Introduction

Communication is a general phenomenon. Wherever life exists, communication also exists. Keeping in mind the changes that take place in the corporate world, communication has become an important tool in the management analysis. Communication has become a vital aspect of the managerial process. In fact, success of any business depends upon a proper communication system.

What makes communication important ?

Mastering oral language skills may be very rewarding for students since a good command of oral communicative proficiency helps them express their feelings, thoughts and ideas. Speaking seems to be the most handy, immediate and "most obvious" form of communication.

1. Information technology revolution

Widespread use of computers and Internet make communication all the more important.

2. Growing specialization

Specialists execute the work in the corporate world and their tasks need to be coordinated to attain organizational goal.

3. Complexities of business organizations

The size and scale of activities in the business have made the network complicated.

4. Growing competition

With LPG (liberalization, privatization globalization) the competition among enterprises has become stiffer than ever in satisfying customers.

The world has become a global village - as mentioned above the LPG has led the world to shrink into a village, where we need to work with people of different origin and region has become inevitable.

Defining communication

• "Communication is an exchange of facts, ideas, opinions or emotion by two or more persons".

• "Communication is a process of meaningful interaction among individuals”.

• "Communication is the transfer of information from one person to another".

• The art and technique of using words effectively to impart information or ideas.

Special features of communication

• Communication is unavoidable 

• Communication is a two-way traffic 

• Communication is a social process

• Communication is a continuous process 

• Communication is universal

Communication process

We see the same models of communication today that were taught forty years ago. This can and should be regarded as a mark of the enduring value of these models in highlighting key elements of that process for students who are taking the process apart for the first time.

It remains, however, that the field of communication has evolved considerably since the 1960's, and it may be appropriate to update our models to account for that evolution. This topic presents the communication models that are taught in introducing students to interpersonal communication and mass communication.

The communication process is the guide towards realizing effective communication. It is through the communication process that the sharing of a common meaning between the sender and the receiver takes place. Individuals that follow the communication process will have the opportunity to become more productive in every aspect of their profession. Effective communication leads to understanding.

1. Sender

The communication process begins with the sender. Sender wishes to send a message to the receiver.

2. Message

The message is what the sender wants to convey to the receiver

3. Encoding

Encoding is putting a message into words or images.

4. Transmission Channel

The channel is the medium of transmission from one person to another 

5. Receiver

The receiver is the person or group for whom the communication effort is intended 

6. Decoding

Decoding is the process by which the receiver interprets the message and translates it into meaningful information

7. Feedback

Feedback is the reaction, without it, the sender of the message cannot know whether the recipient has received the entire message.

8. Noise

Noise is any disturbance that obscures, reduces or confuses the clarity or quality of the message being transmitted.

Channels of communication

Use as many communication channels to prospective members in your association as are practical and affordable over a selected period. Communication channels simply mean various methods of sending your message.

Some suggested channels of communication are listed below. Pick out the best and most economical number of contacts for you and your organization. Or think of additional channels of communication that better fit your particular situation or that utilize materials you have already prepared. Balance the timing on your contacts so your efforts are not annoying or appear to be high pressure tactics. If you present your messages with class and dignity, you will get the desired response.

• Use of telephone

• Use of radio 

• Use of television

• Use of newsletter

• Use of formal printed invitation

• Use of personal letter

• Use of post card

• Use of mail news or magazine articles 

• Use of questionnaire

• Use of newspaper column

Formal communication network

It is designed by the management to dictate who should talk to whom to get a job done. This network is created to regulate the flows of communication as to avoid any confusion and make it more orderly, timely and smooth.

Informal communication network (grapevine communication)

It is not a deliberately formed network by the management. It arises to meet the needs that are not satisfied by formal process. In fact this is the network formed by the workers without the knowledge of the management. It is also called grapevine communication.

People communicate through

• Symbols

• Signs

• Behaviour

• Signals

• Speech

• Words

• Listening

• Silence 

Body language in communication

• Eye contact 

• Head movement 

• Postures

• Mannerism

Importance of communication

Communication is one of the basic functions of management in any organization and its importance can hardly be overemphasized. It is a process of transmitting information, ideas, thoughts, opinions and plans between various parts of an organization.

You cannot have human relations without communication. However, good and effective communication is required not only for good human relations but also for good and successful business.

You can use software like business writing software for writing effective business communication, which is required at various levels and for various aspects in an organization.

1. For manager and employee relations

Effective communication of information and decision is an essential component for management-employee relations. The manager cannot get the work done from employees unless they are communicated effectively of what he wants to be done? He should also be sure of some basic facts such as how to communicate and what results can be expected from that communication. Most of the management problems arise because of lack of effective communication. Chances of misunderstanding and misrepresentation can be minimized with proper communication system.

2. For motivation and employee morale

Communication is also a basic tool for motivation, which can improve morale of the employees in an organization. Inappropriate or faulty communication among employees or between manager and his subordinates is the major cause of conflict and low morale at work. Manager should clarify to employees about what is to be done, how well are they doing and what can be done for better performance to improve their motivation. He can prepare a written statement, clearly outlining the relationship between company objectives and personal objectives and integrating the interest of the two.

3. For increasing productivity

With effective communication, you can maintain a good human relation in the organization. And by encouraging ideas or suggestions from employees or workers and implementing them whenever possible, you can also increase production at low cost.

4. For employees

It is through the communication that employees submit their work reports, comments, grievances and suggestions to their seniors or management. Organization should have effective and speedy communication policy and procedures to avoid delays, misunderstandings, confusion or distortions of facts and to establish harmony among all the concerned people and departments.

Importance to individuals 

Communication helps an individual in -

• Expressing oneself 

• Satisfying one's needs

• Building human relations

• Career advancement

Importance to organizations 

Communication helps an organization in

• Increasing efficiency

• Building relationship

• Satisfying stakeholders 

• Planning

• Organizing 

• Directing 

• Controlling

Essential components of communication

• Speaking 

• Writing

• Listening

• Reading

• Non-verbal

• Body language

• Signs

• Symbols

Barriers to communication

Though the process of communication appears to be simple, it is not so in reality. Because of the complexities of the persons involved, communication cannot be complete and perfect. There are some barriers which make communication incomplete, unforceful, ineffective and imperfect.

Many people think that communicating is easy. It is after all something we've done all our lives. There is some truth in this simplistic view. Communicating is straightforward. What makes it complex, difficult, and frustrating are the barriers we put in the way.

1. Physical barriers

Physical barriers in the workplace include:

• Marked out territories into which strangers are not allowed.

• Closed office doors, barrier screens, separate areas for people of different status. 

• Large working areas or working in one unit that is physically separate from others.

2. Perceptual barriers

The problem with communicating with others is that we all see the world differently. If we didn't, we would have no need to communicate: something like extrasensory perception would take its place.

The following anecdote is a reminder of how our thoughts, assumptions and perceptions shape our own realities:

A traveller was walking down a road when he met a man from the next town. "Excuse me," he said. "I am hoping to stay in the next town tonight. Can you tell me what the townspeople are like?"

"Well," said the townsman, "how did you find the people in the last town you visited?”

"Oh, they were an irascible bunch. Kept to themselves. Took me for a fool. Overcharged me for what I got. Gave me very poor service.

"Well, then," said the townsman, "you'll find them pretty much the same here.” 

3. Emotional barriers

One of the chief barriers to open and free communication is the emotional barrier. It is comprised mainly of fear, mistrust and suspicion. The roots of our emotional mistrust of others lie in our childhood and infancy when we were taught to be careful what we said to others.

4. Cultural barriers

You have to work in groups which are totally different in every possible sense. To remain in it, sooner or later you need to adopt the behavioural patterns of the group. These are the behaviours that the group accepts as signs of belonging.

The group rewards such behaviour through acts of recognition, approval and inclusion. In groups which are happy to accept you and where you are happy to conform, there is a mutuality of interest and a high level of win-win contact.

5. Language barriers

Language that describes what we want to say in our terms may present barriers to others who are not familiar with our expressions, buzz-words and jargon. When you couch your communication in such language, it is a way of excluding others. In a global market place the greatest compliment you can pay another person is to talk in their language.

6. Gender barriers

There are distinct differences between the speech patterns in a man and those in a woman. A woman speaks between 22,000 to 25,000 words a day whereas a man speaks between 7,000 to 10,000. In childhood, girls speak earlier than boys and at the age of three, have a vocabulary twice that of boys.

The reason for this lies in the wiring of a man's and woman's brains. When a man talks, his speech is located in the left side of the brain but in no specific area. When a woman talks, the speech is located in both hemispheres and in two specific locations.

This means that a man talks in a linear, logical and compartmentalised way, features of left-brain thinking; whereas a woman talks more freely mixing logic and emotion, features of both sides of the brain. It also explains why women talk for much longer than men each day.

7. Interpersonal barriers

There are various levels at which people can distance themselves from one another:

• Withdrawal is an absence of interpersonal contact. It is refusal to be in touch and be alone.

• Rituals are meaningless, repetitive routines devoid of real contact.

• Pastimes fill up time with others in social but superficial activities.

• Working activities are those tasks which follow the rules and procedures of contact but no more.

• Closeness is the aim of interpersonal contact where there is a high level of honesty and acceptance of yourself and others.

Working on improving your communication is a broad-brush activity. You have to change your thoughts, your feelings, and your physical connections.

That way, you can break down the barriers that get in your way and start building relationships that really work.

In short, the barriers to communication are discussed below under four different categories:

1. Semantic

• Unknown language

• Unknown words

• Unknown symbols

• Unknown signs

• Unknown pronunciation

2. Physical

• Noise

• Improper time

• Distance

• Inadequate

• Overloaded

3. Psychological

• Perception

• Egotism

• Emotion

• Attitude

• Premature opinion

4. Organizational

• Organization rules

• Hierarchy 

• Organizational culture

• Poor timing

• Poor choice of channel

The barriers to communication can also be categorized in the following manner

1. Barrier on the part of sender

• Faulty planning

• Vague presumption

• Semantics

• Emotions

• Deliberate filtering

• Status ego

2. Barrier on part of the receiver

• Distraction

• Poor listening

• Instant interpretation

• Emotions

• Filtering

• Distrust

3. Barrier on the part of the organization

• Insufficient time

• Hierarchy

• Origination rules

• Organization culture

• Poor choice of channel

Tips for effective communication

Communication means putting one's ideas across to audience. What is written or spoken is primarily meant for someone other than the writer or speaker to grasp and utilize or to respond to.

So what are the salient points of good communication? Or what makes an individual a good communicator?

1. Know yourself

A good communicator knows what he/ she is talking about or writing about. Being clear about the topic being discussed is essential for effective communication. A vague discourse will bore the audience and the net result is wasted effort and frustration or disappointment for oneself.

2. Be focused

What you say should be clear, crisp and to the point. Digressing frequently or 'beating about the bush' will lose you your audience faster than anything else. There is also the danger of sounding or seeming unsure of yourself or your ideas and the resulting loss of credibility.

3. Brevity is the soul of wit

Say what you have to say in short, straight and simple sentences. Use the kind of vocabulary that gives accuracy to your statements.

4. Know your audience

What you say and how you say it should be tailored for the kind of audience you are addressing. If your target audience is adolescents or adults or children, scientists or social workers, you may want to adapt your content and style accordingly. Say what is directly relevant and useful to your audience. Ensure that it is of interest to them and will benefit them in some way.

5. Infuse your words with an earthiness that will appeal to a wider audience

How many of us still love to read a well written book for children? Why? Because the content transcends the narrowly circumscribed world of a child and encompasses the broader realm of universal human experience: The author was aware of the truth that we are all, to some extent, children at heart.

6. A good communicator never forgets the need to create the right ambience

Are you saying the right thing at the right time? Are you saying all that needs to be said to give a holistic picture? Your thoughts should reflect the reality of the times or the current situation.

7. Be sincere in your utterances

Say something only if you genuinely feel it is important for you to say it. Artificiality is easily discernible to others, just as it is obvious to you that you are being frivolous.

8. Be positive. Believe in yourself

If you are not convinced of the worth of your utterances, nobody will. Let the words well up from "the depth of truth." The more passionate you are about something, the more your words will ring with the truth of your convictions.

9. Bring alive and exploit the magic in words

Words are pregnant with meaning and rich with connotations. Caress and cajole them to entice your audience!

10. Reach out to your audience

Bridge the gap between yourself and your audience. Allow or create openings for the listener to clarify doubts if any. Ask for or get feedback to know how successful you have been in communicating and getting your ideas across.

In short, effective communication has become very essential for all organizations. Whatever is your form of communication - be it oral, written or non-verbal, the following seven Cs are to be kept in mind.

• Candid 

• Clear

• Complete

• Concise

• Concrete

• Correct

• Courteous

• Candid -Be straight forward, free and frank if you are speaking the truth, you don't need to worry if people listen to you.

• Clear -Have clarity both in words and thought, because clarity of mind only leads to clarity of thoughts.

• Complete - Avoid misunderstanding and misinterpretation.

• Concise and Concrete - The KISS principle, keep it short and sweet should be employed in communication. Remember "brevity is the soul of wit". Anything short is always sweet.

• Correct - The message should be accurate in every respect like spelling, grammar, format and contents.

• Courteous Manners make a man. Be in the right frame of mind, not forgetting to be polite and respectful. 

What is presentation?

Presentation is communicating and conversing with others. Presentation is not acting. Of course some of the skills used by the presenters are similar to those used by actors. Presentation is not simply relating the right information but communicating the same in an appropriate way. That's what presentation is all about.

Tips for powerful presentation

According to John R Graham the following points should be kept in mind while giving presentations:

1. Take charge early

It is all over in the first 60 seconds. You are perceived and evaluated in the early seconds of your presentations. You don't get a second chance for the first impression. The opening should be good. If not you will have made an impression that is difficult to change.

2. Aim at the audience

The audience are your customers. You must be aware of who they are?, where they are from?, what are their expectations?, what's bothering them?, and so on. If you don't have answers for these questions then you have lost your audience

3. Choose the right topic

Choose a topic that is of interest to you and of general interest as well. Selecting a topic that will make an impression on the audience is the first big step in making your presentation effective and efficient.

4. Make the presentation exciting

Even if the information in a presentation is accurate and important, the presentation will fail if it's dull. You are an actor with a major role to play. The presentation is your stage.

5. Do something different

What gets the attention in this chaotic world is anything different, i.e., change. If you're sitting down, get up. If you're using the mike, drop it for a moment. If you've been standing still, start pacing. If you've been lecturing, start writing on the chalkboard, or asking questions of the audience.

6. Make the audience do something different

Some of the techniques of making the audience could be asking them to regroup in some ways, pass out slips of paper with matching graphics on them, asking them to stand up on their feet, breath deeply and so on.

7. Personalize the presentation

The audience must feel that you are talking directly to them. This can be achieved by including facts, information, statistics, other data, and graphics about them.

8. Make the audience talking

Good presentations are dotted with audience interruptions. The best way to get an audience on your side is to involve them in the presentation process.

9. Maintain the speed of talking

Speaking quickly does not create a retention problem if you combine an effective use of visuals with your presentation. Making a presentation is one instance where fast is better than slow. The average person speaks about 125 words per minute.

10. Have the hard copy

In cases of power failure or system failure, the hard copy will come handy. Don't distribute the handouts before the presentation. Wait until you have finished.

Art of public speaking

It does not matter who you are and what you are and what sort of job you hold. One day you will be required to make a speech in public. You need to be prepared for that day.

Importance of public speaking

Public speaking is not a new trend. It has been in practice since humans developed the ability to speak. The importance of public speaking is that it is inevitable. Sooner or later, you will be forced to enter the arena and speak to a sea of eyes and ears. It is a skill that everyone needs to learn.

1.Career

If you can communicate better you can go up the ladder faster. Employers prefer hiring people with public speaking and communication skills. This is because speaking with your colleagues puts them at ease about you, helps you get your job done faster, and gets what you want done across much more easier.

2. Mental

You feel better about yourself. Successfully speaking before a live, listening audience improves your self-confidence, poise, character and sense of fun. You become less self-conscious, nervous, and can control higher levels of stress.

3. Opportunities

Public speaking positively affects all aspects of your life. Ability to speak publicly opens up new opportunities unimagined in your life. You will find yourself more eager to participate in causes you sincerely believe in, interact more with people.

Benefits of public speaking

Personal Benefits 

• Increased self-confidence

• The ability to communicate and articulate your thoughts and ideas

• Effectively persuade others

• Words can hurt, heal, create, build, transform 

• New opportunities

• Ability to lead

• Have a rare and valued skill 

• Have fun

• Improve your quality of life

Practical Benefits

• Career advancement

• Receive recognition

• Get the credit that you deserve

• Entertain your audience

• Captivate your audience 

• Learn to speak concisely, clearly and confidently

• Speaking out in important situations 

Public speaking tips

1. Be familiar with your topic

First of all, choose a topic that you are familiar with. Know more about the topic than just what you are going to speak. Use of humour, personal stories, and simple language will help you remember the topic well.

2. Rehearse

Rehearse out loud the topic you are going to present. Revise if necessary. If possible practice with a timer.

3. Be aware of your audience

Reach the spot in advance and talk to the audience to establish rapport with them.

4. Get familiar with the room/hall

Arrive the spot early and walk around the room/ hall. Ensure the arrangements are suitable both for the audience and you.

5. Learn to relax

Relaxing helps you to calm your nerves. Stand erect, pause and smile before saying anything. Ensure that you become enthusiastic before you begin and get rid of being nervous.

6. Your appearance

Wear something that looks good for you. Proper dressing boosts your confidence.

7. Practice good manners

Never go beyond your allotted time. Avoid repeating words and bad mannerism like sitting on the table, digging the nose, scratching the hair, adjusting the glass or dress and so on.

8. Speaking

Begin with a quote, anecdote or a joke to attract the attention of the audience. Avoid using words that you find difficult to pronounce. Never read from the text you have unless and otherwise it is a quote.

9. Handouts

Do not distribute materials before or during your talk. It is advisable to distribute them at the end.

10. Question hour

Repeat the questions asked to the whole audience so that all will appreciate your answer. Stay positive and have an open mind to accept the view point of the audience.