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PROJECT REPORT ON

The importance of communication in an organization is as important as the blood in the human body

Submitted to-Ms. Saumya Shirina,

Submitted by- Shah Faisal Alam PGDM-IB (106)-09-11 Batch

Introduction
Communication is the sharing of ideas and information. While many people think of communication primarily in oral or written form, communication is much more. A knowing look or a gentle touch can also communicate a message loud and clear, as can a hard push or an angry slap. Communication is defined as: 1. The act of transmitting A giving or exchanging of information, signals, or messages as by talk, gestures, writing 2. The information, signals, message 3. Close, sympathetic relationship 4. A means of communicating, a system for sending and receiving messages, as by telephone, telegraph, radio, etc. 5. A system as of routes for moving troops and material 6. A passage or way for getting from one place to another 7. The art of expressing ideas, especially in speech and writing 8. The science of transmitting information, especially in symbols 9. This definition suggests that there can be several different types of communication, falling into the categories of non-verbal or verbal. Non-Verbal Communication Non-verbal communication involves exchanging information or transmitting data without the use of words. There are many examples of non-verbal communication everywhere in the world. While you may not stop to think about it, a red light or a stop sign is a clear form of nonverbal communication. No one is physically telling you to stop, but you see that symbol or signal and know immediately what is expected of us. Likewise, body language and facial expressions are also examples of non-verbal communication. Over the years, numerous research studies have been done to suggest that babies respond to smiling faces the world over, and that when a person sees someone else smile, he may become a bit happier as well. Thus, while understanding non-verbal communication may require some knowledge of the cultural and social meanings behind the symbols and signs used, some types of non-verbal communication are instinctual and no teaching is necessary.

Verbal Communication The system of verbal communication has become quite complex, with unique languages each having millions of words. Unlike non-verbal communication, in order for verbal communication to be meaningful, there must generally be a readily accepted understanding of the meaning of a series of sounds. In other words, sounds and words alone aren't sufficient to communicate: the person transmitting the message and the person receiving the message generally must have a cultural background or shared knowledge that allows them to understand what those sounds have come to mean. However, even some oral or verbal communication can be intuitive. For example, animals use verbal communication all the time to transmit messages to each other. Birds sing, some bugs chirp when mating, hounds bark to alert the pack on a hunt, and even whales sing, although scientists aren't 100 percent certain what those songs mean. The fact that language was one of man's earliest developments, and the fact that there are similarities among languages and that animals also engage in oral communication, all suggest that although some shared cultural understanding is necessary, the specific act of verbal communication may be innate.

Techniques for Effective Communication

In every situation where you are trying to get a message across, being assertive without being pushy is important. Furthermore, during difficult conversations or confrontations, self-control is vital so that the situation doesn't get out of control. Active listening techniques can help in this area and are useful communication skills that anyone can develop. Techniques such as mirroring and reflective listening, in which you reflect back to another person what she has just said using clarifying statements such as, "If I am hearing you correctly, what you are saying is...", are useful in avoiding miscommunication and show that you have genuine interest in the other person.

Communication in good relationship

Communication is basically the keystone on which you can build a happy relationship. It is the crucial mortar that binds the relationship together; any crack in it can actually crumble the relationship down. We are all aware of the necessity of communication in a relationship; it strengthens the bond and keeps the spark alive. But there are times when we are absolutely clueless about the facts and importance of communication in our life. This doesnt imply that you are basically a naive person, but it only implies that you need to be more attentive towards your way of communicating with your partner in order to understand him/her better.

Good communication helps in building proper understanding between the two and that actually contributes to the development of a better and healthier relationship. The more you communicate the better clarity you develop and that actually enables you to be more familiar with the communicating approach of your partner and vice versa. When you are into a relationship, a marriage, a commitment, you must give ample space to your partner. The first approach would be to look at yourself, your activities, your way of talking and your overall attitude towards your partner. In a marriage, people are usually dependent on their partners and there are times when they end up blaming the other for no cause at all. When the time is tougher than usual, these blaming and accusing issues creep in and that actually disturbs the alliance. In such situations, it is necessary to review ones own activities and communicating it in the first place to the partner. You can easily blame someone else for their wrongs, but if you have to review yourself to find out your faults, things are hard-hitting. Its not really easy to accept criticism; after all who would want to be called wrong. Communication doesnt mean you just talk to the other or point out mistakes; its about helping one another to understand the different perspectives so as to avoid unnecessary arguments and misunderstandings. Communication also means you must be able and willing to listen to what you partner has to say. A good listener encourages the scope of communication in their relationship, thus bringing in peace and harmony. Listening doesnt mean just hearing the words spoken and then forgetting it altogether. It means you are paying dedicated attention to what your partner has to say. So dont get confused. While listening, you must convey your interest in what your partner has to say. Communication in a marriage, o in any other relationship is expected to be sincere, open, patient and of course nonjudgmental, if you truly want to have a successful married life. Communicating well isnt really complicated and can be achieved with a bit of patience and the desire to be together. You must also be able to gauge the perfect way of communicating with each other. Nothing in life happens by itself; all of us must strive to achieve things that we want and work on it with honesty. Communicating well with your partner, speaking, expressing through words and actions, listening can help in keeping the relationship alive.

Business and the Importance of Effective Communication Skills In business, being able to communicate effectively can mean the difference between success and failure, profit and loss, and gaining new clients or losing existing ones. People who have poor communication skills often get stuck at a certain level in their career. Having good communication skills is generally a requirement in any career. Assertiveness and clear speaking skills, such as knowing what you want to say in a simple, straightforward manner, are vitally important in business. Being able to listen and to tune into nonverbal communications are also beneficial if you are in a leadership position, as is the ability to manage and effectively resolve conflict in relationships with employees, co-workers and clients. In today's business climate, employers are looking for management candidates with stellar communication skills. This is because they have realized that the ability to effectively communicate is essential for successful managers. Cultivation of these skills can lead to greater professional success. For example Productivity

According to BNET, the lack of effective communication in a company, among various business components, leads to decreased productivity and can serve as an obstacle to a business's performance. Effective communication eliminates the questions and confusion that may cause projects to delay or assignments to be put off due to the need for further clarification. When people communicate effectively in the office, employees can be more productive because they'll know what is expected of them the first time around. Good Management Skills

Effective communication enables managers to give understandable instructions to their teams, which decreases the chance of there being mistakes made due to miscommunication or misinterpretation. Being an effective leader means knowing how to communicate in a way that is clear and comprehensible. According to FM Link, everything a manager does have something to do with communication. Managers use communication to motivate their teams, create company policies and give presentations in meetings. Cost Effectiveness

The December 2005 article in "Wisconsin Business Alumni Update" explains that ineffective communication can be costly to companies. Employees who struggle with their communication skills may require training to come up their communication abilities. Consequently, this can be expensive for companies to pay for. Since communication is such a necessary attribute in the business world, employers may also terminate employees who do not exhibit effective communication skills. Firing employees is another expense, because businesses lose money from having an empty position and then have to pay recruiting costs.

Customer Relations

The U.S. Office of Personnel Management explains that effective communication is the cornerstone to satisfied customers. Effective communication is used to improve conversations with customers and make customers feel like they are being heard and valued by employees. In turn, this can help employees and companies build strong customer relations. Globalization

According to the "Wisconsin Business Alumni Update," businesses are becoming increasingly globalized. The globalization process calls for effective communication because in many instances, employees will not converse or interact with people face-toface. As such, the way employees communicate with one another will have to change. Global businesses rely on technology to provide communication tools, such as e-mail. However, employees will need to practice effective communication skills so that coworkers in different parts of the world can understand one another and get the job done.

Effective communication is the most important instrument of strengthening people management in an organization
In today's competitive environment it is a major problem against the management to establish and maintain a good communication in an organization. In very competitive environment, complex method of production, very complex activities of the business and specialization in production & operations have increased the importance of communication in organization. Without effective communication, managerial work is not possible to run smoothly. The importance of communication in an organization is as important as the blood in the human body. We can say that, the success of an organization is now depending on this, that how successful the communication system is stabilized? The following things reflect the importance of communication in an organization. Importance for Smooth activity of an establishment: To run an enterprise successfully and uninterrupted communication plays an important role. Successful internal dialogue in any organization depends on a systematic communications. To meet objectives of the organization, it is necessarily require in maintaining mutual coordination and functionality between subordinates, for this type of action appropriate and systematic communication method is essential to the management. Whenever communication is interrupted, it directly affects the activity of the organization.

Communication is basis of Managerial performance: As that I've written before, communication plays an important role in the discharge of managerial functions, managerial functions can not be reviewed or edited without any good communication system. Communication uses in various managerial processes are as follows: (a) The contribution of communication in planning: Planning is a most important managerial function, for which an extensive communication between the executive and other related personnel are required. Communication has an extreme importance in execution of planned program, and to control the activities of the concerned personnel depending on the responses. Communication is important to evaluate the performance done by personnel to meet the personnel & organizational objectives. (b) Organizing: 'Organizing' a second important function of management to managing the various activities of the enterprise such as scheduling, allocation of activities in separate units, and gives delegates to perform the specific tasks. Communication is necessary because, through this individual, departments, and groups are communicated in the context of the tasks to be performed by them and provide them knowledge about their rights, duties and expectations. (c) The importance of communication in leadership and direction: For effective leadership and direction, organization requires efficient communication system. A good leader can provide the necessary guidance and effective leadership to the organizations in the presence of an efficient communication system. By good communication management can overcome if there are any misunderstanding between the leader and his subordinates. An effective communication can bring near them. As well as Communication gives opportunity to the workers to keep their words in front of superiors and this type of environment wake the spirit of cooperation among the subordinates. (d) Communication motivates the people: Through An efficient communication system the management understands the impact of attitude of subordinates, and it gives the opportunity to bring positive change. Most conflicts are not the basic nature of business, but most conflicts are caused by misunderstanding and ignorance of the facts. By the reasonable and timely communication arise unfortunate circumstances between related parties can be avoided. So we can say that, efficient communication system inspires the spirit of to coordination.

(e) Controlling by communication: Communication is helpful in controlling individuals, departments, units and groups within organization. Communication of Facts, standards, and information to the concerned parties is required, so that they can ensure their participation to the success of plans. Based on standards set in the documents related to business operations, management makes review and assessment of individuals for which the appropriate communication is essential. Maximum output at minimum cost: The purpose of an organization is to produce more at less cost, so that effective internal and external communications must be there for it. Efficient External communication system is very helpful to get, public opinion, maintaining contact with government departments, and to get market information keeping in mind the primary objectives of organization. Quick decision and its implementation: The compilation of the facts is necessary in quick decision making process. It is necessary to get correct information before making any meaningful decision, a communication system is necessary for that. On the other hand, to implement the decisions effectively, discussion must be there with subordinates. So communication is a must to make decisions and implement them quickly. In establishing human relationships: Manpower is a leading active and effective factor in production. Good human relations are important to create harmony, mutual cooperation, in building good working environment and peace in the industry. As that I've discussed before, the communication is two-way process which is helpful in promoting mutual understanding and cooperation among various parties within the organization. Downward communications tells subordinates about organization want, and communicate how to effectively meet with that. On the other hand, upward communication provides opportunity to subordinates to communicate their personnel complaints and suggestions to the management. Thus, effective communication is important in establishing human relationships. Job satisfaction and good morale: Morale is a human element that inspired a person to work with good sense. Effective communication between different parties removes the possibility of misunderstandings. Workers know how they can create that feeling of mutual cooperation. Communication keeps staffs morale high so they have their work to the satisfaction.

Contact with external parties: The importance of communication is not only for internal management but also helpful in making contacts and relationship with external world agencies such as customer associations, other manufacturers, advertising agencies, suppliers, trade unions, research councils and institutions. Communications increase the company's credibility and make people favorable. So communications is helpful in moving forward to set up external relationship. Conclusion I would say the existence of communications element is for any organization's comprehensive, accurate, important, affecting the nearest and far-reaching consequences, object-oriented. Communication element is helpful to overcome from ideological differences and implement organizational policies to increase its functionality and efficiency.

Shah Faisal
S-522, school block Phone: +919717344670 Laxminagar, delhi-92 E-mail: faisal.shah105@gmail.com ______________________________________________________________________________

May 5, 2012 Rajesh Kumar ABC Company H-22, Connaught palace Delhi-110096 Dear Mr. Rajesh I am writing to inquire about job openings at ABC Company for SAP-MM junior consultant. I am interested in a mid-level position. As a professional MM consultant with one year in the industry, I am eager to contribute my abilities and experience to ABC Company and I believe I can help ABC Company meet its goal of expanding its customer base and increasing its revenue. Please see my resume for additional information on my experience. Please contact me at 9717344670, faisal.shah105@gamil.com, to arrange a time to meet. Thank you for your consideration, I look forward to hearing from you.

Sincerely Shah Faisal