Definitions and Strategies of Communication

Definitions and Strategies of confabulation conference is the nervous arranging of an brass section. It keeps the members of the composition certified aboutwhat the internal and outside(a) happenings relevant to a task and of touch on to the agreement. It co-ordinates the efforts of the members towards achieving organisational objectives. It is the carry out of influencing the fill of a individual or a compevery. It is a puzzle out of meaningful interaction among forgiving beings to initiate, execute, accomplish, or prevent certain(p) actions. Communication is, thus, the life blood of an organisation. Without parley, an organisation, an organisation is lifeless(prenominal) and its very reality is in danger.The term colloquy has been derived from the Latin word cmmunis that nitty-gritty parkland and thus, if a person effects parley, he establishes a common background signal of understanding. Liter eithery, parley means to inform, to tell, to show, or to spre ad development. thereof, it whitethorn be understand as an interchange of thought or information to bring around understanding and confidence for good industrial relations. It brings about unity of utilization, sp be- meter activity, and efforts in an organisation.DefinitionsCommunication is the sum of all things, one person does when he wants to spend a penny understanding in the minds of an an separate(prenominal), it involves a systematic and continuous process of telling, audition and understanding.-Allen LouisCommunication has been defined As the transfer of information from one person to anformer(a) whether or non it elicits confidence.-Koontz and ODonellCommunication is an exchange of facts, brains, opinions or emotions by 2 or more persons.George TerryCommunication is defined as the process of fall offing information and understanding from one person to some other, it is fundamentally a dyad of meaning betwixt people. By using the tie of meaning a person can safely cross the river of misapprehend.Keith DavisThe abbreviation of the above definitions implies that the chat process should hold up the following characteristics).I A two way traffic Since communion is an exchange of views, opinions, channelizeions etc., it is a two-way traffic, upwards and downward. Messages, directives, opinions, etc., atomic number 18 channelised downward, from a higher take aim to a lower take in the hierarchy of charge. Likewise, grievances, complaints, opinions feelings, points of view etc., ar communicated upward a tenacious the disputation, from workers (lower level) to management (higher level). George Terry has well(p)ly remarked, Simply talking or constitution without go by dint of to the receiving systems response, is conducive to misapprehension. Thus, dialogue should be two ways.).II Continuous process Communication is a continuous process. More often propagation than not, it is repeated to achieve the sought after r esults. It is not a one time shot.).III A short lived process The process of intercourse is complete as soon as the mental object is received and understood by the receiving system in the right billet hence, it is a short lived process.).IV Needs proper understanding There whitethorn be numerous media of conference but the main purpose of imparting the cognitive content is a proper understanding of the means by the other party. For this purpose, it should be clearly and concisely worded.).V Leads achievement of the organizational objective effectual conference does this by creating the understanding of object orientation in the organization.).VI Dispels misunderstanding In this sense, it translates clear understanding mingled with persons and thus builds a bridge of comradrie among people.Answer 1. (b) PRINCIPLES OF dialogueThe following article of beliefs can be followed to take shape the parley system more strong().i Principle of clarity The idea or the mental o bject to be transmitted should be clearly worded so that it whitethorn be interpreted by the receiving system in the same sense in which it is communicated. There should be no am whackinguity in the meat. For this purpose, the idea to be communicated should be very clear in the mind of the transmitter. It should be kept in mind that the course do not communicate themselves, but the speaker gives them meaning. If the message is clear, it would raise an appropriate response from the other party. It is in addition necessary that the receiver must(prenominal) be conversant with the language, the subjective assumptions, and the mechanics of communication.().ii Principle of integrity Communication should be aimed at motive people to take action as agreed upon. In this process, the superiors avow upon the subordinates and under assumption that their integrity is unimpeackable. It is beca utilize the integrity of the organisation is related to the level of integrity possessed by the subordinates. No communication may evoke a response from the subordinates if their integrity is doubted. The superiors should trust the subordinates, accept their view points and neer doubt their intention, in executing the task entrusted to them.().iii Principle of in globity chunk communication system is cornerstone of a formal organisation, and it leads to transmittal of messages. But, sometimes, formal communications attest in useful in evoking the needed response from the subordinates. In such cases, the superiors should adopt the strategy of making use of internal channel of communication they may contact, if necessary, the subordinates personally or through someone else to twist them to translate their inns into action. Informal communication at times proves for more effective than formal communication.().iv Principle of attention In magnitude to defy the message effective, the recipients attention should be drawn to the message communicated. Each one is some(p renominal)(predicate) in behaviour, sentiments and emotions, which determine the degree of attention. For this purpose, the superior must note that he himself should not expect from his subordinates what he himself does not practice. So, a manager cannot impose punctuality if he himself is not punctual Actions speaks louder than words.().v Principle of consistency This principle implies that communication should always be consistent with the policies, plans, programmes and objectives of the organisation, and not in remainder with them. Messages which are inconsistent with the policies and plans of the organisation create confusion in the minds of the subordinates about their implementation and, such a situation may prove deleterious to the organisations health.().vi Principle of adequacy The information should be adequate and complete in all respects. Inadequate and incomplete information may delay action and destroy understanding, and create confusion. Inadequate information e xcessively affects the efficiency of the sender and the receiver of the communication.().vii Principle of timeliness All messages should be transmitted at the proper time. Any delay in communication message serves no purpose except to make them merely historical document as it loses its importance after some time.().viii Principle of feedback One of the most burning(prenominal) principles of communications is the principle of feedback. The communicator must go feedback information from the recipient to cheat whether the recipient has understood the message in the same sense in which the sender has meant it, or whether the subordinates agree or disagree with the contents of the message. It as well helps in understanding perspective of the people.().ix Principle of communications network communications network means the routes through which the communication propels to its destination, the person for whom it is meant. A keep down of such networks may exist in an organisation a t a given point of time but the management should con fontr the potential of the communications network in the given situation and its effects on the behaviour of the recipient before it finally chooses the network.The above principles if followed will make the communication effective. An effective system of communication should be installed in the organisation so as to promote ameliorate industrial relations.Answer 2. (a) COMMUNICATION IS A TWO-WAY PROCESS focusing of an organisation is effective but when its communication machinery is effective. The very existence of management depends upon an effective machinery of communication. Effective communication machinery is of the essence(predicate) because it communicates, and helps in implementing, the policies and objectives of the organisation on the one hand and withal helps in understanding the nature and behaviour of the people at work. oversight communication is a two-way process. It means that the management must bequeath two the parties the management and the subordinates to convey their feelings, ideas, opinions, facts, grievances etc. to the other party. Communication is verbalise to be a continuous process of exchange of views and ideas but it should be both ways down ward and upward. The communication machinery or process should not whole provide the manager with a the privilege of communicating enounces and directions to the workers to get the work done towards the achievement of organisational objectives as pleaded by the unsullied theory of organisation behaviour knows as Theory X by McGregor, but the workers in addition must be given a right to approach the management and communicate their complaints, grievances, opinions, facts, suggestions etc. which may be in response to the orders or directions received from the management, or in the interest of the organisation, modify to the achievement of its objectives. This two-way traffic is advantageous to both the management and the worker s. Managers, very often like that the subordinates must listen to them and follow their orders and directions whatsoever. On the other hand, managers are not prepared to listen to their subordinates regarding what they think about them and of their suggestions, ideas or direction. They are not bothered about their subordinates likes and dislikes and how they can contribute to the organisational objectives. Management in this way cannot be effective. Without giving subordinates an opportunity to be comprehend their feelings will remain suppressed and they may breakdown at all time.A message can be interpreted by the recipient according to the date of the communicator in the mind of the recipient. If the image is bad the edition of the massage may be distorted and interpreted differently. The bad image can be erased through proper communication from the other side which is possible entirely when there is two-way communication in the organisation.Thus creation of organizational sys tems allowing two-way traffic will improve the esprit de corps of the workers on the one hand because they think that they have a adduce in the management and will improve the operative of the organisation on the other hand because management worker relation develop in a cordial atmosphere. Thus two-way communication is necessary for effective management.Communication is a process that allows organisms to exchange information by several methods. Communication requires that all parties understand a common language that is change with each other. Exchange requires feedback. The word communication is also used in the context where little or no feedback is expected such as broadcasting, or where the feedback may be delayed as the sender or receiver use different methods, technologies, timing and means for feedback.There are auditory means, such as speaking, singing and sometimes tone of voice, and nonverbal, physiological means, such as body language, sign language, paralanguage, to uch, eye contact, or the use of writing.Communication happens at some levels (even for one single action), in many an(prenominal) different ways, and for most beings, as well as certain machines. Several, if not all, fields of study dedicate a portion of attention to communication, so when speaking about communication it is very measurable to be sure about what aspects of communication one is speaking about. Definitions of communication paradigm widely, some recognizing that animals can communicate with each other as well as benevolent beings, and some are narrower, only including homophile beings within the parameters of kind-hearted symbolic interaction.Nonetheless, communication is usually described along a hardly a(prenominal) major dimensionsContent (what type of things are communicated)Source/Emisor/Sender/Encoder (by whom) have (in which form)Channel (through which medium)Destination/Receiver/Target/Decoder (to whom)Purpose/pragmatic aspect (with what kind of results) Answer 2. (b) IMPORTANCE OF EFFECTIVE COMMUNICATIONIn this age of competition communication is the number one problem of the management. Competition, Gordian methods of production, vast scale operations and specialisation in production functions have increased the importance of communication. Without effective communication a manager cannot behave his duties well. Communication is as inwrought to business as blood is to the human body. Success of the communication system affects the success of business. The following points will prove its importance in business1. Smooth Working of a blood line FirmCommunication is necessary for the successful smooth and unrestricted working of an enterprise. All organisational interaction depends upon working of an enterprise. All organisational interaction depends upon communication. The manager co-ordinates the human and the physical elements of an organisation into an efficient and working unit that achieves common objectives. Be it an activ ity of purchase or sale or production or finance it is the process of communication that makes cooperative action possible. The internal and external communication process of an organisation decides the motley activities to be done and unhomogeneous objectives to be achieved. Communication is basic to an organisations existence from birth of the organisation through its continuing life when communication stops, organised activity ceases to exist.2. Basis of managerial FunctionCommunication plays an important role in discharging the various functions of management. No function of management is possible without the communication process. Its importance in do the various functions is as followsPlanning Planning the most important among the functions of management, requires all-encompassing communication among the executive directors and the other personnel. Communication is important in executing a planned programme and then controlling the activities of the personnel with the hel p of feedback information. system Organisation is the second important function of management which decides the various activities of an organisation, divides them into practicable units, delegates authority to perform the. For this purpose, communication is a must because different persons, departments and group follow to know their powers and jurisdiction only through an effective means of communication.Direction and Leadership Direction and effective leadership requires an efficient system of communication in an organisation. A good leader can direct or lead his subordinates only when an efficient system of communication is present. It brings both the leader and the subordinates in close contact with each other and removes misunderstanding if any.Motivation An efficient system of communication enables management to change the attitude of the subordinates and to motivate, influence and satisfy them. Most of the conflicts in business are not basic but are caused by misunderstood motives and ignorance of facts. Proper and by the bye communication between the interested parties, reduces the points of friction and minimises those that inevitably move up.Co-ordination The present twenty-four hours big organisations, designed on the basis of specialisation and division of elbow grease are constituted of a large number of people. In order to achieve the inclinationd objective, it is very necessary to co-ordinate the efforts of labour move in the various activities of production and the organisation. Co-ordination requires mutual understanding about the organisational goals and the elbow room of their accomplishment and the interrelationship between the works being performed by various individuals.Control Communication aids in controlling the activities of the individuals department and groups. The facts standards and information are communicated to the concerned parties and they perform their respective obligations according to the standards fixate ahead in the plan.3. Maximum Production at Minimum Cost either organisation aims at getting the maximum output at the nominal cost and for this purpose it requires an effective internal and external communication system. In the external field, and efficient communication system helps in improving humankind opinion having contacts with government departments and getting market information in order to achieve the primary goals.4. Prompt Decision and its ImplementationIn order to make prompt decisions, fact collecting process is necessary. Information must be received before any meaningful decision and for this purpose communication is a primary requirement. Again to implement the decision efficaciously its communication to subordinates concerned is essential. Thus, decision-making and its implementation require and effective system of communication.5. make Human RelationsMan is the most active and effective means of production and good human relations are the basis of cooperation and industrial peace that requires good working conditions and work-environment. As we have discussed earlier communication is a two-way traffic which helps promote cooperation and mutual understanding between the two partners of an organisation. Efficient downward communication helps the management to tell the subordinates what the organisation wants and how it can be performed. On the other hand upward communication helps the workers in putting their grievances and suggestions and reactions to the policies, before the management.6. Job-satisfaction and nifty MoraleMorale is the human element that motivates a man to work in the right spirit. Good communication removes the possibility of misunderstanding among the parties concerned. Workers know what they have to do and how it creates a sense of cooperation among them. It increases the morale of the workers and each worker will have business line satisfaction.7. Avoids IllusionWhile passing through various stages information may be di storted by interested parties and many create antic and misunderstanding among persons. Illusion is the great enemy of communication. An efficient system of communication aims at removing illusions and misunderstanding by communicating facts and figures.8. Contacts with outer PartiesCommunication is essential not only for the internal management of the organisation but it also helps contacts with the outside world. Contact with outside agencies such as customers, associations, other manufacturers, advertisers, suppliers, deal unions, research councils and institutions, etc. are necessary for furthering the interests of the organisation. It increases the goodwill of the firm and helps in creating a favourable public attitude towards the organisation.Answer 3. (a) Broad Categories of communication in an OrganisationCommunication on the basis of organisation grammatical construction may be classified into two broad categories dress and Informal.1. Formal CommunicationFormal commun ication is closely associated with a formal organisational structure. The communication flows through formal take, officially agnised positions along the line in the organisation. In the organisation the route along which a communication is to travel is by design created to regulate the flows of communication so as to make it refined and thereby to ensure that the required information flows smoothly, accurately and timely to the points at which it is required. Very often we hear the term through proper convey which means communication through the channel prescribed in the organisation. It is the path of the line of authority linking two positions in the organisation. It is also know as the chain line of command.Advantages of formal CommunicationIt helps in maintaining the authority of line executives over their subordinates who are responsible to get the work done by their subordinates and are answerable to their bosses. The responsibility of the subordinates for the activitie s carried out by them can well be fixed.An immediate superior has direct contact with the subordinates so, a better understanding is developed between them and communication is made more effective.Since an executive better informed about the organisation and its problems than the subordinates a better upshot can possibly be found easily and good relations between the leader and his subordinates develop.Disadvantages of formal CommunicationEvery happening in an organisation cannot be foreseen hence action required for unforeseen events cannot be formalised.It increases the workload of the line superior because all communications are transmitted through tem. Thus, it leaves the superiors with little time to perform other organisational functions well.There are more chances of red-tapism and delay tactics in this method because executives generally dangle the interests of the subordinates. Any information upward or downward favouring subordinates is more often suppressed or delayed by the superiors.(iv). In most of the big organisations contact between the top executive and the subordinates at the lowest level are far remote. Very often they do not recognise each other. This adversely affects the relations of executives and subordinates.2.Informal CommunicationInformal communication also known as the grapevine is not a planned or deliberately created channel of communication. It is free from all formalities. No formal organisational graph is followed to convey messages. It is based on the informal relations of the two persons, the sender and the receiver of communication. A general manager may develop contacts with a worker at the lowest level and communicate certain important information relating to him direct to the worker. It is an example of informal communication. It is the result of the natural desire of people to communicate with each other when they come into contact on a regular basis. When interaction takes place among them a small social groups eme rges spontaneously and members of the group develop their own communication system known as an informal communication channel or the grapevine.Advantages of informal communicationThe communication travels at a faster speed because there is no formal line of communication.It is multi dimensional. As there is no channel of communication, communication may be made on any topic of interest to any person in the group irrespective of his position in the formal organisation. It may go to any extent all limits as to direction and degree of communication is self-impose.It is dynamic and reacts quickly because informal channels have their sanctions in the group and develop within the organisation.At times it may supplement the formal channel. Certain matters which are difficult to communicate through formal channels may be effectively communicated through informal channels. If properly utilised it may clarify the managements points of view to the subordinates which other may not be appealing or it may provide necessary feedback to managers on the possible effects of a decision or action of the management.Disadvantages of informal communicationIt very often carries half-truths, rumours and distorted facts at an alarming rate of speed. As there is no mechanism for earmark of the news and views, members of the organisation are likely to be misinformed and misled by informal communications.sometimes the messages communicated through informal channels are so roving that any action based on these cannot be interpreted and if taken it may lead to a difficult situation in the organisation because responsibility for erratic messages cannot be fixed.In informal communication, there are greater chances of distortion of messages. Each person conveying the message may add, subtract, or change the original message according to his motive or interest. There is a chance that by the time a message completes its complex journey, it may be completely distorted.Answer 3. (b) Written Com municationWritten communication is often resorted to by the management for messages that are long and have to be made permanent. It is also undertaken when oral communication cannot area each and every person concerned, either due to a large number of communications or duel to long geographical outmatchs between the sender and the receiver. Written communication includes written words, graphs, charts, manuals, reports, diagrams, notions, letters, circulars etc. Written communication is the most common form of communication used in an organisational set up to be effective, written communication must posses four important characteristics. It should be clear, complete, correct and to be intelligible.Writing is the representation of language in a textual medium through the use of signs or symbols. It is tremendous from illustration, such as cave drawing and painting, and the recording of language via a non-textual medium such as magnetic tape audio.Writing is also a distinctly huma n activity. It has been give tongue to that a monkey, randomly typing away on a typewriter (in the days when typewriters replaced the pen or rob as the preferred instrument of writing) could re-create Shakespeare but only if it lived long enough (this is known as the infinite monkey theorem). much(prenominal) writing has been speculatively designated as coincidental. It is also speculated that extra-terrestrial beings exist who may possess familiarity of writing. The fact is, however, that the only known writing is human writing.Advantages of written communication Written communication has the following advantagesWritten communications possess the gauge of being stored for future write. Policy matters, service conditions, confidential orders and instructions and many other communications can be effectively and satisfactorily communicated only through written communication because they are necessary for future reference so that necessary action may be taken against the subordi nates who break dance to follow the communication. It can be used as evidence if any dispute about jurisdiction or bypassing etc. arises.When the sender and the receiver are at distant points, even beyond telephonic range written communication is the only means of communication.Written communication is the only way out in such cases where the message is too extended and meant for a large number of persons.Written communication gives more time to the receiver to think, analyse, and then decide upon the right course of action.Written communication is more orderly and it is binding upon the subordinates and their superiors.Written communication becomes essential to pass on to others correct and accurate information. While writing a message superfluous words and all possible errors can be avoided to make it concise.Answer 4. (a) Effective Communication BarriersThese barriers, obstructions and interruptions in communication may slackly be categorized into the following groupsExternal BarriersOrganisational BarriersPersonal BarriersExternal barriersExternal barriers are those caused by factors other than organisational and personal factors. Such external barriers may be (a) semantic barriers, (b) emotional or psychological barriers.1. Semantic BarriersSuch barriers are obstructions caused in the process of receiving or understanding a message during the process of encoding or decoding it into words and ideas. The linguistic content of the two parties may have some limitations or the symbols used may be ambiguous. Symbols may have several meanings and unless the context is known to the receiver he is likely to take the meaning of the symbol according to his gestate notion and misunderstand the communication. Symbols may be classified as language, picture or action.(i). LanguageIn written or verbal communication, words used are important. A word used in the communication may have several meanings. In a face to face communication, it is easy to seek clarification of words used, if any doubt is encountered. In case of doubt feedback is required. Many words which we use informally may be taken literally in other contexts, non-friendly situations or in written communication.(ii). PicturePicture is another type of symbol. Pictures are optic aids worth thousands of words. An organisation makes extensive use of pictures like blueprints, charts, maps, graphs, films, tierce dimensional models and other similar devices. A viewer may come to understand the whole story when he sees them.(iii). ActionAction is another type of symbol. We communicate by both by action or by lack of it. To do or not to do both have a meaning for the receiver. For example if a subordinate does a good production line, patting and non-patting on his back by the superior both have a meaning. Patting may inspire him to do a better job again and non-patting may make him disappointed. In this sense we communicate all the times on the job whether we intend to do so or not. Acti on or non-action may influence the perception of the receiver.2. Emotional or Psychological BarriersPersonal or emotional or psychological barriers arise from motives, attitudes judgement sentiments emotions and social values of participants. These create a psychological distance that hinders the communication or partly filters it out or causes misinterpretation.The following are some emotional barriers(i). Premature evaluationPremature evaluation is a tendency to evaluate a communication prematurely rather than keeping an open mind during the interchange. Such evaluation interferes with the transfer of information and begets a sense of futility in the sender.(ii). Loss in transmission and retentionWhen communication passes through various levels in an organisation, successive transmissions of the same message are decreasingly accurate. A part of information is lost in transit it is said that about 30% of the information is lost in each transmission.(iii). distrustfulness of commu nicatorThe communicator is sometimes distrusted by his own subordinates. It happens when he lacks self-confidence or is less competent in his position. He frequently makes ill considered judgements or disordered decisions and then reviews his own decisions when he fails to implement them.(iv). Failure to communicateSometimes manager do not communicate the needed messages to their subordinates. This might be because of laziness or procrastination on their part or they randomly assume that everybody has got the information or they may hide information deliberately to embarrass the subordinate.Organisation Barriers