Communication

[Mozo]

Communication

Define Communication

Communication can be defined in many ways. It is usually defined as the process of exchanging information and ideas by use of words, letters, symbols or non-verbal behavior. Sanchez (no date) define it as “the transmission of a message from a sender to a receiver in an understandable manner.

What is the importance of communication in organizations?

As Sanchez (no date) remarks “from a business perspective effective communication is an absolute must”. And indeed good communication is essential for any organization. Robbins (1998) gives several reasons why statements above are true. Communication is critical to the successful operation of any enterprise, because it allows clear instructions and rules to be given and rapid actions to be taken. Effective communication helps people to avoid repetition, to waste less time and money, which leads to higher organizational effectiveness (Popissakov, 2004).
Communication helps managers control and motivate their people. Through communication process information, needed for accomplishment of different tasks is transmitted and thus employees can evaluate choices and make decisions. Communication also “provides a release for the emotional expression of feelings and for fulfillment of social needs” (Robbins, 1998).
According to Sanchez (no date) poor communication “reduces quality, weakens productivity, and eventually leads to anger and a lack of trust among individuals within the organization”.

What are the components of the communication process?



Popissakov (2004) describes the components of communication process as follows:

Sender – Individual (group/organization) who initiates the communication. Sender will have some kind of meaning (experiences, attitudes, knowledge, skills etc.) that he/she wishes to convey to the receiver (Sanchez, no date).
Idiation – evaluation of the sense the message
Encoding – selection of types of words, symbols, gestures in order to create the message. One have to decide what to say, how to say it and what to hide (not to say).
Transmission media – Means by which the message is transmitted. These include words, gestures, television, telephone, fax etc.
Decoding – The process of realizing the actual meaning of the message. It is one of the most difficult steps, because sometimes misunderstanding occurs.
Understanding – Evaluation decoded message.
Receiver – Individual (group/organization) to whom the message is directed.

How much control does a manger have over the communication process?

There are two basic kinds of communication channels within an organization: formal and informal. The formal communication channel is the official pathway of sending information inside an organization. Management can control this type of communication channel. The informal communication channel within an organization is usually referred to as “The Grapevine System”. It is the unofficial, supplementary system that includes rumors and gossips as well. This system of communication is not controlled by the management and it should not be used by the executives as a primary source of information (Popissakov, 2004).

What are the major barriers to effective organizational communication?

Popissakov (2004) mentions several barriers to organizational communication and these are sa follows:
Inappropriate language (e.g. sexiest language etc.)
Low motivation and interest
Improper timing
Denial of uncomfortable information (suppression, coloring and altering information in order to make it more acceptable)
Preconceived ideas (the so called wishful thinking)
Filtering the information
Complex communication channels
Hostile organizational structure
Insufficient non-verbal behavior
Information overload
Poor communication skills
High technology problems

Robbins (1998) points out that language itself can also be other serious communication barrier. He states that “words mean different things to different people”.


Reference:

Dawson, P. (1985) Fundamentals of Organizational Behavior New Jersey: Prentice Hall
Sanchez, N. (no date) Communication Process [Online].
Available: http://www.stfrancis.edu/ba/ghkickul/st ... omproc.htm
[Accessed: 2004, December 18]
NA (2004) A communication Model [Online].
Available: http://www.jerf.org/writings/communicat ... node4.html
[Accessed: 2004, December 18]
Robbins, S (1998) Organizational Behavior (8th edition) New Jersey: Prentice Hall
Popissakov, A. (2004) In-class lecture notes