Communication_Blog_Muhammad Ali 8720

 

Communication: word is taken from Latin means common sense of exchange of facts, ideas, opinions, feelings or attitudes. Communication is an essence of management and important in organizational process of planning, staffing, supervision and management cannot be done effectively without it and associated with culture, society, and technology.

The process of delivering message or information to one person or group is referred to as two way communication which includes minimum one sender and receiver to pass messages. Communication is achieved through different modes like verbal, nonverbal, emails, chats, WhatsApp, skype (conference calls) etc. to make work easier, smooth and effective. 

Communication Process: is continuous which includes three components sender, message, and receiver. They are described below in detail:

Sender: First contact source who generates message and transmits it to recipients.

Message: Sender generates an idea, opinion, knowledge, feeling, truth for intended reference.

Encoding:  Before transmission sender message is encrypted in symbolic way such as words, pictures, touches, etc.

Medium: coded message is delivered oral or written form through a communication channel.

Decoding: Before reception of message to recipient the encoded message is decoded using algorithms to get original information as send.

Recipient: Original message is delivered to recipient for further correspondence and thus it completes the purpose of communication.

Types of Communication:

Verbal communication: The message is transferred orally face to face from sender to receiver by using language. The below mentioned are steps of effective verbal communication,

 Firm and Confident Voice: Personality reflects in firm and confident way of communication and increase chances of task completion. Ideas and thoughts should be more precise and specific so need to be confident.

Active listening: actively listen to other perspective or view help in finding issues clearly.

Ignore Filler Words: In official conferences, meetings or presentations avoid filler words to use example like, yeah, so etc. may cause distraction to audiences.

 

Non-verbal communication: The message is transferred from sender to receiver intentionally and deliberately through face expressions, gestures, body postures, body language, hand shake, touch, symbols etc.  Nonverbal communication is an effective way to understand the feeling and thoughts of other people. The body language should always be positive with confidence to perform task which helps in jobs interviews and verbal communication. Facial expression and body language are important factors in interviews as interviewer observes the overall personality of candidate.

Intra Personal Communication: occurs when two or group of people communicate with each other they are planned or unplanned and exists in various types for example greetings, meetings, salary negotiations, conference call to exchange ideas and thoughts.

 Inter Personal Communication: is with oneself but sometimes express externally means when involved in monologue, shopping list, notes taking , passage highlight, diary writing. Several forms of intrapersonal communication occurs internally in form of inner exchange with oneself, daydreaming or thinking about something triggered by internal and external stimuli.

 Written Communication: Involves in writing, typing and printing symbols, letters, etc. organizations use written communication by Presentations, Emails, chats and maintain records some are listed below,

Simplicity: Written communications should be in clear and simple format which help audiences to understand and transparency on information.

Review: Review your emails, letters or memos before sending which helps in finding discrepancies and options to create something different. 

Writing Tone: Should use polite tone in writing verbal or non-verbal communication.

Save Record: Save template of useful and interesting memo, email or presentations for further references use in future writing to improve written communication.

Visual Communication: In visual communication use photographs, drawing charts and graphs to convey information which helps in furnishing correct information through visuals effects and graphics in office presentation along with verbal and written. Below mention are some steps,

Expert advice before sending visuals: Expert opinion should be taken before sending visuals as it include presentation or emails to avoid mistakes.

Target Audience: Selected visuals should be added in presentation or emails that can be easily understandable to everyone. Need to explain briefly to audience in case of any presentation on data or chart which they are not familiar with means to avoid usage of offensive visuals.

Mode of Communication:

Formal Communication: reflects transfer of information or data in formal or professional manner within the organization between various departments and levels of person. Formal communication is done verbally and in written form and record is kept for future reference.

Informal Communication: refers to friendly, casual talk or coordination between employees or with external sources. Informal communication is termed as vine because it spreads extensively inside organization regardless to the level of authority.

Communication Barriers: When one person is engaged in some task and speaking something else unintentionally in communication is referred to as Arc of distortion might results discrepancies in communication channels. Communication barriers usually exist when lack ness of interest, pronunciation lapse, unawareness, language barrier, lack of confidence, stress, not well, misfit, lack of knowledge about subject to deliver or communicate, unskilled, unprofessional attitude. Some communication barriers are listed below,

      1)     Insufficient feedback and proper style

2)     Unrelated content as per customer requirements

3)     Unable or failed to establish dual communication.

4)     Worse weather conditions.

5)     Insufficient horizontal flow of ideas.

6)     Technical coordinator availability.

7)     Leadership shortage.

8)     Enthusiasm scarcity

9)     HOD assistance unavailable.

Personal Barriers: Communication is between sender and receiver which is two-way process and should be clear. If wrong message or information is send to receiver will results unclear causing bad perspective so message should be written easy, simple and smooth.  

Systematic Barrier: Communication process is also affected by errors generated in electronic devices or unusual situations.

Importance of Communication:

Communication Foundation: In organizations goals and objectives are briefly defined by HOD and Managers to all employees to achieve targets, growth and interpersonal relationships. Communication occurs between different departments of company staff can serves as medium of coordination within organization.

Functional: Communication process is used effectively and efficiently in organizations by Managers who coordinates physical and individual aspects of tasks.

Decisions Making: Manager takes decisions on clear and transparent communication biased on knowledge and right decisions.

Improves Management Ability: helps management in assigning targets and instructions to staff members to improve management abilities.

Importance of Communication: The communication have significant role in making strong relationship around the world, organizational format and in normal life where people share ideas, responsibilities, assign tasks, team management, building good relationship, etc. Managers do effective communication in organizations for planning, organizing, leading and controlling and assign various tasks and communicate face-to-face or over phone with colleagues, subordinates and clients. Written communication is also used by management in form of Emails, memos, daily reports etc.

Roles of Communication:

1)     Motivational skills can be enhanced by good communication

2)     Plays major role in decision-making process.

3)     It involves in coordination and socializes inside and outside organization. 

4)     Important role in process of controlling organization policies, rules, code of conduct.

Business communication: Process of information sharing among staff members inside and outside organization states how effective business communication can be done between management and staff to achieve organization goals and objectives. The main objective is to reduce errors and practices which includes upward communication, downward communication, horizontal and diagonal communication. Business communication has five core competencies professional, clear, concise, evidence driven and persuasive. Always use positive body language, maintain eye contact, use open gestures, be clear and concise, use simple language and get to point, use digital tools to enhance communication but avoid overload and manage your emotions and empathize with others.

Business communication Flow:

Downward Flow: Communication initiates from higher to lower levels and carried out by the head of organization to subordinates like feedback, job instructions etc. 

Upward Flow: The communication flows from subordinate to higher level of organization is upward communication example grievances and performances.

Horizontal Communication: Communication that happens in organization between same levels of hierarchy colleagues, managers or between any horizontally equivalent members help employees to perform coordination in tasks, time-saving, issues solving of employees or conflicts within department. 

Diagonal Communication: Communication takes place between manager and employees of other departments are referred as diagonal communication. 

External Communication: Communication that happens between management and external sources for example with financial institutions, vendors, suppliers, distributors, banks etc.

Computer communication: Transmission of data or information between computers and other electronic devices connected with transmission channel creates wide network.  Message or information send and receive in form of bits and bytes of packets through internet and transmission medium.

Communicative competence: To communicate effectively or selecting appropriate communicative behavior in different situations means what to say, when to say and how to say and understand messages from recipient. Roles of communicative competence are effectiveness and appropriateness.