Explain the Importance of Communication

8/4/2019 Explain the Importance of Communication

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Explain the importance of Communication.Explain the importance of Communication. Describe the channels and barriersof communication of an organization with the help of examples from theorganization you are working in or any organization you are familiar with.

Briefly describe the organization you are referring to.

Solution : Importance of communicationFor manager employee relations:Effective communication of information and decision is an essential component formanagement-employee relations. The manager cannot get the work done fromemployees unless they are communicated effectively of what he wants to be done?He should also be sure of some basic facts such as how to communicate and whatresults can be expected from that communication. Most of management problemsarise because of lack of effective communication. Chances of misunderstanding

and misrepresentation can be minimized with proper communication system.

For motivation and employee morale:Communication is also a basic tool for motivation, which can improve morale ofthe employees in an organization. Inappropriate or faulty communication amongemployees or between manager and his subordinates is the major cause of conflictand low morale at work. Manager should clarify to employees about what is to bedone, how well are they doing and what can be done for better performance toimprove their motivation. He can prepare a written statement, clearly outliningthe relationship between company objectives and personal objectives and

integrating the interest of the two.

For increase productivity:With effective communication, you can maintain a good human relation in theorganization and by encouraging ideas or suggestions from employees or workersand implementing them whenever possible, you can also increase production atlow cost.

For employees:It is through the communication that employees submit their work reports,comments, grievances and suggestions to their seniors or management.

Organization should have effective and speedy communication policy andprocedures to avoid delays, misunderstandings, confusion or distortions of factsand to establish harmony among all the concerned people and departments.

Importance of written communication:Communication may be made through oral or written. In oral communication,listeners can make out what speakers is trying to say, but in written


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communication, text matter in the message is a reflection of your thinking. So,written communication or message should be clear, purposeful and concise withcorrect words, to avoid any misinterpretation of your message. Writtencommunications provides a permanent record for future use and it also gives anopportunity to employees to put up their comments or suggestions in writing.

So, effective communication is very important for successful working of anorganization. Business writing software with grammar checker and textenrichment tool, which enhances a simple sentence into more professional andsophisticated one, can be used for writing effective business communications. Formore information, please visit grammar correction tool.1. The Communication Channels2. The communication channel selected for transmitting a message plays asignificant role in maintaining the quality of the original message in its passagefrom the sender to receiver. The sender, given the opportunity to weigh themerits of using an oral or written communication, or a combination of the two,selects the most effective for the situation.3. Regardless of the communication channel selected, the sender will encounterobstacles. In the previous chapter, the various barriers to effective communicationwere analyzed. Considering the possible barriers, the sender must choose thechannel which he feels will best guarantee transfer of the essence and meaning ofhis message without misunderstanding or distortion.4. To counteract possible interference in the communication channel, the messageshould attract attention, contain redundancy, continue repetition, or use acombination of these approaches.5. To attract attention, the message must be different from others competing for

the recipient's time. A short handwritten message instead of the usual typedmessage is one method that can attract attention.6. To provide redundancy, the message must be rephrased several times (thetechnique used in newspaper articles), and/or summarized in the final paragraph.The sender should avoid too much redundancy because this tends to clutter thecommunication channel.7. To provide repetition, the message must be transmitted through more than onechannel, as in spoken and written form, or transmitted more than once throughthe same channel, as in TV advertising.8. Now, let's turn our attention to the basic communication channels within anorganization. There are three channels: formal, informal, and unofficial.9. Formal. The communication within the formal organizational structure thattransmits goals, policies, procedures, and directions.10. Informal. The communication outside the formal organizational structure thatfills the organizational gaps, maintains the linkages, and handles the one-timesituations.11. Unofficial. The interpersonal communication within (or among) the socialstructure of the organization that serves as the vehicle for casual interpersonal


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exchanges, and transmittal of unofficial communications.12. A more detailed examination of each of these communication channels willprovide a better understanding of these functions.13. Formal Communication14. Formal communication - written or oral - follows the chain of command of the

formal organization; the communication flows from the manager to his immediatesubordinates. Each recipient then re-transmits the message in the selected formto the next lower level of management or to staff members, as appropriate. Themessage progresses down the chain of command, fanning out along the way, untilall who have a need to know are informed. Formal communication also flowsupward through the organization on the same basis.15. Formal communication normally encompasses the transmittal of goals,policies, instructions, memoranda, and reports; scheduled meetings; andsupervisory-subordinate interviews.16. Informal Communication17. No organization operates in a completely formal or structured environment.Communication between operations depicted in an organizational chart do notfunction as smoothly or as trouble-free as the chart may imply. In mostorganizations operating effectively, channels of communication have developedoutside the hierarchical structure.18. The informal communication process supplements the formal process by fillingthe gaps and/or omissions. Successful managers encourage informal organizationallinkages and, at the same time, recognize that circumvention of established linesof authority and communication is not a good regular practice. When lines ofauthority have been bypassed, the manager must assume responsibility forinforming those normally in the chain of command of the action taken.

19. There is a fine line between using informal communications to expedite thework of the organization and the needless bypassing of the chain of command. Theexpediting process gets the job done, but bypassing the chain of command causesirritation and can lead to hard feelings. To be effective, the manager must find away to balance formal and informal communication processes.20. Unofficial Communication21. Astute program and functional managers recognize that a great deal ofcommunication taking place within their organizations is interpersonal. News ofrevised policies and procedures, memoranda, and minutes of meetings aresubjects of conversation throughout the organization. These subjects often sharethe floor with discussions of TV shows, sports news, politics, and gossip.22. The "grapevine" is a part of the unofficial communication process in anyorganization. A grapevine arises because of lack of information employeesconsider important: organizational changes, jobs, or associates. This rumor milltransmits information of highly varying accuracy at a remarkable speed. Rumorstend to fall into three categories: those reflecting anxiety, those involving thingshoped for, and those causing divisiveness in the organization. Some rumors fadewith the passing of time; others die when certain events occur.


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23. Employees take part in the grapevine process to the extent that they formgroups. Any employee not considered a part of some group is apt to be left out ofthis unofficial communication process.24. The grapevine is not necessarily good or bad. It serves a useful function whenit acts as a barometer of employees' feelings and attitudes. Unfortunately, the

information traveling along the grapevine tends to become magnified orexaggerated. Employees then become alarmed unnecessarily by what they hear. Itis imperative that a manager be continually alert to the circulation of falseinformation. When discovered, positive steps should be taken to provide thecorrect information immediately

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Explain the Importance of Communication