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Communication Communication Theory Theory BY : SHRUTI BHATT
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Page 1: Communication

CommunicationCommunicationTheoryTheory

BY : SHRUTI BHATT

Page 2: 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.

CommunicationCommunication

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

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To inform To teach To deliver news, Whether it is good or

bad. To understand To Explain To transact To organize To control To direct

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Sender Message Encoding Channel Receiver Feedback

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Mechanical BarrierPhysical barrierPsychological barriersSemantic and language barrierStatus barrier

Barriers in communicationBarriers in communication

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Good listening Practicing in simplifying & clarifying

one’s massage. Obtain feedback.analyse it and respond. Repetition Ambience Actions speak louder than words. Cross-cultural get-togethers.

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

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

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

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

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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

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Non verbal communication:

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

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

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Types of Body Language : (kinesics)

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

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Downward Upward Horizontal or lateral Diagonal or crosswise.

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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.

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

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This channel of communication pushes information upward.

Methods: Periodical meetings Written presentation Informal gathering Suggestion schemes

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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.

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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.

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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.

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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.

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FORMAL COMMUNICATION: It’s 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.

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Advantages: Speed, Feedback, Parallel function, Support system

Disadvantages: Less Credible,seletive information, Leakage, Creates troubles.

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Fax

Internet/E-mail

Videoconferencing