Communication is a process of transferring one object to another. Communication can take place, a purpose, sent a message to be conveyed, and is need .It passes between a sender and receiver. The receiver then decodes the message and gives the sender a feedback. All forms of communication require a sender, a message, and a receiver. Communication requires that all parties have an area of communicative commonality. More importantly, however, communication involves the understanding of meaning. For communication to be successful, the meaning must be imparted and understood. A letter written in Portuguese addressed to a person who does not read Portuguese can not be considered communication until it translate into a language the person does read and understand. Perfect communication, if such a thing existed, would be when a transmitted thought or idea was perceived by the receiver exactly as it was envisioned by the sender. {By ROBBINS AND COULTERS (2005)}
2. The Communication Process
The key parts of these models are (1) the sender- is the one who is sending the message right now by writing in text (2) the message – is expressed as a message between the sender and receiver, (3) the channel- will be formal and informal .Formal are created by the organization and produce messages which are related to work activities , (4) decoding- is a process to translate the message , (5) the receiver- is the person who receive the message and (6) feedback- is a how does the receiver reacts when receiver receives the message .A Communication Process should be used when you wish to communicate formally within an organization. By using the Communication Process can ensure that no miscommunication occurs. As part of the Communication Process can also receive feedback on the communications which have taken place to date and ensure that future communications are improved. Communications Management is a fundamental part of any organization and needs to be treated with care. Using this Communications Process, you can communicate effectively
at all times .Communication in organization can be divided in two perspectives interpersonal communication and organizational communication. (By ROBBINS AND COULTERS (2005))
3. Figure 1: communication process
Source from: {By ROBBINS AND COULTERS (2005)}
Literature Review
4. Interpersonal communication
Interpersonal communication has three methods .There are oral communication, written communication and non-verbal communication.
Oral communication is any type of inter-action that makes use of spoken words, and it is a vital, integral part of the modern business world. Oral communication is an ability to communicate effectively through speaking as well as in writing is highly valued, and demanded, in business. The types of oral communication commonly used within an organization include staff meetings, personal discussions, presentations, telephone discourse, and informal conversation. Oral communication with those outside of the organization might take the form of face-to-face meetings, telephone calls, speeches, teleconferences, or videoconferences .Communication management skill are really need to manager and who want to take care of customer.
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Written communication is a communication that makes us of the written word .Written communication is very popular in business situation and also very important to small business owner and manager to raise his communication skill .Written communication have various form .There are memos, reports, bulletins, job descriptions, employee manuals, and electronic mail. Writing ability is especially important in customer communication. Business proposals, status reports, customer documentation, technical support, or even e-mail replies all depend on clear written communication.”
Non-verbal communication includes those important but unspoken signals that individuals exhibit, specifically: carriage/posture, appearance, listening, eye contact, hand gestures and facial expressions. The ability to understand and use nonverbal communication is powerful tools that will help you connect with others, express what you really mean, navigate challenging situations, and build better relationships at home and work. Nonverbal communication has focused on face-to-face interaction, where it can be classified into three principal areas: environmental conditions where communication takes place, the physical characteristics of the communicators, and behaviors of communicators during interaction. {By Seiler & Beall¼ˆ 2008 ) }
5. ORGANISATIONAL COMMUNICATION
Organizational communications have three methods .There are formal small -group networks the grapevine and computer-aided communication.
Formal organizational networks can be very difficult .They can be include hundreds of people and a half -dozen or more hierarchical levels .Formal networks have three group .There are chain, wheel and all-channel.
The grapevine is not only the communication network in an organization there is also an informal one which is called the grapevine .The grapevine has three main characteristics. First, it is not controlled by management .Second, it is perceived by most employees as being more believable and reliable than formal communiqués issued by top management and third, it is largely used to serve the self -interests of the people within it.
Computer-aided communication is enhanced and enriched by computer-aided technologies .These includes electronic mail, instant messaging, intranet and extranet links and videoconferencing.
6. Purpose of communication or the function of communication in organizations
The function of communication in organizations has 3 key functions.
1. Task/work function. The completion of task on time and to high standard depends on a steady flow of coordinated communication. Staff need to know the goals and objectives of the organization, information must be share widely, instruction must be given in a meaningful and comprehensible way, interdepartmental coordinate of assignment has to be facilitated, and problem have to be openly indentified and shared. Smooth two-way communication between managers and staff ensure that the job is done efficiently and productively.
2. Motivation function. In all organizations, staff needs to be motivated to perform at optimum level. In the military sphere, compliance with directives can simply be ordered, yet even here if the foot-soldiers are not motivated to carry them out there will be disaster on the field of battle. However, in most organizations staff has to be encouraged and supported to ensure they produce their best efforts. While salary is one aspect of this, people are not primarily motivated by money. Rather, they appreciate good line managers who take an interest in what they are doing and who listen to their ideas and concerns.
3. Innovation function. All business must move with the times, since there is truth in the old maxim ‘innovate or die’. New product need to be developed or more profitable ways of producing the current ones must be found. The work place is a potential seed bed of sprouting ideas. However, the seeds need to be nurtured, rather than smothered by bureaucracy or poisoned by the harmful herbicide of apathetic, antagonistic management. Suggestion schemes, quality circle, focus groups, ‘idea of the month’ awards, and problem-solving forums, are all methods whereby innovation can be fostered. { By Ober, Scot, Ph. D¼ˆ1999) }
7. Barriers to effective communication
There are many barriers to effective communication .I want to present some barriers to effective communication.
1. Physical barriers are often due to the nature of the environment. 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 organization.
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.
2. Attitudinal barriers come about as a result of problems with staff in an organization.
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.
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3 Cultural barriers, Due to advancements in technology, the Internet and satellite communications people from different parts of the world are communicating to each other and here the factor of cultural difference. What might me perceived as absolutely normal in the western world might be a taboo in the eastern world, and because culture is imbibed in the personality of a person, taking offence for something which was unintentional is pretty common.
4. Language -Inability to converse in a language that is known by both the sender and receiver is the greatest barrier to effective communication. When a person uses inappropriate words while conversing or writing, it could lead to misunderstanding between the sender and a receiver. Language that describes what we want to say in our terms may present barriers to others who are not familiar with our expressions, buzz-words and jargon. English has become the language of the world, but different people speak it differently there are many dialects and accents involved. In a global market place the greatest compliment we can pay another person is to talk in their language.
5. Perceptual barriers-No two human beings are the same and therefore the way they perceive things is also different. This effects communication too, because the world is seen in a different light by the person/people we might be communicating with. They might perceive our words or actions in a very different way than what we intended to.
6. Interpersonal barriers-Interpersonal barriers play a pivotal role in communication, their existence can break down communication and the lack of interpersonal barrier can result in a free flowing communication process. The fact that people distance themselves from others because of prejudice and bias is a big problem. The other interpersonal barrier is lack of interpersonal contact or a withdrawal or refusal to be in touch. Meaningless rituals and pastimes are superficial activities and repetitive routines devoid of any real contact.
7. Emotional barriers-Emotional barriers are comprised of fear, mistrust, suspicion, lack of confidence and shyness. This is the most common barrier in corporate communication, especially in large organizations.
8. Filtering is the deliberate manipulation of information to make it appear more favorable to the receiver.
For instance, if an elderly widow loves animals, presenting her the value of contributing to a specific charity to help finance rescue shelters for animals rather than explaining its more global mission may be a good example of filtering in communication.
9. Information Overload – is a limit time to give the employee to understand about jobs. Information overload is a very serious problem in work because new employees don’t know about the jobs within a few days. To minimize information overload, send message in a quantity that the receiver can understand the message as you intended. If you talk for too long, the receiver can become bore or lose the thread of the message. {By Robert L. Mathis, John H. Jackson – Cengage Learning (2006) }
8. Communication difference between women and man
Men and women will never be the same when it comes to both emotional and physical aspects. So, why is it that people are surprised when men and women have trouble communicating? God gave Eve to Adam for companionship. Their differences are what make them a complete pair. Women took all sorts of jobs including assembly line positions, office jobs, and even playing professional baseball. When the men returned home from war, the women were expected to resume their place as housewives. Since men and women work closely in the workplace today, there are many complaints addressing the differences in the genders. Communication is the source of many gender-related workplace differences. According to Glaser, a group of women may be more likely to change the topic of conversation to include a male co-worker who has just joined them as a way of making sure he feels included. Women often will hold back in meetings as well, for fear of interrupting. To ensure men and women under your corporate roof understand where one another is coming from, Glaser suggests organizing a program where gender issues can be discussed.
9. Adopt to overcome communication barriers
We need to solve the problem of communication barriers and need to avoid the overcome communication barriers because it can be problem in work .Example, employees don’t know the how to communicate and how to solve the problem.
1. Use feedback – Feedback plays a very important role in the communication process. It enables us to evaluate the effectiveness of our message. Giving the subordinates chance to provide feedback is important for maintaining an open communication climate. The manager must create an environment that encourages feedback. For example: after communicating a job assignment, he should ask “Do all of you understand?”, “Is that clear?”, “Do you have any doubts?” etc. This will ensure that whether his message is understood or not.
2. Use common vocabulary-People from the various units within an organization may speak in terms so different that communication barriers are erected. For example, the information system group and the marketing group may use some words and phrases not use by the other. Steve Paterson recommends that manager first indentify the core work of a business, and the describe it in a shared business vocabulary. All key terms should be clearly defined, and people should agree on the meaning. Assume that the company aims to provide “high quality long distance telephone service.” Workers should agree on the meaning of high quality in reference to long distance. The various departments might retain some jargon and their unique perspective, but common language would unit them.
3. Recoginze the purpose of communication -we need to recognize the communication because of better job. If we don’t know the purpose of communication, we cannot even do the simple job. This will enable you to adopt the right medium.
4. Body language supports -our body language is need to make exactly what we want to say and what to u want to perform at work so that the verbal and non -verbal message should not contradict .
5. Listen carefully -Listening problem is a very common in communication because the receiver doesn’t listen carefully. Manager should be good in listening in all languages. Listen for real message conveyed. Being a good listen need to have a another management skills .There are –
The sender and receiver both understand the message and engage in a concluding discussion.
The receiver ask question instead of making statements.
The receiver does not blurt out questions as soon as the employee is finished speaking.
6. Use technology – Nowadays technology is being improve .we can communicate everywhere. So improving technology is being used by people effectively .For example, we can use the phone, email, fax, sms, msm, etc…. . {By Guffey, Mary Ellen (2000) }
10. Conclusion
Conclusion means we need to tell summary of assignment and need to prescribe the main point .we every need to conclude and we need to learn about the communication. Communication is a basin in social environment not only in business .As the student we need to communicate with friends and we need to solve the other friend’s problem for related .In working place, as a manger we need to communicate with employees because we need to know the employees problem and need to guide them to improve in communication for future business. This employees know exactly “how to communicate” so our business will better and can lead and can get the organizational goal in environment. Communication is indentified as a way to make the world a better safe place. Communication is what you and your friends do when you discuss the next speech assignment. People using a symbol system to share thoughts, feeling, belief, attitudes custom, and ideas. Human interaction as it occurs within the amount of individuals, groups, organizations, cultures and co cultures.
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