Communication

Prepared by: Mayanka Dhadhal

Definition of communication
W.H. Newman and C.E.Summer Communication means an exchange of facts ideas opinions and emotions between two or more persons Louisis Allen communication is sum total of all the activities which a person does for creating and understanding in the mind of other person

Objectives of communication
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To provide orientation and induction to the new members in the organization. To assign work and give instruction to he subordinates about the assignment To develop understanding and creative solution through interactive participation of members To keep supervisors informed about the progress and problem of operations through reporting or upward communication

Objectives of communication
5. To exercise control on use of human and non human resources or input 6. To co-ordinate diverse activities into a wholesome function 7. To enhance willingness to work and motivate the human resources 8. To provide suggestions and recommendations

Objectives of communication
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To allow people in organization to express their feelings in form of written or oral communication To improve the effectiveness of decision by participative sessions To develop goodwill and brand image of the organization through publicity before outsiders

Types of communication
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Downward communication: In a pyramid type organization structure, communication from superior and subordinate is called downward communication Downward communication is required for: To give job instructions To inform subordinates about the plan procedure policies and budgets, strategies rules etc. To inform about their performance, positive or negative To explain long term strategy of the corporate To explain them the mission and long term objectives of the organization To keep them informed about what is happening in a company by a regular newsletter or special report.

For effective downward communication

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To develop an attitude towards importance and its influence on the decisions. To develop a feeling among subordinates that their performance will depend on the flow of information to them and it will be provided to them quickly and regularly. Higher management must make the information available to the lower level To develop and improve the confidence level of subordinates about availability and use of information

Upward communication

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Flow of communication or information from subordinate level to superior level is called upward communication Upward communication is required for To report about performance To report about unexpected or accidental events To invite suggestions and recommendation

Characteristics of upward communication

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It is sent on a regular time interval It is in form of standard printed formats like weekly production information, actual production, defective production Subordinate is responsible for upward communication and superior is authorized to use it. The subordinates try to filter out upward communication so superior should check it The subordinates can fabricate upward communication to their advantage and superior should check otherwise it can be harmful to the company Subordinates try to delay upward communication of negative manner Upward communication should be sent in condensed or summary form and should not show minute details

Diagonal communication
Peers are positions having equal authorities and responsibilities Communication occurs between such positions for the purpose of coordination. Such communication is called diagonal communication Forms of diagonal communication 1. Communication for coordination 2. Communication for problem solving 3. Communication for sharing experience 4. Communication for conflict resolution

Grapevine communication

Grapevine communication grows in an unorderly manner like a grapevine There is no symmetry in direction like upward downward or diagonal It is type of informal communication among the members of organization When people of organization meet in some informal event, they talk about organizational issues This type of information can be non reliable and far from facts

Characteristics of grapevine communication

It is informal form of communication without any documentation It is about character, honesty selfishness of person or institution It results out of curiosity of a person Its spread is more based on as heard from other person so filteration and fabrication is possible. Nature of message is event oriented It spreads widely and faster than other information Flow of information is random The research study shows that in grapevine communication, is real and is based on rumours It can enhance morale of employee by spreading positive news like management is likely to announce liberal bonus payments Once the grapevine communication is spreaded its withdrawl is difficult.

Proposals and reports

Proposals and reports indicate upward communication from subordinates to superior Need of proposals and reports arise from the expectations of top level management The top level management is the receiver.

Proposals and reports are different from routine reports as follows:

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Proposals and reports are specialized communication like proposal for capital budgeting, submissions of tenders or reporting by a special committee appointed by higher management to study some problems like reason of fall in sales etc The nature of submission is not regular it is once in a while Proposals and reports are less formatted than routine reports. Proposals and reports have summary and major details and routine reports have minute details.

Difference between proposals and reports:

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Proposals Proposals are open ended in nature generally made by outsiders Proposals are in form of offer made by outsiders. Management may accept it or not Details of proposals can be in any alternative form proposed by the proposer Management has no control over the outside parties which give the proposals The proposals are generally made by an individual or institution The format of a proposal is either standardized or unformatted

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Reports Reports are close ended The area of study is defined by the appointing authority Generally formed by the internal staff Reports serve as supportive study which helps management to take future decisions The details of report are within term of reference (whatever is asked) Management has the control over the committee appointed for the study The report is submitted by a group or committee assigned the project The report of a committee is always in a standard format

Characteristics of proposals and reports

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It is a written communication It is an upward communication The scope and terms of reference are very clear. The detailed project report is divided into several parts and proposals are also presented in tables, numbered paragraphs The proposals are made by internal staff of the organization or could be made by external parties in form of offer or tender. It is upto higher management whether to accept or not.

Structure of proposals/reports
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It is mainly divided into 3 parts: The beginning part The main body The concluding part

The beginning part

The title of the report: mentioned on the first page it specifies subject, name of report and the person or authority to which it is submitted Abstract or summary Table of contents

The main body of report

Title of the study Sources of primary data Sources of secondary data Arrangement and analysis of data Observation made from the analysis Recommendations for solving the problem.

The concluding part

Appendix- contains details like specimen of questionnaire, detailed tables, graphs, charts etc. Bibliography: includes book references and sources of data Detailed index

Types of reports

Routine reports and special reports Routine reports include: General report and progress report Special reports include decision reports, project reports and research reports.