Communication originates from the Latin word 'communico' or 'communicare', which means 'to share'. Obviously however, communication is considered effective only when it gets the desired action or response. In other words, communication is one of the most important basic function and service of any office. The function is said to be connected with handling of information which includes the function of receiving and transmitting of the information, ideas, facts, opinion, emotions etc. which is called communication system.
Various researchers and analysts define the term 'communication' in their own way. Despite their different versions, it can be briefly summed up that 'communication essentially means the transfer to ideas, feelings, plans, message or information from one person to another.' Some of the definitions given by different experts are as follows:
"Communication means the imparting, conveying or exchanging of ideas, views, knowledge etc. whether by speech, writing or signs." – Oxford English Dictionary
"The sum of the entire things one person does when he wants to create understanding in the mind of another. It is a bridge of meaning. It involves a systematic and continuous process of telling, listening and understanding." – Louis A. Allen
"Communication is imparting or exchange thought of information." – Shurter
"Communication is the process of passing information and understanding from one person to another. It is essentially a bridge of meaning between people." – Keith Davis
"Communication is the transfer of information from a sender to a receiver with the information being understood by the receiver." – Koontz and Weihrich
"Communication is the process of passing information and understanding from one person to another. It is the process of imparting ideas and making oneself understood by others." – Theo Haimann
From the above definitions, communication is the process of transferring of information and understanding from one person to another. It is the systematic and ongoing process of seeing, listening and understanding. Similarly, it is the process of exchange of information, ideas, feelings and understanding among human beings. It is the process of conveying meanings. It is a systematic process of conveying, listening and understanding something between two or more persons through words, figures, symbols, pictures, body languages etc.
Characteristics of Communication
The following characteristics of communication explain the nature of communication:
- It is a social process.
- It is a dynamic process which is adapted in accordance with the prevailing situation.
- Communication is a process of interaction between persons. In other words, it is an interactive process.
- It is all pervasive function of management. In other words, it is performed by all the mangers and employees across the organization.
- It may be oral, written or gestural.
- It involves exchange of information, opinion, idea, meaning and understanding among human beings.
- It is a two-way process. It essentially involves dialogue for its success.
- It may be formal or informal.
Functions of Communication
The communication plays important role in the field of management for the purpose of managing different factors effectively and efficiently. The role of communication in the field of management can be identified by identifying the various functions that are performed by effective communication. Such functions are basically information function, command and instructive function, influence or persuasive function and integrative function. These all functions of communications can be briefly explained as follows:
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| Functions of Communication |
1. Information Function
Information is taken as very important factor of the communication system. It is used as the basis for orientation to the external environment and for determining their behavior. For example, the technology of communication has greatly enhanced man's information-generating capacities. It is our ability to affect each other communicatively which has greatly increased the importance of the information giving and receiving aspect of our existence. No organization can fulfill its purpose except to the extent that its communication process furthers its movement towards its specific goals in some way.
2. Command and Instructive Function
Communication performs command and instructive functions. These functions of communication are more observable in formal organizations than that of informal organizations. Individuals' who are hierarchically superior within an organization structure are both privileged and obligated to command and control certain task-related behaviors of their subordinates. Orders, directives, requests, procedures and even performance appraisals are taken as command and instructive functions.
3. Influence and Persuasive Function
Influence and persuasive functions are taken together represent one of the several functions which is equally important in the communication. Managers can influence others either through coercively or communicatively. Since influence through coercion has its limitations in organizational setting, managers can do well to influence others through effective communication. In fact, leadership is more effective than exercise of authority in getting the maximum from the employees.
4. Integrative Function
Communication performs the integrative function by relating various components of the organization and maintains equilibrium among them. The communication that occurs has the consequence of energizing, organizing and channelizing the behavior of living systems. However, if the messages we create in order to comprehend our environment are not cumulative and self-organizing in some way, it would be impossible to gain or to maintain the necessary degree of equilibrium or stable state relations with various aspects of environment. For example, at the larger than face-to-face human groups, some formalization takes place and integrative functions are provided in part by bureaucratization, proceduralization, institutionalization etc.
Need and Importance of Communication
The success of all managerial functions depends on successful communication. In other words, good communication is the foundation for sound management. No organization can exist without sound communication system. The need and importance of communication can be highlighted with the help of following points.
1. Facilitates Planning
Planning requires extensive communication among the executives and the other personnel, who translate the plans into action. Organizational objectives, policies, programmes, practices, procedures and strategies are conveyed to the concerned people in the organization so that they may strictly follow them. Communication is also essential in executing a planned programme.
2. Effective Organizing
Organizing function cannot be performed without effective communication system. It involves many activities including delegation and decentralization of authority, assigning responsibility and establishing relationships among the members of the organization. For all these activities, manager needs to have communication system in place.
3. Essential for Leading
No doubt effective leadership requires an efficient system of communication in the organization. A good leader may 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 to each other. A leader can make his orders and directives more useful by inviting opinions, suggestions etc. from his subordinates and it requires communication.
4. Effective Control
No manager can exercise effective control of organizational activities without proper communication system. In the controlling process, there should be exchange of information between the manager and his subordinates.
5. Efficient Functioning of Enterprise
Communication is essential for smooth and successful functioning of an enterprise. It serves as the lubricant fostering smooth operation of the management process. In other words, it is clear that communication is an indispensable tool for successful operation of an enterprise.
6. Enhances Motivation and Morale
As we know, 'happy workers are the productive workers', effective communication system plays crucial role in enhancing the level of motivation and morale of employees through effective communication instructions, directions, orders, praise, solutions to the problems etc. Effective communication system plays crucial role in enhancing the level of motivation and morale of employees. Through effective communication instructions, directions, orders, praise, solutions to the problems etc. can be effectively conveyed.
7. Building Image/ Goodwill
Communication plays a vital role in building goodwill and image of the organization in the business world and in the society as a whole. Business houses disseminate plethora of information for building their goodwill and image. Information relating to financial performance, sales and export performance, launch of new products, foreign collaboration, awards won, social welfare activities etc. Similarly, public relations executives and managers constantly send press releases in order to build image of the organization.
8. Facilitates Change
Change is a way of life. Organizations are no exception. Hence, people in organization discuss the need and scope of change and introduce change. Managers prepare members of the organization to accept change. These all cannot be possible without effective communication.