Explain the importance of Communication.

Explain the importance of Communication. Describe the channels and barriers of communication of an organization with the help of examples from the organization you are working in or any organization you are familiar with. Briefly describe the organization you are referring to.


Solution : Importance of communication
For manager – employee relations:
Effective communication of information and decision is an essential component for management-employee relations. The manager cannot get the work done from employees unless they are communicated effectively of what he wants to be done? He should also be sure of some basic facts such as how to communicate and what results can be expected from that communication. Most of management problems arise because of lack of effective communication. Chances of misunderstanding and misrepresentation can be minimized with proper communication system.

For motivation and employee morale:
Communication is also a basic tool for motivation, which can improve morale of the employees in an organization. Inappropriate or faulty communication among employees or between manager and his subordinates is the major cause of conflict and low morale at work. Manager should clarify to employees about what is to be done, how well are they doing and what can be done for better performance to improve their motivation. He can prepare a written statement, clearly outlining the relationship between company objectives and personal objectives and integrating the interest of the two.

For increase productivity:
With effective communication, you can maintain a good human relation in the organization and by encouraging ideas or suggestions from employees or workers and implementing them whenever possible, you can also increase production at low cost.

For employees:
It is through the communication that employees submit their work reports, comments, grievances and suggestions to their seniors or management. Organization should have effective and speedy communication policy and procedures to avoid delays, misunderstandings, confusion or distortions of facts and to establish harmony among all the concerned people and departments.

Importance of written communication:
Communication may be made through oral or written. In oral communication, listeners can make out what speakers is trying to say, but in written communication, text matter in the message is a reflection of your thinking. So, written communication or message should be clear, purposeful and concise with correct words, to avoid any misinterpretation of your message. Written communications provides a permanent record for future use and it also gives an opportunity to employees to put up their comments or suggestions in writing.

So, effective communication is very important for successful working of an organization. Business writing software with grammar checker and text enrichment tool, which enhances a simple sentence into more professional and sophisticated one, can be used for writing effective business communications. For more information, please visit grammar correction tool.
1. The Communication Channels
2. The communication channel selected for transmitting a message plays a significant role in maintaining the quality of the original message in its passage from the sender to receiver. The sender, given the opportunity to weigh the merits of using an oral or written communication, or a combination of the two, selects the most effective for the situation.
3. Regardless of the communication channel selected, the sender will encounter obstacles. In the previous chapter, the various barriers to effective communication were analyzed. Considering the possible barriers, the sender must choose the channel which he feels will best guarantee transfer of the essence and meaning of his message without misunderstanding or distortion.
4. To counteract possible interference in the communication channel, the message should attract attention, contain redundancy, continue repetition, or use a combination of these approaches.
5. To attract attention, the message must be different from others competing for the recipient's time. A short handwritten message instead of the usual typed message is one method that can attract attention.
6. To provide redundancy, the message must be rephrased several times (the technique used in newspaper articles), and/or summarized in the final paragraph. The sender should avoid too much redundancy because this tends to clutter the communication channel.
7. To provide repetition, the message must be transmitted through more than one channel, as in spoken and written form, or transmitted more than once through the same channel, as in TV advertising.
8. Now, let's turn our attention to the basic communication channels within an organization. There are three channels: formal, informal, and unofficial.
9. Formal. The communication within the formal organizational structure that transmits goals, policies, procedures, and directions.
10. Informal. The communication outside the formal organizational structure that fills the organizational gaps, maintains the linkages, and handles the one-time situations.
11. Unofficial. The interpersonal communication within (or among) the social structure of the organization that serves as the vehicle for casual interpersonal exchanges, and transmittal of unofficial communications.
12. A more detailed examination of each of these communication channels will provide a better understanding of these functions.
13. Formal Communication
14. Formal communication - written or oral - follows the chain of command of the formal organization; the communication flows from the manager to his immediate subordinates. Each recipient then re-transmits the message in the selected form to the next lower level of management or to staff members, as appropriate. The message progresses down the chain of command, fanning out along the way, until all who have a need to know are informed. Formal communication also flows upward through the organization on the same basis.
15. Formal communication normally encompasses the transmittal of goals, policies, instructions, memoranda, and reports; scheduled meetings; and supervisory-subordinate interviews.
16. Informal Communication
17. No organization operates in a completely formal or structured environment. Communication between operations depicted in an organizational chart do not function as smoothly or as trouble-free as the chart may imply. In most organizations operating effectively, channels of communication have developed outside the hierarchical structure.
18. The informal communication process supplements the formal process by filling the gaps and/or omissions. Successful managers encourage informal organizational linkages and, at the same time, recognize that circumvention of established lines of authority and communication is not a good regular practice. When lines of authority have been bypassed, the manager must assume responsibility for informing those normally in the chain of command of the action taken.
19. There is a fine line between using informal communications to expedite the work of the organization and the needless bypassing of the chain of command. The expediting process gets the job done, but bypassing the chain of command causes irritation and can lead to hard feelings. To be effective, the manager must find a way to balance formal and informal communication processes.
20. Unofficial Communication
21. Astute program and functional managers recognize that a great deal of communication taking place within their organizations is interpersonal. News of revised policies and procedures, memoranda, and minutes of meetings are subjects of conversation throughout the organization. These subjects often share the floor with discussions of TV shows, sports news, politics, and gossip.
22. The "grapevine" is a part of the unofficial communication process in any organization. A grapevine arises because of lack of information employees consider important: organizational changes, jobs, or associates. This rumor mill transmits information of highly varying accuracy at a remarkable speed. Rumors tend to fall into three categories: those reflecting anxiety, those involving things hoped for, and those causing divisiveness in the organization. Some rumors fade with the passing of time; others die when certain events occur.
23. Employees take part in the grapevine process to the extent that they form groups. Any employee not considered a part of some group is apt to be left out of this unofficial communication process.
24. The grapevine is not necessarily good or bad. It serves a useful function when it acts as a barometer of employees' feelings and attitudes. Unfortunately, the information traveling along the grapevine tends to become magnified or exaggerated. Employees then become alarmed unnecessarily by what they hear. It is imperative that a manager be continually alert to the circulation of false information. When discovered, positive steps should be taken to provide the correct information immediately.

Continue Reading ...

Why effective communication is important for efficiency?

Why effective communication is important for efficiency? Explain with the channels of communication in a familiar organization which channel do you think is effective and why explain with illustrations.

Communication establishes relationships and makes organizing possible. Every message has a purpose or objective. The sender intends -- whether consciously or unconsciously -- to accomplish something by communicating. In organizational contexts, messages typically have a definite objective: to motivate, to inform, to teach, to persuade, to entertain, or to inspire. This definite purpose is, in fact, one of the principal differences between casual conversation and managerial communication. Effective communication in the organization centers on well-defined objectives that support the organization's goals and mission. Supervisors strive to achieve understanding among parties to their communications.
Communication Process
Communication is the process of passing information and understanding from one person to another. The communication process involves six basic elements: sender (encoder), message, channel, receiver (decoder), noise, and feedback. Supervisors can improve communication skills by becoming aware of these elements and how they contribute to successful communication. Communication can break down at anyone of these elements.
Chances of Communication in Organizations
All organizations, irrespective of type and size, have a need for effective communication. The owner of a one-person business must communicate with suppliers of goods, customers and others necessary for the running of the business. He or she must also record transactions in the books of the company. Problems of communication grow as organizations become more complex. The sender initiates the communication process. When the sender has decided on a (a) meaning, he or she encodes a message, and selects a channel for transmitting the message to a receiver. To encode is to put a message into words or images. Written communication should be used when the situation is formal, official, or long term; or when the situation affects several people in related ways. Interoffice memos are used for recording informal inquiries or replies. Letters are formal in tone and addressed to an individual. They are used for official notices, formally recorded statements, and lengthy communications. Reports are more impersonal and more formal than a letter. They are used to convey information, analyses, and recommendations. Written communications to groups include bulletin board notices, posters, exhibits, displays, and audio and visual aids.
Teams using information technology have access to information, share knowledge, and construct documents. Meetings take place electronically from multiple locations, saving the organization's resources in both the expenses of physically bringing people from different locations together, and the time lost by employees traveling. Teleconferencing is simultaneous group verbal exchanges. Video conferencing is group verbal and visual exchanges
Channels of Communication in Organizations
All organizations, irrespective of type and size, have a need for effective communication. The owner of a one-person business must communicate with suppliers of goods, customers and others necessary for the running of the business. He or she must also record transactions in the books of the company. Problems of communication grow as organizations become more complex. This is so whether the organization is a commercial body, a private or public enterprise, a trade union or a social organization. Communication in multinational companies, nationalized industries, local authorities and other large organizations tends to be very complex.
(a) Formal Internal Communication
This refers to the flow of information within an organization. The formal lines of communication are those which are officially recognized and given official approval. They may be set down in the organization structure, e.g. the rules and procedures for operation of the organization, committee procedures, or the authority and responsibility allocated to particular jobs or sections. In all cases these lines of communication are officially recognized and they are those which members of the organization are expected to use.
This process can present difficulties for communication systems. If the instructions are too brief they may not carry the exact meaning of what is required of the subordinates; on the other hand, if they are too detailed they may be so cumbersome that subordinates are confused. Another problem is the time it takes for instructions to reach the bottom of the organization, and the accuracy on the instructions. Each level of the organization must receive, interpret and develop in more specific form and then pass on the information, so clearly there is considerable room for error.
These are just a few examples of informal communications. They are usually oral. The subject and the line of communication may be within the authority of the people concerned but the actual manner or circumstances may not be exactly as officially laid down. You may question whether informal lines of communication are desirable and whether they are useful.

Continue Reading ...

Explain various channels of communication .Describe the importance of grapevine communication.

Explain various channels of communication .Describe the importance of grapevine
communication. Illustrate from an organization you are familiar with. Describe the
organization you are referring to.


Answer. “Communication is an exchange of facts, ideas, opinions, emotions by two or more persons”. Communication is the process by which information is transmitted between individuals and or organization so that an understanding response results.

Organizational communication establishes a pattern of formal communication channels to carry information vertically and horizontally. To ensure efficient and effective accomplishment of objectives, information is exchanged. Information is passed upward from employees to supervisors and laterally to adjacent departments. Instructions relating to the performance of the department and policies for conducting business are conveyed downward from supervisors to employees. The organization carries information from within the department back up to top management. Management furnishes information about how things are going, notifies the supervisor of what the problems are, and provides requests for clarification and help. Supervisors, in turn, keep their employees informed and render assistance. Supervisors continually facilitate the process of gaining necessary clarification and problem solving; both up and down the organization. Also, supervisors communicate with sources outside the organization, such as vendors and customers.



Communication network is a structured fabric of the organization, made up of the system of lines, or channels, which are interconnected. Organizational communication is really the flow of information through the networks of interrelated human role relationships.
Importance of Grapevine Communication: Grapevine specializes in lively, engaging corporate communications, harnessing compelling storytelling and high-quality video production, motion graphics and interactive media to deliver affecting, memorable communications for businesses, the public sector and voluntary organizations. Grapevine can supply striking creative ideas and high production values at competitive prices, whether what's needed is an emotive image piece, a content-led documentary-style report, a staged drama, training, public relations, or a simple record of events or activities. If your organization is thinking about video or new media production, ask for ideas and a budget outline. For more information, contact Grapevine, use the links, or click on the small photos. For a brief look at video styles, follow this link. Some selected customer comments are here. Or this link goes to some images from various projects.
Grapevine is operated by writer, producer and consultant Mike Smith, supported by a full range of creative and technical talent, equipment, facilities and project management as needed. Some credits: "We piloted the DVD on recent graduate assessment centres and received extremely positive feedback from both the graduates and assessors."
GSK graduate recruiter. "The pilot went very well and your videos were very well received. Thank you very much for your help and assistance and for making the whole process so enjoyable."
Below are the three Examples of Grapevine Network of Communication
1. Suppose the profit amount of a company is known. Rumour is spread that this much profit is there and on that basis bonus is declared.
2. CEO may be in relation to the Production Manager. They may have friendly relations with each other.
3. For example, a principal decides to implement a new strategic reading program for his school. He looks at the data and realizes that the program will work excellent with the curriculum that’s already in place. He tells all of the English teachers to incorporate the new program into their lesson plans, but he never clearly explains in detail the new program to them. If the principal fails to communicate the details clearly to the staff, the plan will have a strong chance of being unproductive or failing because of the lack of the communication from the principal to the rest of the staff.
A form of communication that is very popular is called grapevine communication. Grapevine communication applies to all informal communication including institutional information that is communicated verbally between employees and people within the community. Grapevine communication is very vital within the organization because it can keep subordinates informed about important organizational matters, it can give school administrators insights into subordinates attitudes and can proved subordinates with a safety vale for their emotions. Another important quality of grapevine communication is that it helps builds morale by carrying the positive comments people make about the school district or organization.

Continue Reading ...

Discuss the importance of communication for a manager.

Discuss the importance of communication for a manager. Describe various barriers to effective communication and how to overcome them to make communication more effective.

Communication is a process of conveying meaning form one person to another. It includes any means or method by which one mind affects another. Keith Davis says, communication is the process of passing information and understanding from one person to another.

Importance of communication:
The importance of communication is as follows:
Efficient and smooth functioning of an enterprise: Efficiently and smooth functioning of a firm largely depends on communication as same as the heart of organizing. It is difficult to conceive of an org without communication. It is only through communication that a manger can develop authority and status structures.

Basis of decision making: The importance of communication arises from the fact that decision making functions largely depend upon effective and efficient of communication to and from decision centre. The quality of decisions made in an org depends largely on the amount and quality of information available to the decision maker.


Basis of decentralization and delegation: communication is the basis of decentralization and delegation. Terry writes “communication is the means by which the act of delegation is accomplished”. When a company is decentralized its communication needs increase considerably.


Importance of planning and coordination: the success of planning depends on an efficient network of communication. If the system of communication is good useful suggestions will flow from the subordinate to the manager and this will considerably help in formulation of plans. Participation of employees are regarded as highly essential for getting the task done and this can be secured largely through communication.

Basis to good external communication: The importance of good internal communications also arises from the fact that they are now regarded as basis to good external ones. As organization must put its own house in order before it can speak convincingly to its public.

Basis for morale building: an efficient system of communication also helps in morale building. It is a means by which a manger boosts his employees to work hard for attainment of its goals and objectives.

For Higher Productivity: It has been proved that a definite relationship exists between communication and employee productivity. Recent evidence indicates that employees work more efficiently and with greater job satisfaction when they understand not only their job objectives but also objective of their work group and overall business enterprise.

For better union relations: An effective system of communication can play a very useful and important role in attaining constructive union relations. The communication program has a vital role to play in interpreting and explaining to workers management policy in respect of various issues concerning themselves, their work, their future, their prospects and a number of other things about the company, its products and its services and above all, its aims and objects from point of view of community at large.

To avoid misunderstanding and ignorance: A good system of communication is also necessary to avoid misunderstandings. Communication of information will go a long way to substitute knowledge and understanding for ignorance.

Orient people to their environment: It is communication that helps to orient people to their physical and social environment. Without such orientation people would be lost. They would be unable to perspective or to place themselves properly in their environment.

Binds people together: Force of effective communication binds people of an organization together. It is only through communication that people can attain a common viewpoint and understanding and cooperate to accomplish organization ends and objective.

Barriers to effective communication:

The failure in communication arises because of certain blockages between the sender and receiver. In order to make communication effective it must be ensured that these barriers are removed. There are three barriers: semantic, psychological and organizational.

Physical barriers are often due to the nature of the environment.
Thus, for example, the natural barrier which exists, if staff are located in different buildings or on different sites.
Likewise, poor or outdated equipment, particularly the failure of management to introduce new technology, may also cause problems.
Staff shortages are another factor which frequently causes communication difficulties for an organisation.
Whilst distractions like background noise, poor lighting or an environment which is too hot or cold can all affect people's morale and concentration, which in turn interfere with effective communication.

Attitudinal barriers come about as a result of problems with staff in an organisation.
These may be brought about, for example, by such factors as poor management, lack of consultation with employees, personality conflicts which can result in people delaying or refusing to communicate, the personal attitudes of individual employees which may be due to lack of motivation or dissatisfaction at work, brought about by insufficient training to enable them to carry out particular tasks, or just resistance to change due to entrenched attitudes and ideas.

Psychological factors such as People's state of mind. We all tend to feel happier and more receptive to information when the sun shines.
Equally, if someone has personal problems like worries about their health or marriage, then this will probably affect them.
Different languages and cultures represent a national barrier which is particularly important for organisations involved in overseas business

Individual linguistic ability is also important. The use of difficult or inappropriate words in communication can prevent people from understanding the message.
Poorly explained or misunderstood messages can also result in confusion. We can all think of situations where we have listened to something explained which we just could not grasp
Physiological barriers may result from individuals' personal discomfort, caused, for example, by ill health, poor eye sight or hearing difficulties.
Essentials of efficient communication:
The following are essential for good communication:
Think before communication: the first and the foremost step is to think clearly what one has to communicate. Management communication will achieve best results if there is an adequate planning.

Know your objectives: before communication one should be quite clear about the purpose and objective of what one wants to accomplish. Sharpening of objective is highly imperative as the sharper the focus the better is the result.

Consult: It is generally desirable to consult others in planning a communication. such an approach will provide additional insight and objectively the message


Determine the medium: After having decided the subject matter it should be determined as to how best this message is to be communicated. All aspects of oral or written communication must be carefully examined.

Help the receiver : Every effect should be made to convey something helpful or beneficial to the receiving audience. This is always welcomed by the receiver and makes communication more meaningful.

Timing and timeliness: Considerable attention should be given to the timing and timeliness of the communication. The same message will be received or responded to differently by different individuals and groups at the same time or by the same individual.

Check the results: The purpose of communication is not complete simply with transmission of the message. It should be ascertained whether the same was received in the manner intended and the response was appropriate. The receiver should be encouraged to express his reactions.

Support with action: it is highly necessary that the action of communication should support his communication. This is because action speaks louder than words.

Listen: A very important aspect of effective communication is that executives and supervisors should be good listeners. It is dangerous to be inattentive or in different when others are attempting to communicate.

Feedback: One of the essential conditions for efficient communication is feedback. The basic purpose of feedback is to ensure that what has been originally communicated has been properly understood by the recipients.

Continue Reading ...

Describe various channels of communication.

Describe various channels of communication. Identify various types of communication networks found in your organization. Which is the most effective and why?
Answer. “Communication is an exchange of facts, ideas, opinions, emotions by two or more persons”. Communication is the process by which information is transmitted between individuals and or organization so that an understanding response results.

Organizational communication establishes a pattern of formal communication channels to carry information vertically and horizontally. To ensure efficient and effective accomplishment of objectives, information is exchanged. Information is passed upward from employees to supervisors and laterally to adjacent departments. Instructions relating to the performance of the department and policies for conducting business are conveyed downward from supervisors to employees. The organization carries information from within the department back up to top management. Management furnishes information about how things are going, notifies the supervisor of what the problems are, and provides requests for clarification and help. Supervisors, in turn, keep their employees informed and render assistance. Supervisors continually facilitate the process of gaining necessary clarification and problem solving; both up and down the organization. Also, supervisors communicate with sources outside the organization, such as vendors and customers.




Communication network is a structured fabric of the organization, made up of the system of lines, or channels, which are interconnected. Organizational communication is really the flow of information through the networks of interrelated human role relationships.

Types of networks
Formal network - Systematically established for the transmission of messages through defined relationships.
• Follows organizational structure defined by org. charts, etc.
Informal network
• No permanent structure. Employees joint/disband as a function of particular issue or situation, an emergent structure.
• Suggests how communication networks actually work
• Can route around damage of formal network communication
• Situationally derived and spontaneously creates an organizational structure of it's own

The channel of communication under the formal network is narrow, but it allows for flow of essential information. Moreover, it is easy to maintain, orderly in nature, supports the authority of the superiors and provides for closeness of contact thereby reducing channels of miscommunication. It has certain limitations, such as, bottlenecks in the flow, enhancing organizational distance, greater possibilities of transmission, errors, screening at various filter points, etc.

The informal channel is the result of the operation of the social forces at workplace. Formal communication exists to meet the utilitarian needs of the organization, informal communication is the method by which people carry on social, non-programmed activities within the formal boundaries of the system. The informal channel operates at much greater speed. This channel also satisfies the communication needs of the various persons in the organization.

Network Structures
 The wheel: The wheel is characterized by the centralized position of a clear leader, who is the only one who can send messages to all members and the only one who can receive messages from all members.
 The Y: The y pattern is somewhat less centralized than the wheel, but more centralized than some of the other patterns.
 The Circle: The circle has no leader; here there is total quality. Each member of the circle has exactly the same authority or power to influence the group.
 The Chain: The chain is similar to the circle except that the end members may communicate with only one person each.
 The All-Channel: The all-channel or star pattern is like the circle in that all members are equal and all have exactly the same amount of power to influence others, except that each member in this pattern may communicate with any other member. This pattern allows for the greatest member participation. Communication through these networks occurs often but not always face-to-face. Messages may be written in informal memos or in formal letters and reports.



Example: Indian Oil Corporation
I am familiar with IOC. Indian Oil Corporation, one of the largest commercial undertaking in India is the only Indian company to feature in Fortune's Global 500 listing of the world's largest industrial and services companies. Amongst the oil and gas companies, IOC ranked 16th in the world and 8th in Asia by sales. IOC was formed as Indian Oil Co. Ltd. in 1959 and it became a corporation in 1964, when Indian Refineries Ltd. was merged with it consequent to privatization of the sector by the government.

The corporation has the country's largest network of on-land crude and product pipeline, with combined length of 6453Km and capacity of 43.43mtpa.





Communication
IOC comprises of the Head Office, which is located in Mumbai. The country is divided into four regions and the regional offices are connected to the Head Office. For instance, the Western Region comprises of the states of Maharashtra, Gujarat and Madhya Pradesh.

The regional offices are in turn connected to the State Offices. Each region comprises of Depots, Terminals, LPG Plants and AFS (Aviation Fuelling Station). All the information from the State Offices are communicated to the Regional Offices and from there the information is communicated to the Head Office.

The various means of communication are:

Daily Communication
Daily Activities Reports (DAR): Daily reports are sent about all the inventory and stocks at various depots, terminals and the LPG plants.

Management Information Systems (MIS): These provide information regarding the amount of consumption taking place at the depots, terminals etc. Also, the requirements are calculated on a daily basis. The flow of information is generally hierarchical. Also, all the information need to be authorized through the proper channels. However, in case of daily reports authorization may take place at the manager level, but in the case of other informations authorization needs to be done at the Sr. Manager level before it is passed on the Regional Office. In some cases however, information is authorized by the DGM before it is forwarded to the Regional Office.

Modes of communication
• Inter Office Memos - These memos are used for communication within the organization. They are used for requests, inquiries and flow of information within the organization.
• Emails - They are used for inter as well as intra office communication. Emails are generally used for informal communication but need to follow by written communication.
• Faxes - Faxes are used for interoffice communication. They are used for communication between the terminals, depots and the regional offices. Also, for communication between Regional Office and Head Office.
• Very High Frequency (VHF) - This is a mode of communication which is done using satellites, generally at the time of urgencies. For eg: this mode of communication was used when Gujarat was devastated by earthquake on 26th January 2001.
• Hotline - This is a direct line of communication which is used for communication generally when the pipelines are being laid or when petrol, diesel etc. are being transmitted through the pipelines.
• Reports - Besides, the daily activities reports there are Safety Reports as well as Quality Control Reports, which are generated.

Continue Reading ...

Define communication and comment on the efficacy of the communication system in your organisation or an organisation you are familiar with.

Define communication and comment on the efficacy of the communication system in your organisation or an organisation you are familiar with. How cans the communication system made more effective? Discuss. Briefly describe the organisation you are referring to.

Ans. Communication is considered to be most important and most effective ingredient of management process. It is a method by which the activities of the organisation are unified. By communication the social inputs are fed into the social systems. It is a basis of modified behaviours, productive information and goals achievement. It is an effort towards the achievement of a common purpose. It is a means to like various people of the organisation together, for achievement of a common purpose. In fact group activity is impossible without the communication as coordination and change cannot be effected. It is generally to implement change which is essential for he internal functioning of the enterprise, since it integrates the managerial functions and also the external environment. Through exchange of information’s the managers are aware of customer needs, resources available, suppliers, stockholders etc. The information need has become critical and fast flow is desired in this area. Any loss proves to be highly lossy and huge costs need to be undertaken to correct them. It is necessary to identify the kind of necessary communications for effective decision making. This involves generating the information from the superiors, subordinates and compiling then together to achieve a desired state of decision-making. The communication must be so available as to fit the tailored needs of the manager. The communication in an organisation could be horizontal, diagonal upward or downward as per the requirement and according to management perspective. Downward communication flows from high to low level diagonal involves people from different levels horizontal communication involves people at similar organisation level. There is upward communication from subordinates to superiors and continues up the organisation hierarchy. Lack of such communication can be disastrous. Managers must create an informal climate that encourages the upward communication. An open door policy is useful when it is practised. The formal structure of information flow must be clean. Manager must learn by actually moving through the fields and ascertaining the situations. Communications in ICICI Bank is properly defined and managed in effective manner.

Crosswise communication includes the horizontal flow of information on similar organisation levels. Diagonal flow at different levels has no direct flow relationship. Information may not follow the chain of command, proper safeguards are needed to prevent potential problems.

Communications have favourable or unfavourable characteristics and are often used so that favourable qualities can complement. Visual Aids are supplement to the oral and written communication. While selecting the media one must consider the communicator, audience and situations and a right mix of written, oral and visual communication is required. While written communication provides recirds, references and legal defences the message can reach mass mailing. It is therefore uniform in policy and procedure. A major drawback with this system is leaps of papers.

Oral communication has a major advantage of directly influencing the large group of people simultaneously. It is also an interactive situation and hence a two way communication is possible. It could be a costly measure however the benefits are far more than the disadvantages.

Non verbal communication is form of body languages have its implication on the communication system as well.

Communication problems: There are various barriers to an effective communication. There could be barriers to an effective communication. There could be barriers in sender, transmission, receiver or the feedback.
Lack of planning: There must be proper planning for a communication process to succeed. A carefully planned communication is never short of ideas.
Assumptions: Nothing is more ambiguous than unclear assumptions. These would lead to failure only.
Semantics: Semantics distortion has no impact on the customers with focus on the clean scenarios.
Poor Expression: The message to be conveyed must be carefully designed and presented for message classification. Codes as far as possible must be avoided.
International barriers: Communication barriers may exist internationally due to different cultures, etiquette. Different work related notions pose a problem especially to expatriates.
Loss in transmission: Communication tend to get mutated if it has to pass through various channels. It must hence be direct.
Poor listening: Listening is an important component of the proper communication. A person who dies not listen completely and jumps straight to the conclusion often suffers huge losses. An elaborate and detailed information preview on the often hand leads to a better communication. Communication must be emphasised and must not be threatening risks involved must be identified and as far as possible must be eliminated.
Conclusion: An effective communication is a responsibility of every person in an organisation. This helps to achieve a common aim and better relationship and work environment.

Continue Reading ...