1. What is Communication ?
Ans - The English word ' Communication ' has derived from the latin word 'communis' which means common .
" Communication is an exchange of facts , ideas , opinions or emotions by two or more persons ".
- W.H. Norman and Summer
2. What are the importance of Communication ?
Ans - 1. Conducive Environment -
It is through communication that different persons exchange thoughts and feelings , and transmit understanding . When two or more persons understand one another totally, conducive environment of understanding is created in which disputes and differences among individuals or groups amicably settled .
2. Efficient working of the business -
Communication is essential for successful and smooth running of an enterprise . It is through communication that healthy and conducive environment is created , organizational goals and policies are conveyed to the employees and various resources necessary for their accomplishment are co- ordinated .
3. Basis of managerial function -
(a) Planning -
Framing of various plans , policies , programmes and procedures require through communication among employees and various executives . Again when their purpose and philosophy is to be conveyed , communication comes into operation .
(b) Organizing - Organisation is concerned with deciding the necessary activities of business , dividing it into various departments and delegating authorities to perform them . For this communication is needed in every step.
(c) Leading , Directing and motivating -
The process of leading , directing and motivating requires communication . As a leader , the manager has to influence the behaviour of his subordinates so that they willingly accept him as their leader . For this process the communication skills of the leader is much necessary .
(d) Controlling -
Communication facilitates in controlling and channelizing of various activities of the individuals, departments and segments of the organisation .
5. Building human relations -
Healthy industrial relations are conducive to industrial peace and prosperity . This is possible not only with good working conditions and environment but also with communication among the management and workers . Through effective communication the management can convey its expectations to workers and workers can put their efforts in the achievement of their goals.
6. Job satisfaction and Enrichment -
Bad communication results into illusions and misunderstanding among employees and executives. As a result, their behaviour defensive and consequently leads to low morale , low job satisfaction and low productivity . Effective communication overcomes illusions and misunderstanding in organisation.
7. Maintaining relations with external parties -
Effective communication is not only essential for uninterrupted working of any enterprise , but also for maintaining good relations with external parties such as customers , creditors , trade unions , research institutions , etc .
3. What are the elements in Communication Process ?
Ans - 1. Sender -
The communication process starts with the sender , the person or group who wants to transmit the message to another person or group. He is not interested in the words , date or symbol themselves but uses them for conveying meaning to others .
2. Message -
The physical form of the idea or information conveyed which can be understood through receiver's sensory receptors . Messages are not the meanings but indicative of meanings .
3. Encoding -
Encoding is putting the meaning of the message into appropriate words, symbols, gestures or other form of expression for the purpose of sending an intentional message .
4. Channel -
Channel or medium is the method or vehicle used to transmit the message . For example- telephones , letters , memos etc.
5. Receiver -
The person or group who perceives the message , is the receiver . In the reasonably good communication situation , the intended message is received by the receiver.
6. Decoding -
Even if message is received , it is possible that it is not understood in the same and spirit , as the sender intended it to be , because the receiver decodes it differently . Decoding means attaching meaning to the message . Meaning are already in the receiver's mind, not in the message .
7. Feedback -
Feedback is the reversal of the communication process in which the receiver express the response to the sender's message . The response or reaction may be smiles. sighs , or may be asking questions or calling further explanation or affirmation .
4. What are the types of Communication Models ?
Ans - 1.One way communication -
In one way communication, there is no feedback from the receiver to the sender. Here the sender is not sure of the receipt of information as well as its understanding by the recipient.
2. Two way communication-
Unlike one way communication , in two way communication there is active feedback from the receiver to the sender to ensure that the receiver has understood the same meaning which the sender intended to convey.
5. What is the role of noise in effecting communication process ?
Ans - Noise is an unpleasant sound or undesirable distraction that prevents easy and effective transmission of communication . Physical noise is because of external sound and uncongenial communication environment. Psychological noise consists of forces within the sender or receiver that interfere with understanding i.e. egotism , hostility , prejudices etc.
6. How to make an effective communication?
Ans - Effective communication includes the following features -
1. Two way communication.
2. Transfer of message with transmission of understanding .
3. Taking care of informational and essential contents of the message .
4. Creation of desired impact on the other person .
