Communication

Communication

1. Communication Channels

   • Communication channels are the means through which people in an organization communicate. Thought must be given to what channels are used to complete various tasks, because using an inappropriate channel for a task or interaction can lead to negative consequences. Complex messages require richer channels of communication that facilitate interaction to ensure clarity.
     • Formal. The communication within the formal organizational structure that transmits goals, policies, procedures, and directions. Informal. The communication outside the formal organizational structure that fills the organizational gaps, maintains the linkages, and handles the one-time situations. Unofficial. The interpersonal communication within (or among) the social structure of the organization that serves as the vehicle for casual interpersonal exchanges, and transmittal of unofficial communications

2. Direction of formal communication

   • Downward Flow of Communication: Communication that flows from a higher level in an organization to a lower level is a downward communication. In other words, communication from superiors to subordinates in a chain of command is a downward communication. This communication flow is used by the managers to transmit work-related information to the employees at lower levels. Employees require this information for performing their jobs and for meeting the expectations of their managers
   • Upward Flow of Communication: Communication that flows to a higher level in an organization is called upward communication. It provides feedback on how well the organization is functioning. The subordinates use upward communication to convey their problems and performances to their superiors. The subordinates also use upward communication to tell how well they have understood the downward communication. It can also be used by the employees to share their views and ideas and to participate in the decision-making process. Upward communication leads to a more committed and loyal workforce in an organization because the employees are given a chance to raise and speak dissatisfaction issues to the higher levels. The managers get to know about the employees feelings towards their jobs, peers, supervisor and organization in general. Managers can thus accordingly take actions for improving things. Grievance Redressal System, Complaint and Suggestion Box, Job Satisfaction surveys etc all hel
   • Horizontal Communication: Communication that takes place at same levels of hierarchy in an organization is called lateral communication, i.e., communication between peers, between managers at same levels or between any horizontally equivalent organizational member

3. Two-way process of reaching mutual understanding, in which participants not only exchange (encode-decode) information, news, ideas and feelings but also create and share meaning. In general, communication is a means of connecting people or places. In business, it is a key function of management--an organization cannot operate without communication between levels, departments and employees.

4. Quality of Information

   • The quality of information relies on 4 criteria: Reliability (accuracy), Timeliness, Quantity and Relevance

5. Types of Noise in Communication

   • Physical Noise.... Sometimes the biggest impediment to clear communication is everyday environmental noise. This can include loud passers by, music (think talking over a band at a concert), traffic or children playing. Even a simple phone ringing can distract a listener so that she cannot fully focus on a conversation. Other physical conditions that can hinder communication are physical illness, being under the influence of drugs or alcohol, or being tired
   • Semantic Noise... Semantic noise affects communication when people communicate from different playing fields. In other words, they are working from different understandings, such as different primary languages, dialects or basic cultural characteristics. Poor handwriting and using slang can also be semantic noises that complicate effective communication
   • Psychological Noise Psychological noise can be more difficult to define in a particular situation, as the mental makeup of every person is different. This type of noise includes concepts like prejudices, narrow-mindedness and personal bias. Communication can also be difficult if a person is feeling very emotional -- anger, sadness and even joy can affect how much someone can pay attention to a conversation or lecture.

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