the purpose of coordination.

Many writers have defined communication in different ways, some of them are listed below:

In the words of Keith Davis, "Communication is the process of passing information and understanding from one person to another. It is essentially a bridge of meaning between people."

In the words of Koontz and Weihrich," Communication is the transfer of information from a sender to a receiver with the information being understood by the receiver. "

Communication is the way of sending information. It is the process of exchanging information between two or more persons to achieve mutual understanding with each other. The basic steps of communication are message composition, message encoding, transmission of a signal, to people by using technology. Finally, the message decodes and interpretation of the message by the recipient.

Process of Communication

Communication is the process by which one person or group conveys the message. In the communication process, the sender is responsible for encoding the message and sending it through a channel to a receiver, who then decodes the message into a perceived meaning. The process of communication in an organization is as follows:

1. Sender
   The person who conveys the message to another person is known as the sender. The sender must have the message, idea or information which he wants to convey. He formulates the message which he wants to convey. The sender thinks what message should be sent.
   
   
2. Message
   It is the subject matter of communication which a sender creates in his mind and conveys to the receiver. The sender creates a clear message in his mind. A message may consist of facts, opinions, information etc. Then the message is communicated to the receiver.
   
   
3. Encoding
   The sender needs encoding skill. It will make the receiver understand the message clearly. When the sender translates the message into words, symbols or some other form, he is using encoding skills. The effectiveness of encoding depends on different factors such as skills, attitudes, knowledge of both the receiver and the sender.
   
   
4. Channel of communication
   Communication is the act of transmitting the message to the receiver. Channels of communication include speaking, writing, meeting, memos, letters, reports, emails, text messages and faxes and even nonverbal communication, such as body language.
   
   
5. Receiver
   The receiver is the person who receives the message by listening, reading or viewing. He is the person who actually receives the message, understands the same and uses for necessary action. The sender gives messages and the receiver receive the message given by the sender.
   
   
6. Decoding
   After receiving the message by the receiver, the receiver must be able to decode the message, which means mentally processing the message into understanding. For example, sending a message in a foreign language that is not understood by the receiver will result in decoding failure.
   
   
7. Feedback
   After understanding the message, the receiver gives a response to the sender regarding the message, which is known as feedback. The effectiveness of the message is measured through the feedback. A receiver will give the sender feedback, which is sent by the receiver back to the sender. If responses are positive, then the communication is successful and complete.

Importance of Communication

 

 

Communication is an important part of management. No organization can survive and grow without effective communication. All managerial functions are performed successfully with the help of proper communication. It can be considered as the backbone of business management. The importance of communication are listed below:

1. Promotes motivation
   Motivation is the influence that causes someone to do something. Communication promotes motivation by informing the employees about the task to be done. It clarifies the manner how they are performing the task and how to improve their performance if it is not up to the mark.
   
   
2. Basis of planning
   Planning is thinking before doing a particular job. Information is essential for planning which can be achieved from internal and external sources. Communication facilitates to prepare targets, standards, and instruction for future plans. Therefore, communication can be used as the basis for better planning.
   
   
3. Alter an individual's attitude
   Communication also plays a crucial role in altering an individual’s attitudes. A well-informed individual will have a better attitude than a less-informed individual. Organizational magazines, journals, meetings and various other forms of oral and written communication help in molding employee’s attitudes.
   
   
4. Prompt decision
   Communication provides feedback and progress report or internal information that helps to make the decision quickly. In order to take the prompt decision, the facts collecting process has to be established. Communication always helps the organization in the pursuit of establishing a process for collecting facts.
   
   
5. Controlling process
   Control is the comparison of actual work with standard work and correcting the deviations. Communication helps to set the standards and targets. Hence, control is facilitated by effective communication.
   
   
6. Maximum production at minimum cost
   Effective communication system coordinates the various factors of production, which makes maximum output with the minimum cost. It establishes good human relations, operating efficiency and removes misunderstanding among personnel.
   
   
7. Sound industrial relations
   Effective communication alone can establish mutual trust and confidence between management and labor. It enables management to come into close contact with workers. It serves as a bridge between them and creates a team spirit in the organization.
   
   
8. Public relations
   In the modern business world, every organization must create and maintain a good corporate image in society. It is through communication that management can keep cordial relations with the government, trade unions, customers and the community. Hence, it is an indispensable means of developing favorable public relations.
   
   
9. Improves relationship
   Exchange of facts, opinions, feelings and sentiments and interchange of information concerning work would enable employees to understand each other. Communication helps superior to know the subordinates. Such information helps to cross the misunderstanding that separates people. It binds people in a common purpose. Thus, it improves the relationship.
   
   
10. Means of coordination
    Communication is the foundation of group activity. The works are done at various levels and processed by different departments. People can attain a common understanding and co-operate to achieve organizational objectives. Thus, communication helps to maintain coordination.

Bibliography

Management study guide. 2016. Electronic. 2008. http://www.managementstudyguide.com/importance-of-communication.html

Study.com. - - 2016. Electronic. - - 2003. http://study.com/academy/lesson/what-is-the-communication-process-definition-steps.html