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.
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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