9.
0 - Communication
Communication can be defined as sending and receiving information, understanding and sharing
information from one party to another or many parties. Communication is important for business
activities as well as social activities.
Importance of Communication for business activities
To exchange ideas between parties at businesses
To maintain employer employee relationship
To manage human and physical resources well
For marketing promotional activities
Importance of communication for social activities
To exchange ideas and messages socially
To know instantly about the incidents that happens internationally
To get information needed for educational activities
To know about new inventions that comes with the technological improvement
To build up social relationships nationally and internationally
Communication Process
Sender - This is the party sending the message. If it is verbal the sender is a speaker or a lecturer, if it is
written form then it is the person who signs it or the institution.
Message - The information that the sender provides to the receiver
Media - This is the communication mode used to provide information. Examples -: Verbal medium,
written medium.
Receiver - This is the person who grasps the message. He can be a reader, listener or viewer.
Response - The way the receiver acts on what he heard or read.
Feedback - This is the response from the receiver to the sender of the message ensuring that he
received and understood the message.
Characteristics that should be in an effective communication
1) Correctness
2) Brevity
3) Completeness
4) Clarity
5) Politeness
6) Certainty
7) Consideration
8) Cost
9) Speed
Points to be taken into consideration when preparing a message
1) The nature of the message
2) Completeness
3) Correctness
4) Politeness
5) The ability of being understood by the receiver
6) Brevity
7) Certainty
Communication Media
Communication Medias are categorized as follows
Oral media
Written media
Signs and symbols media
It can also be categorized as follows in the way communication takes place in an organization.
1. Internal communication
Internal communication is the exchange of information among the different parties within a
business organization. In internal communication, exchange of various information is among,
Managers - Owners
Employees - Employees
Departments - Departments
2. External communication
External communication means the exchange of information by the business organization with
external organizations and external parties. In external communication, exchange of information
is among,
Business organizations – Customers
Business organizations – Other business organisation and suppliers
Electronic communication
Communication that has been generated with the development of information and communication
technology is known as electronic communication. Few modern electronic communication methods can
be explained as follows.
Internet
A computer network that covers a wide range or a computer network that is available internationally. It
can be described as the network of networks. Here, the information that is entered from various places
can be obtained through a personal computer.
E-mail
Exchange of messages through internet from a computer to another computer is known as email. To
send a message that is prepared electronically, the sender and the receiver both should have internet
facilities and email addresses.
Intranet
An institutional network based on internet, which has been facilitated to reach the data within the
institute. This is a network that is under the control of a person or an institute and the service provided
by this is available only for authorized persons.
Voice mail
This is a system where the message given by the sender verbally over the phone is reflected through a
network and is stored or recorded in a disk to retrieve later.
Fax
An electronic machine, that enables to transmit letters and documents with pictures instantly through
an ordinary telephone system, is known as a fax machine. In a fax method, the fax machine that sends
the message gets the print of the relevant documents through digital technology and transmits it to the
fax machine which receives it.
Mobile phones
As a result of the development of the communication technology at present, mobile phones are used to
do various business activities through satellite technology.
Intercom
A telephone network installed privately to exchange information within the organisation through the
telephone network.
Barriers for an effective communication
Poor knowledge about the use of modern technical methods
External barriers occur in the use of communication equipment
Use of out dated communication systems
Barriers that occur in the process of the communication means
Weaknesses that exist in the communication plans
Language problems , knowledge and attitudes
Barriers that occur in the external environment
Strategies to overcome the barriers of communication
Use of modern communication equipment
Imposing rules and regulations regarding communication
Setting up communication towers
Use of digital technology
Compilation of new rules and regulations on the misuse of communication methods
Advantages of verbal communication media
The ability to present a problem in greater detail and present it by discussion
The provider and the receiver of the information become much closer
The ability to present the information fast and confidentially
Disadvantages of verbal communication media
The possibility of language problems
Problems of exchanging information with parties who are verbally weak
Non- existence of proof that the information is communicated
Advantages of written communication media
It is possible to provide information in greater detail
Can be used as a proof for the transmission and receipt of the information
It is possible to transmit data, notes, tables, graphs etc. easily
Disadvantages of written communication media
There can be difficulties in understanding the information
If the recipient has reading difficulties the transmission of information becomes difficult
The information may get distorted in the transmission process
Advantages of signs and symbols communication media
The ability to present information briefly and clearly
The accuracy of the information being at a higher level
The ability to understand the information easily
Disadvantages of signs and symbols communication media
There will be problems in exchanging information where the recipient suffers from sight
impairment
If signs and symbols get distorted over time, miscommunication can occur
It can be difficult to understand some signs and symbols
The need of knowledge on signs and symbols before they are understood