Monday, June 25, 2018

June 25, 2018

DIRECTION OF COMMUNICATION




Direction of Communication
basically there may be various types of direction of communication but here I am discussing about the types which are frequently used in an organisation.

A) upward communication= the communication channel which pushes the flow of information upward is called as upward communication . managers of the business/ organisations have to receive information continuously from the levels below them to know about the progress of work. it occurs when information follows a upper hierarchy from subordinates to superiors. media of this types of communication are meetings, suggestions, direct letters, direct Communications etc.
some of the major advantages of upward communications are discussed below=
  1. Fosters friendly relations= upward communication helps to bring about cooperation, goodwill and understanding among employers and employees. this stimulates friendly relations payment in the organisation itself which is really good for any business. it also helps them to reaches the motive of the organisation very fast and effectively.

  1. 2 provides valuable feedback= communication provides a valuable feedback. this periods come to know how their plans and policies, Orders and instructions are being received and executed by the subordinates. which is very important in an business organisation.
  2. 3 encourages participation= by encouraging employees to make suggestion, upward communication helps to bring in elements of participative management in the organisation. which is also very important for any business organisation.
  3. 4 two way process= upward communication is a part of a two way process which promotes better understanding between the management and the employees working in the business.
  4. 5 making suggestions= the employees are enter to make suggestions in the interest of the organisation. some of the suggestions prove useful, and the employees are suitably rewarded. which encourages them to work in a more better way to achieve the combined goal of the organisation.
  5. 6 introducing new projects= upward communication creates a healthy relationship between the management and the employees and this in turn makes it convenient for the management to introduce new scheme or projects.
  6. 7 employee morale= upward communication develops and improves the overall relationship which exist between the employer and employee and promotes employee morale. is ultimately beneficial for the organisation itself.


disadvantages of upward communication are:

  1. 1 resistance from employees= employees really initiate upward communication is there afraid of being ignored by the superiors . search communication often meets with improper recognition, so they hesitate to initiate it again. which ultimately creates an impact on organisational working.
  2. 2 fear of Incompetence= the subordinates communicating with the superiors fear that their colleagues or work maybe regarded by their superior is a reflection on their own competence.
  3. 3 indecisive superior= if the superior do not take any decision in the light of upward communication, the employees loss confidence in their superiors .
  4. 4 messages not heard = often messages do not travel upwards. they merely rest with the inactive or indifferent superior. some managers are poor listeners, where some simply here messages without taking any action on it.
  5. 5 unwillingness to admit failure= many employees in lower hierarchy are insecure about their jobs an uncertain about their future prospects. they, therefore, feel unwilling to discuss their on-the-job problems with their superiors.


methods of upward communication:
the communication channel pushes the flow of information to upward is known as the upward media of communication. upward communication may be done in several ways. some of the commonly used forms are discussed below=
  1. 1 memo= the most frequently used form of upward communication is memo, which is a short piece of information send to senior executives by the subordinates. generally routine information is communicated through this means of communication.
  2. 2 report= this is important form of upward communication where is subordinates required to submit report to the seniors about the progress of their work at regular intervals.
  3. 3 complaint and suggestion boxes= such box is installed at convenient places in the factory at the office . employees drop the Complaints and suggestions if any into the boxes. later on these are collected and reviewed through the established procedure.
  4. 4 open door policy= the form gives the employees a feeling that the messages doors are always opened to them. when about the subordinates like, they can walk into the superior's room without any hesitation and talk to boss about their problems.
  5. 5 counseling= sometimes, in some organisation, low level employees are encouraged to seek advice from their superiors about their personal problems. is employees feel free to talk about their problems through this system, their confidence of work increases which is ultimately beneficial for the organisation.
  6. 6 social gathering= social gatherings are arranged in different departments which offer an informal communication atmosphere to mix with each other and talk about their respective problem.
  7. 7 quality teams= search team is voluntarily formed with a small group of workers which identifies the problems within their immediate working areas and suggest the solution to the higher officials.
  8. 8 direct meeting= when formal meeting is called, the subordinates get opportunity to talk about their respective problems in front of the superiors. superiors get familiar with the problems of subordinates and they quickly react to solve these problems.

B) download communication= downward communication is that communication in which information flows from superior to subordinates. through downward communication , managers communicate organisational goals, policies, procedures, orders, instructions, decisions etc. with their subordinates .
in the process of downward communication, message of the top executive reach to the lower levels moving through the chain of Hierarchy. download communication can be of written or oral. return forms of downward communications are manual, handbook, notices, electronic news displays etc. whereas, face to face conversation, telephonic conversation, speeches, meetings etc. are the oral media of downward communication.




advantages of downward communication are=
  1. 1 useful for management= downward communication is the backbone of an organisation. the management finds it useful to communicate necessary official information for plan of work to the Employees.
  2. 2 good organisation= in downward communication there is a clear cut division of responsibility and accountability. discipline, satisfaction, harmony and cooperation follow automatically.
  3. 3 useful for employees = downward communication is useful for employees as they are informed about their work from time to time without any failure. it gives the motivation and raise their morale.
  4. 4 superior well informed= downward communication keeps the superior well informed about the development of the work as communication take place along the well defined lines.
  5. 5 a sense of belonging= in downward communication the employees carry a strong feeling of participation in the management of the organisation. they regard themselves as important employees of the organisation.


disadvantages of downward communication are:

  1. 1 time consuming= downward communication is time consuming communication because it moves along the lines of the hierarchy. it result in waste of time as the line of communication is too long.
  2. 2 distortion= downward communication has to pass through the many levels of authority, so there is a delay as well as distortion of the messages.
  3. 3 authoritarian approach= internet communication there is too much concentration of authority at the higher level. as people in the lower levels are merely receivers of decisions. so they unconsciously receive such manage and miscommunication results.
  4. 4 over and under communication= downward communication suffers from our communication or under communication. In over communication superiors talk too much and merely waste the time subordinates. due to this reason the juniors are not respecting the seniors and there is indiscipline among the juniors.
  5. 5 different priorities= in download communication the employees seek information about job security, salary, promotion and other beneficial scheme, but the management preferred to pass down Orders and directions only. the gap between their priorities leaves the employees and employers dissatisfied.

C) horizontal communication= it is the communication where information or messages flows between among the parallel same level or status of the organisational structure. horizontal communication normally involves coordinating information and allows people with the same or similar rank in an organisation to co-operate or collaborate. which is the best thing in present generation if an organisation want to achieve the predetermined goal they must use this type of communication.

merits of horizontal communication=
  1. 1 save time = horizontal channel of communication saves a lot of time. money urgent decision in the organisation may be taken on the spot.
  2. 2 coordination and cooperation= horizontal channel of communication is of great help to bring better coordination and greater cooperation between the staff.
  3. 3 efficiency= horizontal communication and shirts the greater efficiency and better results of the organisation.
  4. 4 increases productivity= horizontal channel of communication succeeds in increasing productivity and efficiency of the workers in an organisation.
  5. 5 removes jealousy= digital channel removes jealousy, misunderstanding and all among the persons of equal post, status in the organisation.

demerits of horizontal communication are:

  1. 1 disruption if used in excess= is there is too much horizontal communication both the employees at the junior level and senior at the higher level are Never consulted or even informed. does it is likely to die organisation hierarchy.
  2. 2 feeling of frustration= horizontal communication is the feeling of frustration and inadequacy that the department heads get when they meet.
  3. 3 waste of time in gossiping= horizontal communication may make employees to friendly with each other and there is possibility that they will waste the time in gossiping.


D) diagonal or crosswise communication= diagonal or crosswise communication takes place when people working at the same level interact with those working at Higher or lower level of organisational hierarchy and across the boundaries of the reporting relationships.

advantage of diagonal communication are-
  1. 1 coordination= the diagonal communication serves the important purpose of coordination through informal meeting, conferences etc.
  2. 2 expedites procedures= diagonal communication helps to the routine procedures by cutting across departmental lines.

disadvantage
  1. 1 fear of violation= the superior may feel it and contravention and his subordinates has been given undue importance and that he has been bypassed.
  2. 2 resistance of compliance= the superior man not implement the suggestion as he has not been consultant.
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Saturday, June 23, 2018

June 23, 2018

NOTE ON COMMUNICATION




INTRODUCTION
we spend most of our time in communicating with each other. speaking, listening , writing,etc. with this, we share our thoughts and feelings, and create understanding among different persons. in Prehistoric time, man used to convey the message through sound, symbols hand gestures. with advancement in civilization, different languages evolved as means of communication.

in the context of business world, managers use different forms and means of communication. They are involved in face to face or telephonic conversation with their Bosses, subordinates, customers, suppliers, etc. they also are found busy in writing and reading reports, letters, memos, send email. location is unavoidable phenomenon. what is important is that communication must be effective. effective communication is transferred of message with transmission of understanding.

types of communication

a) one way or two way communication:
in one way communication, information is transferred in One Direction only, from the sender to the receiver. there isn't any opportunity for the receiver to give feedback to the sender.
two way communication, is when one person is the sender and their transmit a message to another person, who is the receiver. when the receiver gets the message, they sent back a response, acknowledging the message was received. two way communication is essential in the business world. message are transmitted between employees ,employers, customers and other share holders.

b) verbal and nonverbal communication:
verbal communication refers to the use of sounds and language to relay a message. it serves as a vehicle for expressing desires, ideas and concept and is vital to the process of learning and teaching. in combination with nonverbal forms of communication, verbal communication acts as the primary tool for expression between two or more people.

advantages of verbal communication==

  1. 1 ) saving of time= great is advantage of verbal communication is that save lots of time. under the system of communication the message are communicated immediately without consuming any time. verbal communication is the only way out during urgent condition and when immediate action is necessary.
  2. 2) saving of money= is there is no formal method of communicating the message, no help of any particular media of communication is taken, this type of communication saves a lot of money which is good for the organisation.
  3. 3) more effective= is there is direct touch of the sender of message with the receiver of message this message prove to be more effective. gender of message can also exercise his personal influence over the receiver of message.
  4. 4) knowledge of reaction of message= an important advantage of verbal communication is that under this method of communication the sender of message can judge the reaction of the message on it's receiver. he comes to know whether the receiver of the message will follow it or not to get a clear picture out of it.
  5. 5) clear doubts= verbal communication is also better from the point of view that the doubts regarding the message, if any, between the sender and the receiver of message can immediately be cleared and the receiver of the message can immediately get the explanation regarding any point of the message.
  6. 6) increase in productivity and efficiency= verbal communication is more effective then any other communication. it increases the productivity and efficiency of workers because they clearly understand it and follow it.

disadvantage of nonverbal communication==

  1. 1) lack of proof of message= the greatest disadvantage of verbal communication is that there is no proof of the message communicated. which is very important nowadays.
  2. 2) not suitable for future reference= is there is nothing in writing supporting the messages communicated under this method, it is not suitable for future reference. if there is any dispute on any point of the message, it cannot be helped in anyway.
  3. 3) not suitable in case of distance= if the receiver and the sender of the message I living at a distance from each other, this method of communication is not suitable at all because increase the cost of communication and it will not be effective because of lack of personal touch and it may not be clear and explanatory.
  4. 4) listening= verbal communication is a two way Street, when one party talks, The Other needs to listen. however, listening is often a disadvantage of verbal communication. individuals may not be active listeners. they may decide to focus on their response or not listen at all to the spoken message. when this occurs, the effectiveness of communication becomes weaker.

non verbal communication: non verbal communication is the process of communication through sending and receiving wordless cues between people. it is sometimes mistakenly referred to as body language, but non verbal communication encompasses much more, such as use of voice, touch, distance, and physical environment/ appearance. nonverbal communication in box the process of encoding and decoding. encoding is the act of the generating the information such as facial expressions, gestures, and posters. decoding is the interpretation of information from receipt sensations from previous experiences.

advantages/ functions of verbal communication==

  1. 1) complementary= verbal cues complement a verbal message by adding to its meaning. you can pat someone you offended at the back as you say sorry to him/ her.
  2. 2) easy presentation= information can be easily presented in nonverbal communication through using Visual, audio- visual and silent means of nonverbal communication.
  3. 3) substituting= nonverbal message may substitute for the informal message especially if it is blocked by noise, interruption, long distance etc.
  4. 4) accenting= often used to accent a verbal message. marble stone indicates the actual meaning of the specific words.
  5. 5) repeat= used to repeat the verbal message for example point in a direction while stating directions.
  6. 6)help to illiterate people= this type of communication use gestures, facial expressions, eye contact, proximity, touching etc. and without using any spoken or written world. so, it is very much helpful for illiterate people.
  7. 7) help to handicapped people= nonverbal cues of communication greatly help in handicapped people Especially to deaf people. deaf people are exchange message through the movements of hand, fingers, eye ball, etc.
  8. 8) attractive presentation= non verbal communication is based on visual, picture, graph, sign etc. that can be seen in a very much attractive way.
  9. 9) reducing wastage of time= the message of nonverbal communication reached the receiver very fast. for this reason it reduces the wastage of valuable time of the communicator, which is very much helpful.
  10. 10) quick expression of message= nonverbal cues of communication like sign and symbol can also communicate some messages very quickly than written oral messages.


disadvantages of nonverbal communication

  1. 1) vague and imprecise= verbal communication is quite vague and imprecise. since in this communication there is no use of words or language which expresses clear meaning to the receiver.
  2. 2) continuous= it is impossible to stop talking in verbal communication, but it is generally not possible to stop non verbal cues. also, spoken language has a structure that makes it easier to tell when a subject has changed, for instance or to analyse its grammar.
  3. 3) multi channel= while watching someone's eyes, you may miss something significant in a hand gesture. everything is happening at once therefore it may be confusing to try to keep up with everything.
  4. 4) culture Bound= nonverbal communication is learnt in childhood, passed on to you by your parents and others with whom you associate. a few other gestures seem to be universal.
  5. 5) long conversations are not possible= in nonverbal communication, long conversation are necessary explanations are not possible. no party can discuss the particular issue of this messages.

formal communication= when an organisation communication occurs by following the prescribed or official are predetermined rules, policy and regulation of the organisation is called formal communication. formal communication is governed by the established chain of command. General information exchanged from one to another following the conventional rules. but this type of communication system may be used for both internal and external purpose.

advantages of formal communication


  1. 1) increase overall efficiency= this type of communication is used by following the predetermined rules so to increase the overall efficiency of the organisation
  2. 2)easy communication system= the top level management communicates with their employees by using formal downward communication system. the employees communicate with their higher authority to use this system. it is very easy to communicate with each other.
  3. 3) permanent record= the copy of formal communication is always preserved in the file and it is used as a reference.
  4. 4) quick accomplishment of work= sometimes the repeat communication is to be needed with the employees. use the formal downward communication system it is possible to communicate with the employees quickly. show the work may be done in time.
  5. 5) maintenance of discipline= under the formal communication system the workers are bound to be careful to their own duty.

disadvantage of formal communication=

  1. 1) wastage of time= management communicates with their employees by maintaining the board of succession, not bypassing any executive or any level. that is why it takes a lot of time.
  2. 2) inflexibility= ordinarily the formal communication is inflexible. if somebody out of the channel intends to change his views is not possible. even when it is needed to change, it is very much difficult.
  3. 3) lack of initiative= under this communication system everybody does their duty by following specific pre determined system. so it makes the obstacle to develop the creativeness of the employees.
  4. 4) authoritarian attitude= in this system this sender is higher authority and the receiver is lower staffs. generally the superior orders cannot be disobeyed. it creates an authoritarian culture in the organisation.



conclusion
here we can conclude that business communication is a very vital part of the business workings and it should be handled with efficiency of the managers. it can do wonders if it is treated well. also read DIRECTIONS OF COMMUNICATION

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