Communication is simply the act of transferring information from one place to another or one person to other. Communication is a way of sharing information It's nearly impossible to go through a day without the use of communication. Communication is sending and receiving information between two or more people. The person sending the message is referred to as the sender, while the person receiving the information is called the receiver. The information conveyed can include facts, ideas, concepts, opinions, beliefs, attitudes, instructions and even emotions.
Types of Communication
Methods of communication vary, and you are almost certainly familiar with all of them. Let's take a look at some of the primary methods.
Verbal communication is simply sending a message through a spoken language that is understood by both the sender and receiver of the message. Examples of verbal communications include face-to-face talking, talking on the phone, teaching or listening, watching or listening to a television or radio program etc.
Written communication is sending a message by the use of symbols that are understood by both the sender and receiver of the message. If you are reading the transcript of this lesson, you are engaged in written communication. It can be by writing a hand written letter on paper, it can be by via emails, it can be via chats, it can be by coded written script etc, It can be by writing books etc.
Body Language or Gestures:
Body Language or Gestures is a non verbal communication that can be used to send or receive messages. This can be in the form of any sort of emotional actions too like smile, being silent in some occasion is also type of communication, different type of body posturing is also type of communication.
Importance of effective communication skills:
Effective communication is an important life skill that enables us to better understand and connect with the people around us. It allows us to build respect and trust, resolve differences and foster environments where problem solving, caring, affection and creative ideas can thrive.
We start practicing our communication skills even before we begin walking. A baby communicates by crying, and then gradually learns to mimic his/her parents' speech. Finally, the child realizes that certain speech patterns evoke different responses. It takes time, effort and patience to develop effective communication skills and the more effort you place in doing so, the more instinctive your skills will become. Good communication skills encompasses listening, non-verbal communication, stress management and emotional awareness. In order to effectively communicate, you must: Clearly organize your thoughts in your mind before sharing them. The only way to properly share your invaluable ideas is by first shaping them coherently. Remember that communication is collaborative, not competitive. Communication is a two-way process that involves the exchange of ideas; if made one-way, the exchange is prevented and this leads to frustration. Adequate knowledge of communication skills significantly improves your ability to exchange thoughts and ideas with others.
1. Flow of Information:
The relevant information must flow continuously from top to bottom and vice versa. The staff at all levels must be kept informed about the organizational objectives and other developments taking place in the organization. A care should be taken that no one should be misinformed. The information should reach the incumbent in the language he or she can understand better. The use of difficult words should be avoided. The right information should reach the right person, at right time through the right person.
It is through communication the efforts of all the staff working in the organization can be coordinated for the accomplishment of the organizational goals. The coordination of all personnel’s and their efforts is the essence of management which can be attained through effective communication.
3. Learning Management Skills:
The communication facilitates flow of information, ideas, beliefs, perception, advice, opinion, orders and instructions etc. both ways which enable the managers and other supervisory staff to learn managerial skills through experience of others. The experience of the sender of the message gets reflected in it which the person at the receiving end can learn by analyzing and understanding it.
4. Preparing People to Accept Change:
The proper and effective communication is an important tool in the hands of management of any organization to bring about overall change in the organizational policies, procedures and work style and make the staff to accept and respond positively.
5. Developing Good Human Relations:
Managers and workers and other staff exchange their ideas, thoughts and perceptions with each other through communication. This helps them to understand each other better. They realize the difficulties faced by their colleagues at the workplace. This leads to promotion of good human relations in the organization.
6. Ideas of Subordinates Encouraged:
The communication facilitates inviting and encouraging the ideas from subordinates on certain occasions on any task. This will develop creative thinking. Honoring subordinates’ ideas will further motivate them for hard work and a sense of belonging to the organization will be developed. It will provide them with the encouragement to share information with their superiors without hesitation. The managers must know the ideas, thoughts, comments, reactions and attitudes of their subordinates and subordinates should know the same from the lowest level staff of their respective departments.
Lack of effective communication renders an organization handicapped. So to have effective communication certain principles are to be followed. 1. Clarity:
The principle of clarity means the communicator should use such a language which is easy to understand. The message must be understood by the receiver. The words used should be simple and unambiguous. The language should not create any confusion or misunderstanding. Language is the medium of communication; hence it should be clear and understandable.
2. Adequacy and Consistency:
The communicator must carefully take into account that the information to be communicated should be complete and adequate in all respect. Inadequate and incomplete message creates confusion and delays the action to be taken. The adequate information must be consistent with the organizational objectives, plans, policies and procedures. The message which is inconsistent may play havoc and distort the corporate interests.
The principle of integration portrays that through communication the efforts of human resources of the organization should be integrated towards achievement of corporate objectives. The very aim of communication is to achieve the set target. The communication should aim at coordinating the activities of the people at work to attain the corporate goals.
The unnecessary use of communication system will add to cost. The system of communication must be used efficiently, timely i.e. at the appropriate time and when it is necessary. The economy in use of communication system can be achieved in this way.
The purpose of communication will be defeated if feedback is not taken from the receiver. The confirmation of the receipt of the message in its right perspective from its receiver fulfills the object of communication. The feedback is essential only in case of written communication and messages sent through messengers. In case of oral type of communication the feedback is immediately known.
6. Need for Communication Network:
The route through which the communication passes from sender or communicator to its receiver or communicate refers to communication network. For effective communication this network is essential. The managerial effectiveness will also depend upon the availability of adequate network.
The message communicated must draw the attention of the receiver staff and ensure action from him in the right perspective. The efficient, sincere and prompt manager succeeds in drawing the attention of his subordinates to what he is conveying. It is the psychology of the people that they watch their superiors closely and then respond to their orders or instructions. Lazy and insincere superiors fail to garner support for themselves and their instructions usually are not taken seriously by their subordinates. Adhering to the above principles shall make communication effective, minimize the human relations problems and increase the overall efficiency.