Communication Process in Management

The basic process of communication begins when a fact or idea is observed by one person. That
person (the sender) may decide to translate the observation into a message, and then transmit the
message through some communication medium to another person (the receiver). The receiver
then must interpret the message and provide feedback to the sender indicating that the message
has been understood and appropriate action taken.

Good communication should be complete, concise, clear, concrete, correct, considerate, and
courteous. More specifically, this means that communication should answer basic questions like
who, what, when, where; be relevant and not overly wordy; focus on the receiver and his or her
interests; use specific facts and figures and active verbs; use a conversational tone for readability;
include examples and visual aids when needed; be tactful and good natured; and be accurate and
nondiscriminatory. Unclear, inaccurate, or inconsiderate business communication can waste
valuable time, alienate employees or customers, and destroy goodwill toward management or the
overall business.

There are two types of Communication i.e. Verbal and Non-Verbal Communication

Verbal Communication:
 Oral communication
 Written communication
 Oral communication
Oral communication describes any type of interaction that makes use of spoken words, and it is a
vital, integral part of the business world, especially in an era dubbed the information age. "The
ability to communicate effectively through speaking as well as in writing is highly valued, and
demanded, in business "Knowing the content of the functional areas of business is important, but
to give life to those ideas in meetings or in solo presentations demands an effective oral
presentation." The types of oral communication commonly used within an organization include
staff meetings, personal discussions, presentations, telephone discourse, and informal
conversation. Oral communication with those outside of the organization might take the form of
face-to-face meetings, telephone calls, speeches, teleconferences, or videoconferences.

Conversation management skills are essential for small business owners and managers who often
shoulder much of the burden in such areas as client/customer presentations, employee interviews,
and conducting meetings. For oral communication to be effective, it should be clear, relevant,
tactful in phraseology and tone, concise, and informative. Presentations or conversations that
bear these hallmarks can be an invaluable tool in ensuring business health and growth.

Telephone communication

Telephone communication is direct voice to voice communication between two or more persons.
In oral communication, the sender and receiver exchange their thoughts or ideas verbally through
mechanical or electrical device like telephone etc.
When it is face to face, the person conveying can ask questions or sometimes when the
communication is not understandable in a proper manner, he can elucidate its meaning. Oral
communication is generally possible where there can be either a direct contact or message to be
conveyed is of impermanent nature. Meetings and conferences, lectures and interviews are some
examples of oral communication.

Advantages of oral communication in an Organization

 It helps in bringing a responsive and supportive morale among employees of an

 Oral communication further allows the superior to make a rapid evaluation of

Advantages of oral communication over written communication

There are different means of communicating in this world. The most important methods of
communication are oral communication and also written communication.
People communicate in sign language when they are in a new place where they do not know the
language. People also communicate through their body language.

The advantages and disadvantages of the different types of communication actually depend
on the context of the communication. In a formal communication, there should primarily be a
written communication. This is the usual norm in all industries and organizations. In a informal
communication like what transpires on friendly terms, oral communication will be the best
method of communication. Whatever be the reason for communication, there are a few
advantages that are associated with oral communication over written communication.

The advantages of oral communication are:

1. Saves time:

In a situation where time is of essence, oral communication will be the best even if it is an oral
communication. This is especially true in situations where split second decisions have to be
made in the workplace. The authorities may just give an oral communication. This has to be
obeyed by the subordinate who is carrying out the activity. There may be no time for the written
order to be signed and passed on to the person doing the job.

2. Oral communication can be recorded:

Due to the various advantages in the electronic and communication devices, an oral
communication can be recorded either as a voice message or even as a video recording. This
communication can be used from time to time in different places.

3. Oral communication does not need writing skills:

Written communication needs the person who is communicating to have language skills and also
writing skills as it will be a record of the communication. In oral communication, the person does
not need any formal writing skills to get the message across to the people who are receiving the
communication.

4. .Face to face:

When two people communicate in an office, face to face communication will be a lot more
personal in nature. There may be a communication between a manager and a person who is being
laid off from work. A personal face to face communication will at least try to take away the sting
from the lay off. If the same person was given a written communication, it may be more difficult
for the person to digest the loss of job.

5. Oral communication can be on the spot:

Written communication has the disadvantage in the fact that there should be at least a paper and
pen for written communication. In oral communication, there does not need to be any such things
and it can be on the spot. Oral communication can be spontaneous unlike the written
communication.

These are the many advantages of oral communication over the written form of
communication. Oral communication can be more personal than written communication.
This is the most important aspect of oral communication.