Functions of Communication

The most basic functions of communication in an organization are to inform, persuade, and motivate. Yummy
Cakes is a manufacturer of desserts that utilizes all the functions of communication in order to be successful.

Inform
Let's take a look at how Yummy Cakes uses communication to inform within their organization. The idea
of informing within an organization is to provide data and information so that employees can effectively complete
their job. Information ensures that an employee is aware of the rules and procedures of an organization. It also
eliminates job uncertainty for workers when they are fully informed.
There are three types of ways information can travel in a company. Downward-moving communication is
information that moves from superiors to subordinates and usually consists of directives or updates. Yummy
Cakes' CEO recently sent out an email to all of his managers that there would be mandatory layoffs that needed to
be implemented by the end of the month. This would be considered an example of downward-moving
communication.
Upward-moving communication is information that moves from subordinates to superiors and usually consists of
feedback or reports. For instance, Yummy Cakes' marketing manager wanted an increase in her monthly
advertising budget. She asked the vice president of marketing for a consideration of a $10,000/month increase.
Horizontal-moving communication is information that flows from worker to worker or manager to manager (peer
to peer) and consists of reports or data. An example of this type of communication would be one coworker telling
another coworker about the company stock price.

Common Barriers to Effective Communication:

 The use of jargon. Over-complicated, unfamiliar and/or technical terms.
 Emotional barriers and taboos. Some people may find it difficult to express their emotions and some topics may
be completely 'off-limits' or taboo.
 Lack of attention, interest, distractions, or irrelevance to the receiver. (See our page Barriers to Effective
Listening for more information).
 Differences in perception and viewpoint.
 Physical disabilities such as hearing problems or speech difficulties.
 Physical barriers to non-verbal communication. Not being able to see the non-verbal cues, gestures, posture and
general body language can make communication less effective.
 Language differences and the difficulty in understanding unfamiliar accents.
 Expectations and prejudices which may lead to false assumptions or stereotyping. People often hear what they
expect to hear rather than what is actually said and jump to incorrect conclusions.
 Cultural differences. The norms of social interaction vary greatly in different cultures, as do the way in which
emotions are expressed. For example, the concept of personal space varies between cultures and between
different social settings.
Elements of Communication:
1. SENDER/ENCODER
The sender also known as the encoder decides on the message to be sent, the best/most effective way that it can
be sent. All of this is done bearing the receiver in mind. In a word, it is his/her job to conceptualize.
The sender may want to ask him/herself questions like: What words will I use? Do I need signs or pictures?

2. MEDIUM
The medium is the immediate form which a message takes. For example, a message may be communicated in the
form of a letter, in the form of an email or face to face in the form of a speech.

3. CHANNEL
The channel is that which is responsible for the delivery of the chosen message form. For example post office,
internet, radio.

4. RECEIVER
The receiver or the decoder is responsible for extracting/decoding meaning from the message. The receiver is also
responsible for providing feedback to the sender. In a word, it is his/her job to INTERPRET.

5. FEEDBACK
This is important as it determines whether or not the decoder grasped the intended meaning and whether
communication was successful.

6. CONTEXT
Communication does not take place in a vacuum. The context of any communication act is the environment
surrounding it. This includes, among other things, place, time, event, and attitudes of sender and receiver.

7. NOISE (also called interference)

This is any factor that inhibits the conveyance of a message. That is, anything that gets in the way of the message
being accurately received, interpreted and responded to. Noise may be internal or external. A student worrying
about an incomplete assignment may not be attentive in class (internal noise) or the sounds of heavy rain on a
galvanized roof may inhibit the reading of a storybook to second graders (external noise).
The communication process is dynamic, continuous, irreversible, and contextual. It is not possible to participate in
any element of the process without acknowledging the existence and functioning of the other elements.