COMMUNICATION

What is communication

Communication is the activity whereby an individual or group convey, consciously or unconsciously, information to another individual or group and where necessary evokes a discriminating response. The information may be facts, feelings or ideas.

Key points to recognize Communication

• Communication can be by or to a group of people, not just person to person.
• Communication can take place whether you are aware of it or not. 
• Communication is usually intended to evoke a particular response to get someone to do or understand something. 
• Communication is concerned not only with the transmission of factual information, there may be feelings or ideas also.

The communication process

• Encoding- Message- Decoding
• Transmitter- Transmission- Recipient
• Decoding- Feedback- Encoding

Types of communication

Verbal Communication which is the use of words to communicate- either in written or oral form.
Non-verbal Communication which is communication by elements or behavior which do not use words.

Advantages of written communication

• It provides a permanent record of message, one that can be referred back to & checked
• Writing allows for more careful compilation of the message, with the opportunity to think it thorough, clarify & ensure easier comprehension.
• Written documents can be widely distributed with ease, using printing & copying facilities to reach those not able to attend personal communication.

Disadvantage of written communication

• Producing the quality of written documents and distribute is expensive to print, buy quality papers, postage etc.
• Written communication tends to be impersonal
• Obscurities & misunderstandings are difficult to clear up- the timescale for feedback can be quite long.

Advantages of oral communication

• It is immediate in providing information & often in response to question.
• The opportunity for immediate feedback & questioning should ensure that understanding is maximized.
• It is more personal & direct, with the personality & feelings of the participants being allowed in to the communication process.

Disadvantages of oral communication

• It is time consuming & costly, particularly where a number of people have to be brought together.
• The impermanence of the communication can lead to problems in recall of precisely what was said,specially in technical matter
• Possibility of ignoring some important issues & overlooking questions for which you are not prepared.

Non-verbal communication

• Body language: gestures, eye movements, expressions & general posture.
• Voice- the pitch & tone etc of how a message is conveyed.
• Space- way in which physical environment is laid out
• Personal presentation- clothing, grooming
• Written presentation- the physical layout & structure of words on a page can be crucial in facilitating meaning, apart from the clarity of the words & sentences themselves.

Non-verbal cues & what is said-six ways to correlate\

• Repetition-pointing as well as giving direction.
• Complementing or adding to-looking embarrassed when confessing to mistake
• Accenting or emphasizing-pounding the table when making a point
• Regulating the communication-nodding to indicate someone else should speak
• Substituting for speech-shrugging shoulder instead of speaking
• Contradicting-showing anger while saying “I am not angry”

Barriers to effective communication

• Receptivity-how receptive the parties are
• Relationships-three particular problems can occur *status differentials*professional jealousy or conflicts between mgt & specialist staff *preconception of roles
• Stereotyping
• Halo effect
• Individual misperception-*projection-assumption that others share our thoughts *perceptual defense-blocking out or distorting information that threatens beliefs or position
• Semantics-same word different meaning in different situation.

Communications Systems-formal

• Downward communication
• Upward communication
• Horizontal communication
• Committee systems: formal meetings of committee members to *provide members with an opportunity to exchange views & information *make recommendation to higher level *generate ideas or solutions to problems *make policy & other decisions for the org.
• Team briefing

External channels of communication-three categories

• To meet statutory requirements: *to recognized trade unions as per employment protection act 1975 *to the public-publish financial & trading position *to government depts, agencies & official bodies.
• To increase & improve business: ex potential customers.
• To maintain or improve an org’s image: communicate with all.

Communications systems-informal

• The grapevine- it means informal flow of information. In addition to use formal communication channel we have to depend on informal channel of communication.

• Information networks: under formal structure there may be some information network which individuals use to gain or disseminate information relevant to their jobs or roles.