Transcript New Microsoft Office PowerPoint 97

COMMUNICATION
Meaning
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Communication is two-way traffic. It does not only
mean the authority of communicating decisions or
instructions to the subordinates
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. The subordinates also have to communicate facts
and information to the authority in the organisation.
Communication thus means inter-change of thoughts,
partaking of ideas and a sense of participation
and sharing.
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In the words of Louis A. Allen, ‘communication is the
sum of all the things one person does when he wants
to create understanding in the mind of another.
Types of Communication
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i. Communication may be Internal, External and
Interpersonal.
Internal communication deals with the relationship
between the organisation and its employees
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. External communication is concerned with the
relations of the agency with the public and is called
public relations.
Interpersonal communication means the relationships
among the agency’s employees.
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ii. Communication may be Upward, Downward and
Across
Upward communication is attained by systematic,
written and verbal reports of performance and
progress, statistics and accounting reports
concerning work, written and verbal request for
guidance, suggestions and discussions.
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iii. Formal and Informal
Through formal communication, decisions and
instructions can be transmitted to those for when
they are meant. Such formal communication is done
through codes of conduct or manual of the
organisation
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. However formal channels of communication are not
adequate enough to meet the need of human
understanding of the problem involved.
Hence the need of informal communication arises. It
supplements the formal system of communication. The
interpersonal contacts and relationship constitute the
media of informal communication.
Essentials of Communication
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(i) Inform yourself fully
(ii) Establish a mutual trust in each other
(iii) Find a common ground of experience
(iv) Use mutually known words
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(v) Have regard for context
(vi) Secure and hold the receivers attention (vii)
Employ examples and visual aids.
(viii) Practice delaying reactions.
Barriers in Its Way
Complexity of Language :
Communication suffers a setback due to tyranny of
words which at best constitute poor means for the
expression of ideas. The Oxford Dictionary records
an average of twenty-eight separate meanings for
each of the 500 most used word in the English
language.
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Ideological Barriers
Lack of common experience and common background
further adds to the problem and make the meetings
of minds difficult, if not impossible.
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(iii) Lack of Will
Some administrators do not accept administration as a
co-operative endeavour or a group effort. They are
not prepared to share their ideas with their
subordinates.
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(iv) Lack of Recognised Means:
Lack of definite and recognised means of
communication constitute a great barrier. Formal
channels are not adequate.
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Size and Distance:
The bigger an organisation and the larger the
number of its employees, the greater the difficulty
of communication.
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Too many hierarchical levels also pose a problem.
In the words of Pfiffner, “Information must percolate
through levels, each of which may include empire
builders who consciously modify or subvert higher
authority.
ten commandants of good
communication.
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(i) Clarifying idea before communication,
(ii) Understanding physical and human environment
of communication,
(iii) Purpose of communication.
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(iv) Consulting others in planning communication,
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(v) Value of communication to the receiver,
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(vi) Follow-up action,
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(vii) Importance of communication
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(viii) Action congruent with communication, and
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(ix) Good listening