Communication

Theory

BY : SHRUTI
BHATT

Communication

In Simple words
communication
means
exchanging
information among individuals working in any
oraganisation.
Newman and Summer hold that ,communication is
an exchange of facts, ideas, opinions or emotions by
two or more persons.

Interchange of information
Continuous process
Mutual Understanding
Response or Reaction
Universal Function
Social activities

To
To
To
To
To
To
To
To
To

inform
teach
deliver news, Whether it is good or bad.
understand
Explain
transact
organize
control
direct

Sender
Message
Encoding
Channel
Receiver
Feedback

Barriers in communication
Mechanical Barrier
Physical barrier
Psychological barriers
Semantic and language barrier
Status barrier

Good listening
Practicing in simplifying & clarifying
ones massage.
Obtain feedback.analyse it and respond.
Repetition
Ambience
Actions speak louder than words.
Cross-cultural get-togethers.

Speed in solving problems

Improved stakeholder response
Clearer promotional material
Better decision making
Rise in productivity
Smoother working

Merits:
Saving of time and money
Immediate Feedback
Save paperwork
Build a healthy climate
Best tool during Emergency

Greater chances of misunderstanding

Bad speaker
Ineffective for lengthy communication
Lower retention rate
No legal validity
Difficult to fit responsibility

Merits:
Precise and accurate
Easily verified
Permanent record
Suitable for lengthy message
Responsibility can be easily fixed.
Has legal validity

Slower method of communication

Future delay if clarification required
Leads to too much paper work
Always a possibility of ambiguity
Costly in terms of money and man hours
No flexibility
Literacy essential

Non verbal communication:

Visual : (Can be seen) : Ex: signs, colors etc

Auditory : (can be heard) : Ex: bells, Horns

etc.

Types of Body Language : (kinesics)

Facial Expression
Gestures
Postures
Tone & Pitch of voice
Clothes
Proximity
Eye contact

Downward
Upward
Horizontal or lateral
Diagonal or crosswise.

Method: Oral or Written

Example: CEO issuing instruction to depts.
Objectives:
To give specific direction about the job.
To explain procedures
To apprise subordinates of their
performance.
Explain the significance of job.

Distortion
Loss of information
Delay
Under and over communication
Built in resistance

This channel of communication pushes

information upward.
Methods:
Periodical meetings
Written presentation
Informal gathering
Suggestion schemes

Feedback
Outlet for held up emotions
Positive suggestion
Harmony
Limitations:
Psychological in nature
Employees are hesitant to wake up to
manager.
Managers may not accept unpleasant things.
Subordinate may become too bold & direct to
top authority.

Lateral or Horizontal Communication

Communication takes place between departments or people

on the same level in an organization.
For ex: face to face discussion, telephonic talks, Periodic
meetings, etc.
Objectives:
To create friendly environment in an organization.
To cut across departmental barriers.
To ensure quick feedback.
Limitations: May give birth to gossip.
Effective only if there is proper coordination.
Good ideas may get suppressed.

Diagonal or crosswise communication

Diagonal or crosswise communication flows

across different levels of an organization among
people who may not have direct reporting
relationships.

For ex: General notices, informal meetings,

formal conferences, lunch hour meetings etc.

Objectives:

To help in proper coordination

Communicate effectively
Boost the moral of lower level staff through interaction across all
level in the organization.
To improve mutual understanding.
Limitations:
Superior may feel bad when their subordinate are given
importance.
Superior may resist the suggestions just because they have come
from subordinates.
It can lead to a network that is extremely complex.

FORMAL COMMUNICATION:

Its a means of communication normally

controlled by people in positions of authority in
an organization.

Ex: All reports, records, and other forms that supply

working information to the various parts of an
organization are included in formal channel of
communication.

Advantages: Effective, Better monitoring,

Good atmosphere, Prevent bogging.
Disadvantages:
Deter
free
flow
of
information,Time
consuming,
Affects
Decision making.

Advantages: Speed, Feedback,

Parallel function, Support system

Disadvantages: Less Credible,seletive

information, Leakage, Creates troubles.

Fax

Internet/E-mail

Videoconferencing