Tag: characteristics of communication

Introduction

Information is transferred through communication. The ability to communicate is essential for effective work performance. A manager functions with others’ assistance. Therefore, he should inform the workforce about management’s policies, goals, and programmes. Communication doesn’t cease until it gets to its target. In addition to other management duties, communication is one of them.

The Latin word “communis,” which meaning “common,” is the source of the English word “communication.” Consequently, a person should be informed with information that is relevant to him. To inform, to tell, to show, or to distribute information are all definitions of communication. It fosters positive workplace interactions and builds human confidence.

Meaning

Transferring information, ideas, or opinions to a larger group of people is done via communication. Information transmission to a single recipient is sometimes referred to as communication. However, the crucial component of communication is that the information sent be accurately received and transmitted in the intended manner.

Definition

As stated by Louis A. Allen, “Communication is the culmination of all the actions one does to foster understanding in the minds of others. It entails a methodical, ongoing process of communicating via telling, listening, and comprehending.”

“Communication is the vast area of human exchange of information and views and not the technologies of telephone, telegraph, radio and the like,” said Charless E. Red Field.

“Communication is an interchange of information, ideas, views, or emotions between two or more individuals,” Newman and Summer.

According to M.W. Cunning, communication is the act of passing through information (such as facts, ideas, attitudes, and opinions) to another person in order for them to be understood.

Keith Davis: “The process of conveying knowledge and understanding from one person to another is referred to as communication.”

In essence, it serves as a bridge of meaning between individuals. A person may safely traverse the river of misunderstanding that divides all individuals by utilising this bridge of meaning.

Theo Haimann: “Communication is the process of conveying ideas and making oneself known by others. It is basic and important to any administrative activity.”

J. Billy Hedge, “It is feasible to think of communication as an effort to let two or more individuals understand one another as completely and precisely as possible. It is an action marked by a desire on the part of one or more people to share information, ideas, or sentiments. Symbols, signs, motions, and drawings, together with other verbal and non-verbal components, are used in speaking and writing to carry out this objective.”

“Communication is a process which includes the transmission and exact replication of ideas secured by a feed back for the sake of evoking behaviours which would achieve organisational objectives,” wrote William Scott.

Mc Farland, D.K “A general definition of communication is the process of meaningful connection between people. More precisely, it is the method through which people come to comprehend one another and perceive meanings.”

Theodore G. Meyer “expressing one’s thoughts and views to others.”

HAROLD A. SIMON “Any method whereby decisional premises are transferred from one member of an organisation to another may be properly described as communication.”

According to Cyril I. Hudson, “Transmitting information from one person to another is communication in its most basic form.”

“Communication is an intercourse via words, letters, symbols, or messages and is a manner that one organisation member conveys meaning and understanding with another,” write Koontz and O’Donnell.

Brown, C.G “Whether or whether it inspires confidence, communication is defined as the flow of information from one person to another. However, the recipient must be able to grasp the information being sent.”

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Importance / Significance of Communication

Only through good communication can management policies and programmes be put into action. From the following, we may comprehend the significance of communication:

1) A tool for improving management performance: Effective communication enables managers to make informed choices. The manager may be able to resolve the issues without too much effort. Through communication, the manager may influence subordinates to complete tasks. Through communication, he may convey to the subordinates the organisational goals.

As a result, communication serves as a managerial tool.

2) Achieving coordination: A big company organisation has a lot of employees. They divide up the labour and specialise in different areas. To achieve organisational objectives, this personnel must coordinate their efforts. Communication is used to achieve cooperation. Mary Curling Nilen asserts “Coordination requires effective communication.

For the transmission, interpretation, and implementation of policies, for the exchange of knowledge and information, and for the more subtle requirements of good morale and mutual understanding, they are essential uphill, downward, and sideways through all levels of authority and advise “.

3) Facilitates efficient operation: Communication makes it possible for employees to understand the true state of affairs inside an organisation. As a result, employees complete their tasks promptly, which contributes to an organization’s efficient operation. “Communication functions as the lubricant promoting for the smooth operations of the management,” claims G.R. Terry.

4) Improve management effectiveness: The manager spends roughly 80% of the time that is available to him disseminating information to others about the company’s goals, policies, procedures, and programmes. The manager may boost his efficiency and carry out his tasks more methodically with the aid of communication.

5) Assists in decision-making: A good communication system gives the management all the information they need to make good judgments at the right moment. Again, people who need them are informed of these choices. “The primary executive function is to build and sustain a system of communication,” says Chester Barnard.

6) Preserving industrial tranquilly: Poor or absent communication is the major cause of industrial disturbance. As a result, ties between management and employees become strained. In order to understand one another and promote industrial harmony, communication is essential.

7) Support for leadership: Management transmits its thoughts, emotions, opinions, and choices to the workforce via communication. The workers communicate their answers, attitudes, and issues to management in a similar manner. As long as there is two-way contact, management may see itself as the employer of choice.

8) Contribution to job satisfaction: Employees may work more effectively and efficiently if they understand what will be done and why. The management’s expectations are understood by the workforce. If their performance falls short of expectations, they may raise it. Employees could be curious about the relationship between performance and goal achievement. These are made feasible through efficient communication. Employees might have work satisfaction if there is adequate communication.

9) Time savings: Time is saved as a consequence of effective communication. A manager may quickly speak with all of his employees while seated in his office. The boss does not have to personally get to know each subordinate.

The manager may get all the data from his staff members. Both of them save time and effort as a consequence of this.

10)Support for public relations: The word “public” comprises current and future clients, shareholders, the general public, local, state, and federal governments, among others. Through efficient communication, the management may foster a positive reputation with the general public. The management is able to maintain stronger public relations in this manner.

Effects of Communication

The fundamental goal of communication is to influence the recipient’s attitude, behaviour, and actions. The sender’s efforts might result in any of the following outcomes:

1. Successful communication: The sender’s intended changes in the recipient’s activity, behaviour, or attitude are referred to as successful communication. It might also be referred to as effective communication.
2. No communication: The phrase “no communication” denotes that the recipient of the message has not changed in terms of behaviour, action, or attitude. The sender’s efforts in this case were completely ineffective.
3. Miscommunication: Unwanted alterations in the receiver’s conduct, behaviour, or attitude are referred to as miscommunication. The adjustments may not be what the sender anticipated. Therefore, the misunderstanding might result in utter waste and negative consequences.

Therefore, effective communication has both positive impacts and no effects. However, misunderstandings might result in negative outcomes.

Feedback

Management needs to evaluate the results of communication. As was already said, evaluating the results of communication may be done by watching the receiver’s actions. Sometimes, the signs are also provided by the facial expressions. Feedback is the observation of how communication affects the recipient.

Objectives of Communication

The major goals or purposes of communication are as follows:

1. Delivering accurate information: The appropriate person should get the information. The knowledge must be properly understood by the recipient in order for him to put it into practise.
2. Coordination of efforts: One of the duties of management is coordination. An efficient instrument for coordination is communication. Without effective communication, management cannot achieve coordination.
3. Improvement of management abilities: Effective communication aids in a manager’s comprehension of his staff members’ actions. The data, concepts, and views that the manager is aware of may come from his subordinates. In order for the management to be aware of events as they happen, This will improve managing abilities.
4. Improved workplace relationships: Management may share thoughts or opinions with workers, and vice versa. Everybody strives to comprehend the other’s point of view. It might improve workplace interactions and lessen misunderstandings.
5. The effectiveness of policies: Policies and programmes should be conveyed to the individuals in charge of carrying them out. These are essential for achieving the organization’s goals. Successful communication is a prerequisite for effective policymaking.

The aforementioned communication goals must be met for the organisation to be successful.

Elements of Communication

In any organisation, a message that is passed from one person to another comprises the following components:

1. Information: The substance of a communication that is to be delivered is referred to as “information.” The employees and staff are given the information.
2. Sender: The term “sender” refers to the individual who is in charge of transmitting the information. He might typically be the manager or the chief executive.
3. Receiver: The term “Receiver” refers to the individual who is expected to receive the information. The recipient may typically be the organization’s subordinate.
4. Communication channel: The route through which information is sent from the sender to the recipient. Today, a variety of communication mediums are accessible.
5. Symbols: With the use of symbols, the sender may accurately deliver the information. Said or written words, signs, playing cards, and even gestures may be symbols. Without employing symbols, the sender is unable to modify the recipient in the way they want. Written words may sometimes be more powerful than spoken ones, and vice versa. Therefore, the sender may employ the symbols in accordance with the situation.
6. Feedback: A mechanism must be used to determine the outcome of information transmission. In other words, the sender should be aware of the extent to which the recipient has correctly digested the information.

Barriers / Problems to Communication

Information may be filtered or misrepresented while being conveyed. The goal of communication will not be met if this takes place. The following are some examples of communication challenges or barriers:

1) Noise: While exchanging information, noise disruption is a potential. The noise may be caused by nearby conversations, machine activity, or other similar sounds. The communicator makes an additional effort to cut through the noise in these situations. The communicator must also use appropriate words that the listener may readily understand.

2) Information that is missing: The communicator could forget certain details. It could result from placing too much focus on a few bits of information. Sometimes, the communicator may fail to offer the needed information if he delivers the information in a rushed way.

3) Information alteration: If the communicator delivers the information through a third party, the information is changed. The information may be twisted or altered by the third party as it suits him. It could be done on purpose or accidentally. Normally, upward communication makes this feasible. The third party does this because he wants a good reputation with his superiors.

4) Overloading: This obstacle develops when the volume of communications to be transmitted climbs. In order to lessen burden, communication channels must be introduced. If it is not done, the messages may not be delivered in time to the appropriate people or locations. The management should thus set up a particular plan to communicate the urgent and crucial communications.

5) Lack of facilities: Effective communication among workers often depends on the need for meetings and conferences to convey information. There will be no way for management to effectively communicate with workers if there are no facilities for meetings and conferences.

6) Inadequate policies, regulations, and procedures: The management has to develop a communication policy that is sufficient to address all of the organization’s existing and future needs. The communication protocol need to be adaptable. To prepare for every eventuality, this is vital. If essential communications need to be transmitted during times of emergency, the “via appropriate channel” requirement may be modified. The information cannot be transmitted on time if this is not done. It indicates that communication is delayed.

7) Status patterns: Issues might develop as a result of the status that exists between superiors and subordinates. Superiors have a separate room, an executive chair and table, a phone connection, and other amenities to signify their position.

However, the subordinates simply have tables and chairs. The communication gap between superiors and subordinates is wider as a result of this uneven treatment. The creation of a strategic worldwide communication network has reversed the tendency, however.

8) Lack of focus: The information is not fully understood by the recipient. This receiver attitude could be brought on by the receiver being lost in his own thoughts, having trouble comprehending the idioms and words, or not believing the facts. The recipient could sometimes feel that the information is unimportant.

9) Quick conclusion: The recipient draws a judgement without properly weighing the evidence. Additionally, he has his own beliefs and opinions. Bo, the hasty judgement could

10) A lack of trust in the communicators: The communicator may not be able to successfully expand the information, in the receiver’s opinion. The recipient then rejects the information he has received. The whole goal of the might be defeated by this.

11) An improper mental condition: The recipient may sometimes not be in a sound mental condition to appropriately receive the information. If he’s anxious psychologically, it will undoubtedly have an impact.

12) Time constraints: Due to the communicator’s restricted time, there are less opportunities to speak.

13) Messages that were voiced : The receiver won’t be able to comprehend the information appropriately if there is no coherence and no clarity in the information.

14) Technical language: A variety of specialised languages are used in fields including computer science, system analysis, and operation research. To convey the message, many word kinds are employed. Multiple meanings may be attached to a single word.

15) Poor retention: Poor information retention is one of the hurdles to communication since, on average, workers only recall 50% of the knowledge that they are given.

Methods of Overcoming the Barriers of Communication

There is no way to completely remove the obstacles mentioned above. However, certain management decisions could somewhat reduce the impact of obstacles. Therefore, the management should take the required action to remove the obstacles. Here is an explanation of them:

1. The management has to explain its policies to the staff in simple terms. It ought to promote unrestricted information flow. Then, staff members at all levels of management will understand the importance of communication in its entirety.
2. The management creates a system that allows for the provision of just necessary information. Additionally, they are delivered in a certain way.
3. An appropriate channel should be used to provide all the information. However, it shouldn’t be required at all times. The rationale is that using the right channels might hinder the flow of information in an emergency. Only for routine information can an appropriate channel system be insisted upon.
4. Everyone in management is accountable for effective communication. The top management should periodically assess if there are any obstacles preventing the free flow of information. Only with the top management’s steadfast backing can it be accomplished.
5. The administration should provide sufficient amenities. In other words, the communication tools that are already in place should be effectively used.
6. Interpersonal communication is a process. Each one has faith in the other. Mutual understanding must exist. In big organisations, the pattern of rank imbalance may be lessened by developing strong relationships between superiors and deputies.
7. Both the communicator and the receiver should be able to understand the language used in the communication. Avoid using ambiguous language while providing the information.

Characteristics of Effective Communication

1) Full communication: Complete communication requires the presence of two people, namely the sender and the recipient. Additionally, the message should be understood by the recipient. For instance, if someone cries loudly at the top of his lungs in a closed room without anybody else there, he will not transmit anything. There isn’t a full exchange of information here.

2) Understanding in the same meaning: The recipient must comprehend the message correctly, or in the same sense as the sender. No meaningful communication will take place if he does not comprehend it. A message could not be properly understood by the recipient if it is written in unusual language, for instance.

3) Message to have Substance: The message must be substantive so that the recipient may use the ideas and information. It implies that only relevant information is sent to the parties involved. The recipient will not show any interest in the communication if it is not done.

4) Communication may be oral, written or a gestural: There are three different ways to communicate: verbally, in writing, or by gestures. The best medium of communication should be chosen for successful communication since all three ways of communication are equally important. Some of the sender’s motions include rolling the eyes and moving the lips.

5) Communication may be official or casual: A formal communication channel is one that is used to convey information. For instance, a manager may advise the supervisor of the issue, and the supervisor may then relay the information to the subordinates, and vice versa.

If suitable channels are not used to transmit the communications, they will constitute informal communication. These facts are communicated via direct interaction. Every time he meets someone from the organisation, the sender shares the information with them.

6) Vital to mangerial function: Communication is essential to the managerial planning function as well as the organising, staffing, directing, regulating, and decision-making processes. Therefore, communication is essential to all managerial responsibilities.

7) Constant process: Just as blood flows through our bodies, so does communication. When the message is understood by the recipient, communication has achieved its goal. Without communication, no organisation, company, or management can thrive.

8) Mutual respect: With teamwork, management can accomplish its goals. Mutual understanding is necessary for successful group endeavours. Mutual understanding can only be facilitated through conversation.

Process of Communication

Regardless of the transmitter and receiver’s modes of communication, two people are required. The sender could be used as a resource. Only when the recipient comprehends the message as the sender conveys does a communication process come to an end.

The procedure for efficient or appropriate communication is as follows:

1) Notion: The sender may come up with a communication-related idea. To put it simply, the sender chooses what needs to be expressed and how. This is the communication’s content.

2) Encoding: The sender has control over the sequence of symbols used to convey the information. Additionally, the symbols aid in the receiver’s comprehension. The choice of communication modalities is part of encoding. To convey the same idea further, several communication techniques use various terminology. Showing a green light for a train to begin running is one way to start a discourse or an activity.

3) Transmission: Transmission verifies the communication route. Letters, telegrams, telephones, and other similar devices are all considered channels of communication. A telegraph cannot be used to send a long message. As a result, telephone transmission of sensitive information is prohibited. It is preferable to use an envelope labelled “Confidential” or “Personal matter” when sending confidential correspondence. Any obstructions to communication should be removed from the chosen channel.

The fourth phase in the communication process is receiving the message. In this respect, the receiver should pay close attention. Because only pertinent information should be considered, extraneous information should be disregarded. Simply hearing is insufficient. The full message should be understood by the recipient.

5) Decoding: Decoding is the process of translating symbols that the sender has encoded into the message so that it may be understood. The message might be misinterpreted by the recipient. The explanation is that the sender’s and the receiver’s perceptions could vary. If the recipient fully comprehends the message, the communication will be effective.

6) Reaction: It is the receiver’s duty to ensure that the communication they have received reaches its intended recipient. The message the recipient gets may be disregarded. To finish the communication process, something must be done. The message may sometimes be to “stop the work.” It implies that the recipient should have a response of some kind.

Principles of Effective Communication

For all forms of communication to be successful, the communicator or sender must adhere to the following rules.

1. Language: The sender must use straightforward language, and the recipient should be familiar with it. Utilizing “familiar terms” while delivering information is referred to as using simple language.
2. Clarity: The language used to convey the concept must be understandable. The terminology used should be clear. Instead than letting the recipient’s words speak for themselves, the sender should explain what they imply.
3. Purpose of Communication: Communication’s main goal is to provoke a behavioural reaction from the recipient, hence this is the third goal of communication. The subordinate must then accept the command as the following step. Therefore, the sender or communicator must exert effort to fulfil the response’s goal.
4. Physical and human setting: The recipient of the communication is referred to as the physical setting. An individual, a member of the affected department, or the whole organisation may be the recipient. The settings under which the message is communicated are referred to as the human context. Therefore, the communicator or sender should consider the environment and the audience while conveying the message.
5. Consultation: It is important to include other people in the development of a Communication. It aids the sender in gaining more information about and objectivity on the message. Additionally, individuals that take part and assist with communication planning will contribute actively to you.
6. Message content: The communicator should choose his tone of voice in light of the message’s subject matter. In order to communicate effectively, the communicator may sometimes raise his voice or become strident. loud
7. Follow-up action: It’s important to take follow-up action to make sure the message was properly comprehended by the recipient. After getting the message, the recipient could do anything. The sender should be aware of the recipient’s course of action. has
8. Time and opportunity: When sending a message, the sender should take the recipient’s interests and requirements into account. It aids him in determining the proper moment for the information to be communicated. In doing so, the sender takes advantage of the chance to share the message for the recipient’s long-term and immediate benefit.
9. Communication skill development for communicators: Effective communication skill development for communicators requires proper training. This significantly contributes to improving communication effectiveness.
10. Communication with action support: The message should be supported by the sender’s actions or attitudes. For instance, the sender may raise his hand to signal, “Stop the work.” Therefore, the sender’s behaviour shouldn’t be in conflict with his or her message or words.
11. Employee cooperation: Effective communication requires the staff’s cooperation. Through the management staff’s cooperation, the communication strengthens the company concern.
12. Listening: One of the sender’s most crucial responsibilities is listening. Listening in this context refers to the receiver’s responses. The sender has to develop inner ear listening skills. By keeping an ear out for more communication, the sender may gain vital information. Therefore, the sender should cease talking since listening is impossible when someone is still talking.

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Factors Deciding the Communication Programme

An organization’s senior management is in charge of putting a communication programme in place. The management has to decide on a communication strategy. The following elements will be taken into consideration while choosing a communication programme:

1. Price: The price of a communication programme is taken into account first. The price should not exceed the company’s financial capacity. In addition, the value of a communication campaign should outweigh the costs or expenditures associated with it.
2. Confidentiality: Whatever the information, it shouldn’t be revealed. A communication programme should guarantee confidentiality. A communication programme without confidentiality is like a pot with a hole in it. No one is able to add water to this pot.
3. Accuracy: The communication plan is set up such that there is no room for misunderstanding. Accuracy is crucial to communication success.
4. Quickness: The word must reach those in need in a timely manner. It could be wasted if it doesn’t come in time. The “speed post” and “courier service” are being used by the general population for quick communication.
5. Convenience: The programme for contact with people in charge. Enterprises or all information won’t be accessible to those in need if a communication software has a burdensome feature.
6. Suitability: No programme may be appropriate at all times inside a single company. As a result, the communication programme should be flexible enough to adapt to the demands of the business and the scenario at hand.
7. Accurate recording: All correspondence should be accurately recorded. In the future, it could be necessary to refer back to or make a strategic choice using the same message.
8. Expressive: The message should leave the recipient with a positive image of the programme. If this is the case, the receiver’s behaviour could alter for the better. The message may provide the sender pleasure. Thus, the communication process will be effective.

Media of Communication

Information transfer inside a company is commonplace. Both upward and downward communication is possible. The upper management uses the route for downward communication. The staff or lower level managers employ the upward communication route. Among the communication mediums are some of the following:

1)Bulletin: The bulletin contains information about promotions, postings, and transfers. The administration has also embraced this medium. The first recipients of the information are those who are worried. After then, it is announced to the wider public. In this approach, the most current administration level changes are communicated to every employee. This is a very important one. Each employee may anticipate his future business partners.

2) Announcements: Several choices are made at department manager and board meetings. Workers are informed of these choices through an announcement. This will motivate people to provide quality work. In addition to circulars, this notice is issued.

3) Gatherings: Direct communication has a greater impact than other forms of communication. A meeting for a specific group of employees may be organised by management, at which time the employees may express their opinions and grievances.

The management may maintain a friendly connection with the workforce by setting up general meetings with the target audience of employees. This will make sure that the business runs smoothly.

4) Suggestion and complaint boxes: Employees sometimes hesitate to communicate their thoughts to management directly. Suggestion and complaint boxes may help prevent this. The management will be given sanctions and good suggestions. Employees who submit the finest ideas may get rewards from management.

It is upward communication that is just one way. Additionally, information on the irregularities of coworkers and managers will be gathered and sent to management. The management may take appropriate measures in this respect.

Every time a complaint is brought before management, the appropriate procedures should be taken to address the complaint. The management is aware of the actual working environment.

5) Business publications: A business may release a magazine. The magazine provides information on employees’ working conditions and compensation plans. Each employee is interested in learning how the business is doing. The spread of false information within the workforce will be stopped by the disclosure of different benefit plans. The firm publications might help the employees’ spoken communication skills.

Types of Communication

The following criteria may be used to group different types of communication:

I. On the basis of Organisational Relationship

1) Formal communication: Information is exchanged through official channels. The term “formal channel” describes the method by which information is transmitted and has a designated place in the organisational structure. It may sometimes be referred to as “via correct channel”.

In an effort to control communication and guarantee quick, accurate, and smooth information transfer, correct channels are used. Therefore, formal communication helps an organisation run effectively.

Benefits of Official Communication

1. Formal communication safeguards senior staff members’ respect and authority. When sharing information, no one is permitted to bypass anybody.
2. A company may readily remedy the liability.
3. The appropriate person has access to the information.
4. Formal communication makes it easier for the employer and the employees to comprehend each other’s attitudes and behaviours.
5. The staff members maintain good morale and discipline.

Disadvantages of Formal Communication

1)In formal communication, there is a chance that information will be filtered.

2)The future is hazy. Therefore, information based on actions cannot be formalised.

3) Formal communication adds to the line officers’ workload. The line officer’s responsibility to act on all downward and upward messages that flow through him is the primary motivator. When he has little time to adequately carry out his executive tasks.

4) Information is transmitted from one person to another until it reaches the appropriate person. It necessitates delaying the dissemination of the knowledge. Additionally, a message could be miscommunicated.

5) There isn’t much interaction between senior management and entry-level employees. Therefore, neither the lower level employees nor the top executive are aware of the goal or attitude of the other. As a result, they don’t have a friendly connection.

Informal Communication

Information is transferred without following any formalities or organisational norms and procedures. In addition to formal communication, most CEOs also employ informal communication. Oral communication dominates informal interactions. Informal communication often proves to be highly successful.

The inherent need of humans to interact with one another leads to formal communication. Under this approach, communication might even take the shape of a single look, gesture, smile, or even just silence. Under informal communication, personal topics are also discussed and sent. It also goes by the name “Grapevine.”

Grapevine

The main channel for upward communication is the grapevine. There is no definite method for information transmission in the context of communication. They may spread the knowledge any way they like.

Information covers the thoughts and emotions of workers in a certain circumstance as well as their perceptions of the management.The grapevine system is the grapevine. Grapevine often functions as a cluster chain.

As an example, A shares a secret with three of his famous friends. They (three people) then divulge information to two of their (three people’s) recognised individuals. Then, they (two people) reveal anything to only one of their (their) known acquaintances.

The number of recipients is steadily decreased. The explanation is that people who already know the knowledge stop sharing it since it has grown stale. It is important to keep in mind that the grapevine is a very inactive form of communication. These engaged communicators are referred to as “Liaison agents.”

Advantages of Informal Communication

1. Information is communicated fast.
2. Informal communication is socially condemned. Information is conveyed effortlessly. The information is freely exchanged between the sender and the recipient.
3. There is no command channel. A senior member of staff from one department may provide the information to a member of staff from another department at a lower level. It encourages productive employee collaboration.
4. Informal communication may take many different forms. It implies that there is no restriction on the amount of information that may be shared in an informal setting.

Disadvantages of Informal Communication

1. The sequence is off.
2. Informal communication often contains false information. Thus, it is useless.
3. On occasion, it may lead to a lot of misunderstanding or confusion among the workers.
4. Fixing accountability in the context of informal communication is quite challenging. The difficulty in identifying the original information provider is the cause.
5. The knowledge may be utterly corrupted by the time it reaches the top executive. The systems are present in all organisations, Roth. Others favour casual contact, while some appreciate it.

1. On the basis of Direction of Flow of Communication

According to the direction in which they are sent, the following forms of communications are categorised. They are detailed below:

Executive downward communication is a kind of communication that originates at the top and reaches lower officials via middle management. Scalar chain is used for conveying the information. The scalar chain’s adoption guarantees effective communication.

Objectives of Downward Communication

1. To provide detailed task instructions.
2. To provide information on the policies and processes of the organisation.
3. To provide information on the significance of each task and the connections between them.
4. To provide information about the employees’ preferred jobs.
5. To supply knowledge that makes it easier to attain objectives.

Advantages of Downward communication

1. This communication strategy aids in clarifying organisational norms and regulations to new employees and outside parties.
2. Having authority over subordinates is beneficial.
3. It facilitates employee motivation and gets the most out of the workers.

Advantages of Downward communication

1. Management personnel at all levels interpret and reinterpret the information supplied.
2. The sent information could be corrupted.
3. Upward Communication: Just as downward communication, upward communication is the opposite. Upward communication is the transmission of information from the lowest level, or subordinates, to the top executive. The middle level executive should get the information.

2. Downward Communication

Upward communication comes in two flavours. In response to the first transmission, there is first feedback of information. An executive is able to comprehend how the subordinates feel about their work and workplace. Additionally, by following the given directions and instructions, he may determine the amount of the task performed.

Second, the information is provided freely by the subordinates. This voluntarily provided material may relate to grievances, novel concepts, opposing viewpoints, recommendations from subordinates, etc. The senior executives are informed of the true state of the organization’s operation via upward communication.

Advantages of Upward communication

1. Early resolution of the subordinates’ complaints is possible.
2. Effective upward communication enables management to act quickly.

Disadvantages of Upward communication

1. The information provided by subordinates may be disregarded by superiors.
2. The data could be misrepresented.
3. Top executives may refuse to hear complaints and address the

3. Horizontal Communication: The sharing of information among leaders in an organisation who are on equal footing is referred to as horizontal communication. Other names for it include lateral communication. The sender and recipient could work in the same department or separate ones. The coordination of the activity of multiple departments or individuals is the fundamental goal of horizontal communication.

Advantages of Horizontal Communication

1. Horizontal communication aids management in organising the efforts of several divisions.
2. It prevents work from being done again. In the end, it reduces the amount of time, money, material, and labour wasted.

Disadvantages of Horizontal Communication

1. There is a chance that the executives may develop differing viewpoints. The explanation is that every individual has an own strategy. It could affect the organization’s production and efficiency.
2. The communication is not given the appropriate weight by the recipient.
3. The information sender has no influence on the information recipient.

1. Diagonal Communication: Diagonal communication takes place when two or more people are involved but they are not on the same level or in the same sector of the organisation. It often kicks into action when other communication channels are unable to adequately deliver the information. For instance, the auditor may have permission to speak with the cashier directly in order to get information as the auditor is responsible for checking and verifying the cash balance at the end of the financial year. Diagonal communication is it. The information does not have to be sent by the cashier to the auditor. The unity of command premise is disregarded by this communication mechanism.

III. On the Basis of Way of Expression

These forms of communication are categorised according to their modes of expression. Below is a discussion of them:

1. Oral Communication

It is known as verbal communication otherwise. When there is little to communicate, oral communication is utilised. In an emergency, oral communication is often used. There isn’t enough time to print or write information, which is the cause. The tone or style of the voice reveals the true message to the listeners. Sometimes, the sender may convey information clearly via their attitudes and facial expressions. The emotions and attitudes of the sender and recipient influence how the message is received.

Forms of Verbal or Oral Communication Techniques

1. Orders, instructions, replies, information, and observations given face-to-face.
2. Phone or intercom conversations.
3. Lessons.
4. Meetings.
5. Gatherings.
6. Interviews
7. Group conferences between executives and employees.
8. News magazines and television via the cinema.
9. Radio.
10. A message recorded on tape (It is normally followed in big sized business units).
11. Calling
12. Whistling

Advantages of Oral Communication

The primary benefits of oral communication are as follows:

1. Cost-effective: Verbal communication is quite affordable. Because oral communication requires less time, labour, and stationery, it is advantageous.
2. A personal touch: Verbal communication cuts out middlemen. Personal communication is used to transmit the information from one person to another. They may have a casual conversation on the subject.
3. Effective: In oral communication, the recipient not only hears the words but also watches the sender’s facial expressions, eye movements, and hand gestures, which allows the recipient to completely comprehend the information. The sender’s bodily motions guarantee good communication.
4. A better understanding: Whenever the recipient has a question, he may resolve it by asking for further information. The sender may judge if the recipient has understood what they have spoken. For better comprehension, the sender may include as much information as possible.
5. Instant motivation: A top executive who is in constant communication with his staff will find it simple to inspire them. The personal touch of the top executive with his subordinates is enhanced via oral communication. Therefore, there is a chance of present motivation.
6. Flexibility: Oral communication allows for more flexibility since the sender may always edit their remarks. Oral communication has no written record, thus all of the information may be changed without any problems.
7. Using the information: Oral communication is the most effective way to spread information quickly during crises. For instance, oral communication alone would accelerate the flow of information and enable the injury- and delay-free rescue of personnel in the event of a fire on company property.

Disdvantages of Oral Communication

There are certain drawbacks to oral communication as well. Here is a list of them:

1. Physical distance: If the sender and the recipient are both at far locations, oral communication will be highly challenging to adopt. Even if the information is sent over the phone, it is not reliable.
2. Lack of evidence: When communicating verbally, the sender’s words may influence the receiver’s behaviour. The individual who inspired the action is not held accountable if it goes wrong. The absence of any proof of motive is the cause. The recipient of information might be the person that is impacted. In the future, motivation will not be possible without textual communication.
3. Lengthy information: If the message is really long, oral communication is not the best way to convey it. It takes a long time to transmit the information. Top executives lack the time or are not prepared to spend it on explaining the knowledge to others.
4. Generates needless issues: The recipient of spoken instructions may comprehend them at the time of communication, but he or she may forget them afterwards. The recipient then responds in accordance with his willingness. It causes needless issues in an organisation. They appear as a result of the lack of records.
5. Information is sent to a huge number of recipients, but not all of them find it valuable. Oral communication could not result in the expected outcomes. Then using textual communication is preferable.
6. Filtering the information received: The receiver has the option to disregard the data. The information cannot be properly received if the recipient is in a bad attitude. It is not up to the sender to evaluate it. The whole information may not be conveyed in the situation.
7. Misunderstanding: The sender should utilise language that is often used. If he doesn’t, the recipient could interpret the remarks differently than the speaker intended. Additionally, the sender’s poor verbal (or) oral expressiveness might cause misunderstandings. As a result, it is recommended that unclear words be avoided and the clearest possible spoken presentation be employed.

2. Written Communication

Any information is sent via this kind of communication. Both small and big organisations, as well as individuals, depend on written communication. Written communication is any kind of communication that is documented in black and white. When delivering information to a remote location, written communication is used. Written communication makes both managers and employees blind.

Written Communication Formats

The types of written communication are as follows:

1. Diagrams.
2. Graphs
3. Pictures
4. Circulars
5. Notes
6. Manuals
7. Reports
8. Bulletin

Advantages of Written Communication

The following is a discussion of the primary benefits of written communication:

1. Binding the authorities: Typically, written correspondence binds both the sender and the recipient. Nobody gets away from their obligations.
2. Covering distance: The sender is indirectly required to employ textual communication if the intended recipient is located distant from them. Therefore, written communication may go anywhere.
3. Helpful for long information: Written communication is the most effective way to convey information.
4. Reaches a sizable audience: A circular, a kind of written communication, disseminates information to a large audience.
5. Written communication covers policy issues, rules and regulations, secret concerns, service conditions, orders, instructions, and the like. It also provides a permanent record for future use. These are required for reference in the future. Written communication aids the authority in making quick judgments and taking appropriate action.
6. Decrease conflict: Written communication helps to diffuse or prevent workplace conflicts. The explanation for this is because each individual has a copy of the information that he utilises whenever necessary.
7. Aids in analysis: After obtaining the information, the recipient may analyse the situation. Written communication allows the recipient time to reflect, evaluate, and choose the best course of action moving forward.
8. Preventing alteration: Using written communication helps to prevent unauthorised adjustments. The issuing authority must certify to every modification. In most organisations, changing the information is prohibited.

Advantages of Written Communication

The following flaws exist in written communication, despite it being the greatest form of communication:

1. Expensive and time-consuming: Time must be spent on the information’s preparation, printing, and typing. This task entails a lot of paperwork and calls for more than one staff person. It takes a lot of time and has a high informational cost.
2. Red-tapism: This lack of flexibility leads to red-tapism.
3. No secrecy: There is no confidentiality in written communication. It’s because everything is presented in black and white. Additionally, the typist handles textual communication. As a result, the message is no longer kept a secret.
4. Lack of adaptability: Written communication is impersonal. Once transferred, information cannot be readily retrieved.

Written communication is the best, despite some of its drawbacks. If the superior types the item himself, the confidentiality may be preserved.

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