Module 1 Comm,Importance,Role - Copy

8/3/2019 Module 1 Comm,Importance,Role - Copy

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COMMUNICATION Communication is derived from latin

word ´communisµ meaning common.

It stands for a natural activity of allhuman beings to convey opinions,feelings, information,& ideas to

others through words written orspoken ),body language, or signs.



CommunicationThe sharing of information betweentwo or more individuals or groups toreach a common understanding (butnot necessarily agreement).

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Definitions of Communication

George Vardman in his book" EffectiveCommunication of ideas defines effectivecommunication as

´purposive interchange, resulting in

workable understanding & agreement b/wthe sender & receiver of a message.

Robert Anderson ² Communication isinterchange of thoughts,opinions,orinformation,by speech,writing,or signs.



Allen Louis --- Communication is the sum ofall things one person does when he wants

to create understanding in the mind ofanother; it involves a systematic &continous process of telling, listening,&understanding.

Keith Davis² defines communication as´The transfer of information &understanding from one person to anotherperson.It is a way of reaching others withfacts,ideas,thoughts,& values.



Features of CommunicationProcess

Communication is unavoidable.

Continuous Process

Two way Traffic

The Role of perception

Universal

Social process



Reasons for

communication To teach or learn

something

To obtain/accomplishsomething To express feelings To solve problems

To stimulate interest To socialise To entertain

To provide support

To question or to

answer To Organise

To Justify

To discipline To pass oninformation

To clarify



What is communication ?

The Transmission of messages Which requires at least 2participants

Factors of communication:

² The Message - The content of the communication

² The Medium - The method of passing on information

² The code - The system of signs or sounds used

² The Channel - Sound waves or light waves

² Interference - Noise which can affect transmission ofinformation

² Feedback - information on how information wasreceived

² Context - Framework in which communication takesplace



Reasons for

communication In groups list the reasons why we

communicate and identify the aims of

good communication List the different forms

communication takes.



Reasons for

communication To teach or learn

something

To obtain/accomplishsomething To express feelings To solve problems

To stimulate interest To socialise To entertain

To provide support

To question or to

answer To Organise

To Justify

To discipline To pass oninformation

To clarify



Process of Communication

Sender: The individual, group, ororganization that needs or wants toshare information with some other

individual, group, or organization. Receiver: The individual, group, or

organization for which theinformation is intended.

Message: The information that asender needs or wants to share withother people.

Needs to be both clear and complete

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Communication - Key Terms

Encoding: Translating a message intosymbols or language that a receivercan understand.

Medium: The pathway through whichan encoded message is transmitted toa receiver.

Decoding: Interpreting or trying to

make sense of a sender·s message. Noise: Anything that interferes with

the communication process.

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General functions of

communication

1) Conducive environment.

2) Technological progress.3) Economic development

4) Global village



Importance to individual

1) Expression of oneself.

2) Satisfaction of Human Needs3) Building Human relations.

4) Career advancement.



Importance ofCommunication in business

1) Efficient working of the business.

2) Communication failures:Costly

3) Basis of managerial Functions

(a) Anticiaption

(b) Innovations.

(c)Planning



(d) Organising(e) Leading ,Directing & Motivating(f) Controlling

4) Building Human relations5) Total Quality amnagement6)Zero defect marketing & quality

services.

7)Job satisfaction & enrichment



8) Maintaining relations with external

parties9) Strategic Management.



Summary of the above Points.

´Communication is basic to anOrganisation existence from birth of

the organization on through itscontinuing life

Herbert.G.Hicks

.



When Communication stops organisedactivity ceases to exit.



CLASSIFYING

COMMUNICATION Communication is classified according to the no of

persons (recievers) to whom the message is beingsent.

Intrapersonal Communication Interpersonal Communication

Group Communication

Mass Communication

Verbal Communication



Non-Verbal communication

Meta Communication

1) Intrapersonal Communication

It is talking to oneself in one·s own mind

Ex:Soliloquies.

2) Interpersonal communication

It is the exchange of messages b/w two persons.

Ex: A conversation, a dialogue,interview process in which two persons interactothers may also be present as audience).



3) Group communication

It can be among small or large groups in whichall individuals retain their individual identity.Ex: An organisation,Club or a classroom

4) Mass Communication

It occurs when the message is se nt to largegroups of people.Ex: Newspaper,radio,television

In this process each person becomes a facelessindividual with almost no opportunity forpersonal response or feedback.



Communication can be classified on the basis ofmedium employed

5) Verbal Communication

It means communicating with words, written orspoken.Verbal communication consists ofspeaking,listening,writing,reading, & thinking.

6)Non-verbal Communication

It involves exchanging information b/w personsthrough sign language,action language,or objectlanguage.Ex: Pictures,signs,gestures,facial expressions



Non verbal communication flows through all acts of speakingor writing.

It is a wordless message conveyed through Gestures(sign).

Movements(action language)

Object language(pictures/clothes)

Nonverbal communication can be identified by

Personal space(proxemics,body language,& kinesics)

Touch(Haptics)

Eyes(Oculesics)

Sense of Smell(Olfactics) Time(Chronemics)



7) Meta Communication

Here speakers choice of words unintentionallycommunicates something more than what theactual words state.



Characteristics of Successfulcommunication

Communication is successful when

The message is properly understood.

The purpose of the sender isfulfilled.

The sender & reciever of themessage remain linked throughfeedback



Characteristics of Successfulcommunication

According to Francis.J.Bergin,communicationshould be:

1) Candidness

2) Clarity

3) Completeness4) Conciseness

5) Concreteness

6) Correctness

7) Courtesy



1) Candidness The message to be communicated should

be candid(straight forward,frank) It should not be: Indirect Multivocal or untrue

2) Clarity/Clear Clarity in expression is brought through

use of precise & concrete words. As far as possible ,use simple & short

words than prompous & heavy words



Prompous

Terminate Fascination Utilise Procure Deem Interrogate

Simple

End Attraction Use Get Think Question



Use words which are familiar to theaudience & are appropriate for the

situation

Familiar

Home

After

Deeply

For Example

Pretentious

Domicile Subsequent

Profoundly

eg



Construction of effectivesentences and paragraphs is at the

core of clarity Prefer use of sort sentences than long ones.

Insert no more than one main idea into asentence.

Arrange words 7 clauses in such a way that the amain idea occurs easily in a sentence & lessimportant in subordinate clause.

Headings,tabulations,graphs,line charts,pie

charts,coloured capital or italic letters should beused in a creative way to improve the visualimpact of the message.



3 . Completeness

Incomplete message breeds

misunderstandings & misinterpretations.Wastage of time and resources. Irritates the receiver.Completeness contributes to the clarity

of the message



WORDYAt this point of timeAs regards the fact

thatBecause of the factthatIn due course of time

Not very far fromhere

CONCISENow or at presentConsidering

As or because

Soon

Nearby, or close by

4.Conciseness



Use single word substitutes instead ofphrases without changing the meaning

of the message

Long phrases

At the present time

Due to the fact thatDespite the fact that

Will you kindly

Keeping in view

Single words

Now

BecauseAlthough

Please

considering



Use single & simple word instead of 2

words ,conveying the same idea

Two Words

9.a.m in the morning

In my personal opinion

period of one month

Simple

9.a.m

In my opinion

One month





Include only relevant materialrelated to the main purpose of themessage.

Avoid lengthy introductions &unnecessary explanations.

Also omit the information already

known to the receiver



5. Concreteness

Concreteness means being specific.Definite in describing events & things

It also means using specific facts andfigures.

Avoid using words leading touncertainty and vague.

Use active words than passive words.



6.Correctness

Correct in spelling,Grammar,Format,Content& statistical data provided.

Verify the tools ,data,totals,etc for

correctness. Check the grammar & construction of

sentences

Use right level of language-formal/informal.



7.Courteous

Courtesy in the message as well asmanners plays a dominating role in thisregard.

Be in right frame of work.

Use polite and respectful tone. Always thank for generosity and favour. Use words like please for requesting

something. Ensure that the other persons self

respect is not hurt.



Communication in Crisis Personal department of a

management will plan for 7 respond

to crisis. The crisis may arise due to 1.Environmental accidents.

2.Strikes.

3.massive product failure.



4. Major Litigation.5.Abrupt changes in management.

If the crisis situation is not handledproperly it may lead to

1.Destroying company·s reputation.2.Drain its functional strength.3.Erode morale.

4.Heavy fines & negative publicity



Measures to overcomecrisis

1.Selecting a communication team & aknowledgeble spokesperson to handlethe requests for in informationduring crisis.

2.The individual selected should beable to speak honestly & remain calm

when a crisis hits.



3.Experts recommend that managers

especially top management be visiblein the hrs immediately following theinitial crisis,to demonstrate that thecompany will do whatever it takes

like.1.To control the situation.

2.To find the cause.

3.To prevent a future occurrence.



4.Experts recommend that managers

to minimize the impact of anycriss,on employees by communicating

Honestly.

Openly using caution when sharing personal

opinions.

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Module 1 Comm,Importance,Role - Copy

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