COMMUNICATION An effective communication system provides

management with answers to questions related

"Communication is a requirement for survival to what motivates its workers to perform
and growth not only of people but also of effectively, what products or services the
organizations. customers want, what products or services the
Modern organizations consider communication suppliers are providing, and many others.
as an important factor in motivating their
employees to improve productivity and to meet
competition." Components of an effective communication

What is Communication? The Channel

Communication is defined as the transfer of The Sender

information including feelings, and ideas from
one person to another. The goal of The Receiver
communication is to have the receiver The message
understand the message as it was intended.
The feedback

The Environment
Importance of Communication

Individual members of the organization will

know important concerns such as: 1. The Communication Source or Sender is a
person who makes the attempt to send a
• What is the Organization all about message which could be spoken, written, in sign
• What are the objectives of the organization language, or nonverbal to another person or a
group of persons. The degree of attention the
• What are their roles in achieving it message will receive will depend on the
perceived authority and experience of a sender.
• How are we going to achieve it
2. The Message is a purpose or an idea to be
• Who are the members of the organization conveyed in communication event.
• Why do we need to achieve it How the message received is influences by the
following factors:

It is also through communication that the Clarity of the message

organization can relate with its external Messages that are clear, concise, and well
environment which include customers, articulated reduce misunderstandings and
employees, colleagues, suppliers, competitors increase the likelihood of accurate
and the government. interpretation. When a message is ambiguous,
the receiver may fill in the gaps with their own
assumptions, leading to possible 2. The feeling or emotional component of the
miscommunication. message

Organization of the info This part of the message conveys the emotions,
tone, and attitudes underlying the words. It
How information is structured within the includes elements like empathy, enthusiasm,
message influences comprehension, Well- concern, or frustration, which can influence
organized messages with logical flow make it how the message is perceived by the receiver.
easier for the receiver to follow, whereas poorly The emotional component shapes the overall
organized messages can be challenging to tone and can impact the effectiveness and
decode, leading to misinterpretation. reception of the message.
Alertness of the Receiver 3. The Channel is the medium through which
The receiver's mental and physical state-such as the message travels. It consists of various types
their focus fatigue, or stress level-can impact in an Organization which are as follows:
how well they absorb and interpret the 1. face-to-face
message. A distracted or tired receiver may
miss details, while an alert and attentive 2 mobiles
receiver is more likely to understand the
message as intended. 3. e-mail / online platforms

Complexity and lengthy of the message 4. written memos and letters

More complex or lengthy messages may require 5. posted notices

greater mental effort to process, increasing the 6. bulletins
potential for confusion. If a message is overly
detailed or technical, it can overwhelm the 4. The Receiver the person receiving a message.
receiver, reducing the chance of it being fully He must be able to interpret and understand
understood. the message.

For effective communication, the receiver must

be able to understand the message's content
The message has two components: and intent accurately. Interpretation depends
1. The thought or conceptual component of the on the receiver's ability to decode both the
message informational and emotional elements of the
message, which are influenced by factors such
This is the informational content of the as language, tone, context, and prior
message-the facts, ideas, or concepts being knowledge. Successful communication requires
conveyed. It represents the literal meaning or that the receiver not only comprehends the
intent behind the words and focuses on the literal message but also grasps the underlying
logical, clear communication of ideas to ensure intentions and emotions to respond
that the receiver understands the subject appropriately.
matter.
5. The Feedback refers to the process of One major disadvantage of verbal is the
communicating how one feels about something distortion of the message when it passes to
another person has done or Said. A feedback several people.
provides a clue to the sender of information
whether the message he sent was received as Non-Verbal Communication
intended. Communication that takes place through facial
6. The environment in communication refers to expressions, body movements, eye contact, and
the surrounding conditions, context, or setting other physical gesture is referred to as
in which messages are sent and received. This nonverbal communication. This type of
includes physical factors, such as location, phise communication reveals what the sender really
level, and comfort, as well as n social and mean or thinking.
cultural aspects, like relationships between
participants, organizational culture, and societal
norms. The environment can significantly Function of Communication
impact how messages are interpreted and can
Information Function
either facilitate or hinder effective
communication. Communication provides information needed in
Decision making.

Motivation Function
Basic method of Interpersonal Communication
Communication is a means used to encourage
Verbal Communication
commitment to organizational objectives..
The major means of sending messages.
Control Function
The delivery of the message is quick and it
Communication clarifies duties, authority, and
provides the opportunity for a quick feedback.
responsibilities, thereby permitting control.
One major disadvantage of verbal is the
Emotive Function
distortion of the message when it passes to
several people. Communication clarifies duties, authority, and
responsibilities, thereby permitting control.

BASIC GOALS OF EFFECTIVE COMMUNICATION

Written Communication
Effective communication is a way to achieve
Includes memos, notice-boards, letters, email,
certain goals consists of the following:
faxes, internal newspaper and instant
messages. The delivery of the message is quick 1. To gain goodwill
and it provides the opportunity for a quick
feedback. 2. To inquire

3. To inform
4. To persuade

8. Physical Separation - refers to interferences

to effective communication occurring in the
BARRIERS TO COMMUNICATION environment where the communication is
Barriers that may impede communication undertaken. Physical barriers include the
efforts consist of the following: following:

1. Filtering-refers to the manipulation of a Distance between people

information so that it will be seen more b. Walls
favorably by the receiver
c. An office that is not conducive to
communication
2. Selective perception- receivers selectively d. An intimidating person posted near the door
see and hear messages based on their needs,
motivations, experience, background, and other e. Wrong timing
personal characteristics.

9. Lack of Credibility of the Sender- if the

3. Information Overload - condition in which sender has low credibility, the message, even if
information inflow exceeds an individual's it gets through, will likely be ignored.
processing capacity

Kinds of communication flow

4. Emotions- receiver's feelings affect his ability
to understand any message sent to him. A. Downward Communication - message flows
from higher levels to lower levels. Their
purposes are:

5. Language - words do not always mean the 1. To give instructions

same thing to different people, which pose a
barrier to communication. 2 To provide information about policies and
procedures
6. Communication Apprehension refers to
undue tension and anxiety about oral 3. To give feedback about performances
communication, written communication, or 4. To indoctrinate or motivate
both.

7. Absence of feedback - without feedback, the

sender will not know if the message was
received at all and it does not provide the
sender the opportunity to correct
misimpressions about the message sent.