Chapter Two
Communication
By: Kuleni D.
1. Definition
Communication is a simple process of exchanging knowledge and ideas from
one person to another.
Communication is a two-way process where one person shares his knowledge,
ideas, feelings, and emotion with others person.
” communication is the process of meaningful interaction among human beings.
More specifically, it is the process by which meanings are perceived and
understandings are reached among human beings ”.
Dalton McFarland
2. Processes of Communication
• Sender: The sender is the person who takes in initiatives to start the
conversations and share his ideas, thoughts, knowledge to others is
known as the sender.
• Ideas: Ideas is a subject matter that tells the ideas of sender non-verbal
methods as such body language, symbols, and gestures etc. to translate
the information into words. Ideas involve the matter of communication
e.g. opinion, attitude, views, suggestion, order etc.
• Encoding: Encoding means expressing the message in a verbal way. It
involves expressing the message in words and symbols i.e words, the
way of tone, etc.
Cont.
• Channel: Channel is a way through sender convey his message to the
receiver. It can be radio, telephone, mobile, internet etc.
• Receiver: The receiver is the person to whom the message is meant
for. The degree of knowledge of the subject matter, experience, trust,
and relationship shared by the sender.
• Feed-Back: Feedback is the response of the message from receiver.it
could be verbal or non-verbal. It is necessary
to ensure that receiver has got the message of the sender.
Cont.
3. Channels of Communication
Formal Communication:
• Formal communication is an official communication among the employees of
the organization. It takes place within the line of authority. It is designed to make
sure that necessary information flows smoothly and accurately.
• The downward and upward communication between superior and his colleagues
should be in a formal way. Formal communication helps to avoid delay in
decision making, grievances etc.
Informal Communication:
• Informal communication emerges wherever there is a group of men and women
working together. The informal channel takes place because of common interest
between people in the organization who share information with each other.
• It generally carries rumors and it is not possible to fix responsibility for the
distorted information. It serves as a safety valve for the emotions of the
employees.
Cont.
Vertical Communication:
• Vertical communication refers to the communication between top
executives and their employees.
• Vertical communication may be upward or downward. Upward
communication flows from low to the top, low executives to a top level in
the form of discussions, suggestions, etc.
• Downward communication refers to the top to low, in the form of orders,
instructions, and rules.
Horizontal Communication:
• Horizontal communication takes place among the employees equally.
Basically, it helps in creating coordination between different departments
and divisions.
3. Importance of Communication
Means Of Coordination: Communication is an important part of making
the organization motivated and works-oriented because it coordinates with
worker and removes problem regularly.
Helps in Socializing: Communication also helps in socializing. Because we
are a human being we share our secret and talk with family members,
friends & etc. So, without communication, we cannot survive.
Planning Becomes Easy: Once communication starts in the organization
planning becomes easy because it helps the managers to make a realistic
plan that can be achieved easily. So, communication helps to make plan
easy.
Help to Be Motivated: Communication helps the employees to get
motivated because communication removes grievances and transfer the
information quickly. So, communication helps to get motivated.
4. Barriers of Communication
Mutual Trust: Communication is not possible when there will not be
mutual trust and understanding between superior and subordinates. So
without mutual trust, effective communication will not take place.
Fear: Sometimes subordinates do not disclose the truth fully because of
the fear of the result. it misleads the manager to make plans for the
organizations. So, fear of telling the truth is also a barrier of the
communication.
Cultural Barriers: Cultural is that part of the human being from that
everyone lives their life. As the world is getting digitalize, people from
different countries are working together and they have their own society,
thought, traditions & etc. So, sometimes culture creates a
communication gap.
Cont.
Attitude Barriers: In the large organization, they face the problem of
behavior problem among the employees because some employees are
the introverts or just people who are not very social. They might mislead
the superiors about the report so that can create the problem for the
organization.
Thank you
