Chapter 2
COMMUNICATION IMPORTANCE, PROCESS AND ELEMENTS
Definitions:
If we see the dictionary / literal meaning of communication, it is imparting or exchanging of
information by speaking, writing or using some other medium. OR the successful conveying
or sharing of ideas and feelings. Communicare is the Latin word meaning ‘to share’ or ‘to be
in relation’.
(1) Communication is the process of creating and sharing ideas, information, views, facts,
feelings etc. among the people to reach a common understanding.
(2) Communication is when information is passed from a sender to a recipient (receiver)
using some medium.
(3) Communication is fundamental to the existence and survival of humans as well as to
an organization.
Concept of communication
The world communication has been derived from the Latin word “communis”, which means
common. Communication, therefore, refers to the sharing of ideas, facts, opinions,
information and understanding. It is the transfer or transmission of some information and
understanding from one person to another. Although the word “communication” is used
often, there is no consensus amongst communication experts regarding its definition. In
general, it is defined as the process by which information is exchanged between individuals.
The process uses written messages, spoken words and gestures. Communication can be
defined as process of transmitting information, thoughts, opinions, messages, facts, ideas or
emotions and understanding from one person, place or things to another person, place or
thing. Organizational Behaviour seeks to examine the impact of communication on the
behaviour of employees within organizations.
Importance of communication
• The basis of coordination
• For fluent working
• The basis of decision making
• Increases managerial efficiency
• Increase cooperation and peace
• Boosts morale
Functions of communication
a. The information function serves to provide knowledge to the individuals need for
guidance in their actions. It also fulfills worker’s desires for awareness of things that affect
them.
b. The command and instructive functions serve to make the employee aware of his
obligations to the formal organization and to provide him with additional guidance on how to
perform his duties adequately.
c. The influence and persuasion function (also known as motivational function) encourages
the appropriate individual to perform or to exhibit certain behaviour. Messages
communicated are used to convince individuals that their actions can be personally or
organizationally beneficial.
d. The integrative function refers to the fact that the communication of messages / ideas, if
properly handled, should help to relate the activities of the workers to their efforts
complement rather than detract from each other. Work efforts are unified rather than
fragmented as a result of properly integrative communication. Employees can perform well
and be involved in their work only when they understand their job duties and responsibilities.
Unless the organization’s key goals, values and strategies are communicated to employees,
they will not work in that direction.
Process of Communication:
The two-way communication process involves the transmission of a message from a sender
to a receiver and back. Communication may take place through speech, hand signals, or other
form. All communication involves eight steps, regardless of the form used.
Communication is a continuous process which mainly involves three elements, viz., sender,
message and receiver.
• Sender: or the communicator generates message and conveys it to the receiver. He’s
the source and one who starts the communication.
• Encoding: The message generated by the sender is encoded symbolically such as in
the form of words, pictures, gestures, etc. before it is to be conveyed.
• Message: is the ideas, information, views, facts, feelings etc. that are generated by the
sender and is communicated further.
• Channel/Media: It is the manner in which the encoded message is transmitted, either
orally or in writing. The medium of communication includes telephone, internet, fax,
newspaper, letter, book etc. The choice of medium is decided by the sender.
• Decoding: is the process of converting the symbols encoded by the sender. After
decoding only by the receiver.
• Receiver: is the person who is last in the chain and for whom the message was sent
by the sender. Once the receiver receives the message and understands it in proper
perspective and acts accordingly to the message, only then the purpose of
communication is successful.
• Feedback: Once the receiver confirms to the sender that he has received the message
and understood it, the process of communication is complete.
• Noise (Barrier/s): refers to any obstruction that is caused by the sender, message or
receiver during the process of communication. Eg. Bad telephone network, faulty
encoding, faulty decoding, inattentive receiver, poor understanding of message due to
prejudice or inappropriate gesture, etc.
Fig.1: Communication Process
