COMMUNICATION
The word ‘communication’ is derived
from the Latin word ‘communis’ means ‘common’ .
According to Hudson: “Communication is conveying of information from one person to another
“.
According to Allen: “Communication is the sum of all
the things one person does when he wants to create understanding in the mind of
another. It is a bridge of meaning. It involves a systematic and continuous
process of telling, listening & understanding”.
Communication may be defined as:
Interchange of thoughts or
information to bring about mutual understanding and confidence.
Communication is attempted to share
understanding by two or more persons. It is a two-way process & is complete
when there is some response from the receiver.
The two basic objectives are:
1.
To transmit messages, ideas or opinions.
2.
To create an impression or understanding in the mind of the
receiver of information.
What is Communication?
Communication is such a vital part of
each of us that it contributes heavily to the success or failure of every human
activity. People can’t live alone. This universal truth signifies that people
must have the companion.
One of the main reasons for having a
companion is that people want to express themselves and whenever we express
something to someone, it is called communication.
What is Business Communication?
Business communication may be defined
as, the passing of information message or news within or outside the company
for the financial benefit of the organization.
To elaborate, communication is the
process through which an idea, opinion, or information is transferred to
others.
It is a passive process of exchanging
idea, meaning, message, feeling, emotion, or understanding from one mindset to
another mindset, this may include the use of various aids for exchange process.
The Characteristics Of Effective Organisational
Communication
Clear
The primary
character of any spoken or written form of transmission of information should
be to state the message clearly. There are several ways to do it. For example,
the sentences should be short and simple. If we have to convey several messages
then it is convenient to state it in separate bulleted points.
Concise
Time is an
essential parameter in communications. The normal attention span is just a few
minutes long. If you present your message in a clear and beautiful manner which
is very long, the crux of the report or the message may be lost altogether.
Long and lengthy communique is boring and avoided by most. So to summarize this
point, effective communication has to be concise.
Concrete
Whatever
message or information or data is present in your communique, it should be
well-footed. Your arguments should have data that suitably backs it up. A
tangible argument is always easy to understand.
Coherent
The key to
a coherent write-up is a well-planned, logical and sequential presentation of
the information. The main ideas should be differentiable and they should follow
each other in a way that is derivative of some rules.
Courteous
We know
that all business communications should have some degree of formal flavor. The
presenter should try his best to be honest, respectful, considerate, open and
polite with the receiver of the information. The message when supplemented with
proper care and kindness will definitely find an audience.
A rude
presenter will have no audience even if the message he delivers is perfectly
effective and important. Offensive words can put off certain factions of
people. You should take ample care to not be racist or misogynist or any other
bad influence on the audience. Even while using humor you should be very
careful that you are not being inconsiderate or cruel to anyone.
Listening For Understanding
Communication
doesn’t only mean presenting or generating information. It also means to
receive it.
The good
listener observes not only what a person speaks of but also the non-verbal
cues. This is what helps in the complete and full understanding of the transmission.
A good
listener will have some qualities. He would be emotionally intelligent and
mature, objective in approach and practical. His understanding of the message
should not be influenced by his own personal judgments of either the topic or
the presenter. A good listener should be able to filter through all of these
limitations and reach the actual message that the presenter is relaying before
them.
Focus And Attention
However,
while receiving or transmitting information, a certain level of focus is
essential. Suppose you are in a star communication channel and are relaying
information to multiple sources. You are replying to emails, sending emails,
and answering phones.
Any
misplaced communication could be disastrous. Also, while receiving information,
if you lose focus, you may miss the important parts of the message altogether.
Hence we say that focus and attention are very crucial for effective
communication.
Emotional Awareness And Control
This is the
last but certainly the most important aspect of effective communication.
Emotions will guide you through any situation of life. Whether you accept a
message with the intention it is relaying with or not, depends on the emotional
maturity and your emotional intelligence. Both while relaying information or
while receiving it, you have to take extreme care in keeping yourself in an
emotionally stable state.
Purpose of Communication
It is hard to name a human activity
in which communication does not play a significant role, and this holds true
for an organization in which people assemble to achieve their common objectives
through their coordinated efforts.
A lot of communication among
organizational members is required to achieve the corporate goals. Therefore,
understanding of communication and how it can be made efficient is important
for managers.
There is a different kind of
organizations or business entities, for example, organizations having a
business only within the country and companies which are multinationals.
However, the process, method, types, the principle remains almost same with
those of general communication. The primary difference lies in their area of
application.
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