MODULE 4 DIRECTING AND COMMUNICATION

Communication
“Communication is the process of creating and sharing ideas, information, opinion, facts, feelings, and so
on among individuals in order to establish a common understanding. communication”

The word comes from the Latin word “communis," which meaning "common." This means exchange of
ideas. It is the transfer of knowledge and understanding from one person to another. Communication is
based on the exchange and understanding of message. This signifies that communication has not
occurred if information or ideas have not been received.

"Communication is the sum of all things one person does when he wants to create understanding in the
minds of others.” – Louis
Purpose of Communication
(a) To Provide Information: Communication is an important medium of informing managers,
supervisors and workers about the objectives, plans, policies and procedures of the organisation.
(b) To Develop Understanding: Free flow of communication develops understanding between the
superiors and the subordinates. It leads to congenial human relations in the organisation.
(c) To Facilitate Controlling: Communication also helps in controlling the performance of
individuals and departments by seeking feedback on their performance and guiding them for corrective
actions, if necessary.

(d) To Provides Direction: Communication is important for providing directions and guidance to
employees. It is through communication that the higher level managers guide efforts of the lower managers
and workers.
(e) To Facilitate Workers' Participation in Management: Communication provides
workers with an opportunity to express their views, opinions and ideas on various management issues.
(f)To Develop Team Spirit among Workers: Effective communication helps in developing a
sense of team spirit among employees who work together as a unit for the achievement of organisational
objectives.
(g) To Promote High Degree of Morale: Communication gives an opportunity to employees to
express their grievances and problems to the management. This promotes a high degree of morale among
workers.
(h) To Facilitate Training and Development: Communication is an essential part of training and
development of personnel. It is through communication that superiors impart training to its subordinates.

An effective communication system instils confidence among subordinates. The main cause
of conflict and dissatisfaction is misunderstanding, which can be removed through communication. This
boosts up the morale of the people and motivates them to work harder.
Process of Communication

Communication is a process involving exchange of facts, views and ideas between persons placed in different
positions in the organisation to achieve mutual understanding. It starts when the sender or communicator has a
message to communicate to some other person called receiver. The sender sends a message to the receiver via
some medium. The receiver then decodes the message and gives a feedback. This completes one cycle of
communication. Many such cycles of communication together constitute a communication process.
 1. Sender: The sender, also known as the communicator, is the individual who initiates the conversation
and has formulated the idea that he wants communicate to others. The message is chosen by the
sender to communicate within

2. Message: It represents the subject matter of communication consisting of body language, facial
expressions or oral or written matters.

3. Encoding: The sender begins the encoding process by converting the information into a message
using specific words or nonverbal methods such as symbols, signs, body movements, and so on. Ideas,
feelings and mental perceptions translated into a code is encoding

4. Channel: The channel is the link connecting the sender with the receiver, after encoding the message.

5. Receiver: Receiver is the person who receives the message forwarded by the sender.

6. Decoding: The receiver interprets the message and decodes it for proper understanding and comprehension.
7. Understanding: The message, having been decoded, must be understood by the receiver in the same sense
in which it was sent.

8. Feedback: When the receiver understands the message, he responds through feedback
Types Of Communication

Communication Can Be classified as follows

1. Formal Communication & Informal Communication
2. Verbal Communication & Non Verbal Communication

1.Formal and Informal Communication

 Formal communication: It is a type of verbal presentation or document intended to share information
using
formal channels of the organisation.
Formal Communication refers to communication that takes place through formally established
channels. In other terms, formal communication refers to communication that travels through the formal chain
of command or lines of hierarchy of authority. It distributes information via a professionally designed channel
or network. The management creates, controls, and regulates it.
Advantages
1. Increase overall efficiency 2. Efficient communication system
3. Maintenance of discipline 4. Ease of cooperation and coordination

It is further Classified into

1. Horizontal Communication : Communication within the same level or position in the organisation
2. Vertical Communication : Communication between different levels of hierarchy. It can be upward
or
downward communication.
3. Diagonal Communication: It crosses departmental boundaries. Any person can communicate with
any
level of hierarchy.

 Informal communication: Communication that takes place without following the formal lines
of
communication is said to be informal communication. Informal system of communication is generally referred
 to as the “grapevine” because it spreads throughout the organization with its branches going out in all
directions in utter disregard to the levels of authority.

Informal communication refers to communication that occurs between members of a group based on
informal relationships. It is a conversation, not a positional communication. It does not follow the traditional
lines of authority or the formal chain of command.
Advantages
1. Fast and effective communication  In oral communication, the source of the message,
3. Better human relations i.e., the sender, conveys information orally, i.e.,
5. Improve interpersonal relationship through speaking.
 This method of communication is more
Disadvantages dependable because the sender receives feedback
1. May spread wrong or distorted news more
2. Difficulty in controlling promptly.
3. Lack of conduct, decency and decorum  In this era of technology communicate via Whatsapp
4. Maintaining secrecy is difficult or email is popular but people still prefer personal
5. Non-cooperation meetings or phone calls (or face to face skype
6. Subject to errors and mistake chats).
2.Verbal and Non Verbal
Communication
2.Verbal and Non Verbal
Communication
Verbal Communication : Any
communication which is done using
words. It is further classified as
Oral and Written Communication
Verbal Communication: Any communication which is
Oral Communication
done using words. It is further classified as Oral and
 Oral Communication is the Written Communication
oldest means of communication,
Oral Communication
which is the most commonly
 Oral Communication is the oldest means of
used as a
communication, which is the most commonly used as a
medium for the exchange of
information. It involves
medium for the exchange of information. It
gathering or disseminating
involves gathering or disseminating information
information through
through
spoken words.
spoken words.
 Verbal communication can also be
 Verbal communication can also be called as Oral
called as Oral communication.
communication.
 Oral communication occurs when a message is expressed
 Oral communication orally or through spoken words.
 It can take occur either face-to-face or by any
occurs when a message electronic channel such as telephone, cellular phone,
is expressed orally or intercom, and so on.
 In oral communication, the source of the message,
through spoken words. i.e., the sender, conveys information orally, i.e.,
through speaking.
 It can take occur either face-
 This method of communication is more
to-face or by any electronic
dependable because the sender receives feedback
channel such as telephone,
more
cellular phone,
promptly.
intercom, and so on.
  In this era of technology  Written Communication, on the other hand, is a
communicate via Whatsapp or formal means of communication, wherein message is
email is popular but people still carefully drafted and formulated in written form. It is
kept as a source of reference or legal record.
 Written communication occurs when a message is
transmitted through written words.
 For example, e-mails, texts, letters, reports, SMS,
posts on social media platforms, documents,
handbooks, posters, flyers, etc.
 There are several advantages to written
communication over oral communication. For
example, an
employee has extra time to consider their response

Prefer personal
meetings or phone calls (or
face to face skype chats).
Written Communication