Nature and Scope of Communication

Presented By-Aman Jain(C-41)

Vishal Chaudhary(C-46)Vaibhav Srivastava(C-47)

Bhanu Chopra(C-)Geetika Dhand(C-58)Manan Pathak(C-63)

Shamli Mamgain(C-64)

WHAT IS COMMUINCATION?

Communication is the process of exchange of ideas, feelings, thoughts, messages, suggestions, recommendations from one person to another.

Communication is the process by which information is transmitted between individuals and/ or organizations so that an understanding of response results.

OBJECTIVES OF COMMUINCATIONInformation: The core objective of a

business is to convey information and making individuals more up to date.

Motivation: It encourages the workers such that they are sufficiently encouraged, the work gets completed easily, and the workers will carry out their functions by themselves without supervision.

Education and training: These days, communication can be additionally used in business to enhance the scope of knowledge The goal of education is attained by business communication on three levels

a) Managementb) employeesc) general public

Order and instructions: An order is an oral or written rule influencing the start, end or adjusting an activity. This form of communication is internal and is executed within a company.

NATURE OF COMMUINCATIONTwo-way process: Communication can occur

only when there are at least two individuals where one person has to convey some message and another has to receive it.

Knowledge of language: For successful communication, it is essential that the receiver have thorough understanding of the message. For communication to be effective, senders must speak in a language the receiver is familiar with.

Communication can also be conducted through gestures: Communication should not necessarily be verbal or written. It can also be in form of gestures or actions.

Communication is all-pervasive: Communication is omnipresent; it exists in all levels of management. The top management conveys information to the middle management and vice versa.

Communication is a continuous process: In every workplace, someone will always be conveying or receiving information in some form. Sharing or exchanging information is a continual process.

Communication may be formal or informal: Formal communication follows the hierarchy- the official channel established. However informal communication provides individuals with the liberty to freely convey information to anybody else without considering the hierarchy.

Meeting of minds necessary: The receiver must comprehend the intended meaning of the message the sender wants him to understand. Also, the sender of message must have something worthwhile for the receiver

IMPORTANCE OF COMMUNICATION

Business has grown in size.

Business activity has becomes complex.

Effective communication promotes a spirit of

understanding and co-operation.

Communication skill as a job requirement

Important factor for promotion

Source of Motivation.

Source of Information

Helps in socializing.

PROCESS OF COMMUINCATIONThe message is communicated from the

sender to the receiver through a medium in such a way that it is understood by the recipient in the same manner as intended by the sender. It is said to be a two way process, which is incomplete without a feedback from the recipient to the sender on how well the message is understood by him.

The components of the process of communication: Context: Communication is affected by the

context in which it occurs. The contents could be physical, social, chronological or cultural. The sender chooses the message to communicate within a context.

Sender / Encoder: Sender / Encoder is a person who sends the message. A sender utilizes symbols (words, graphic required response.

Message: Message is a key idea that the sender plans to communicate. It elicits the response of the sender.

Medium: Medium is a means used for exchanging the message. The choice of appropriate medium of communication is essential for making the message effective and correctly interpreted by the recipient.

Decoder: is a person for whom the message is intended targeted. The degree to which the decoder understands the message is depends on various factors.

Feedback: Feedback is the main component of communication process as it permits the sender to analyze the efficacy of the message. It helps the sender in confirming the correct interpretation of message by the decoder.

SCOPE OF COMMUNICATIONCommunication as a subject of study has a very vast canvas. To

different people, communication implies various areas of study, research and application.

POSTAL AND TELEPHONE SERVICESIt relates to means of sending / receiving messages, packets or

parcels through post, telephone, telegram, radio, wireless or Internet. These means of communications have undergone rapid changes during the last few decades.

Postal services have been revolutionized by courier services – same-day delivery, next-day delivery etc. Telephone services have become commonplace – one can talk to a person anywhere even one orbiting in a satellite without shouting.

TransportationIt is a means of transportation from one place to

another viz., moving men, machines, materials etc by surface transport like railways, roadways or by air or by sea.

It is not uncommon to describe a region or a country backward in terms of means of communication because it is not serviced or well connected by railways, roadways, airways or seaways.

CultureCommunication is a major focus of attention for

artists – singers, dancers, actors, painters, sculptors etc are all trying to communicate with their audiences.

They endeavour to win their attention and appreciation so as to secure attractive returns for their efforts.

Business ContextIn managerial or business context, it is the science

and art of communicating.Communication as a word is derived from the

word „common‟ in English or “Communis” from Latin. It means shared by or “concerning all”.

Thus communication is a process of influencing others to achieve common, shared objectives. These goals could be that of individuals, families, teams, departments /functions and companies.

Business ContextNinety-four percent of over 2,000 surveyed executives ranked

“communicating well” as the most important skill for success.

--NFI ResearchCompanies included in BusinessWeek’s list of best places to

work cited communication skills the most important trait in a job candidate—more desirable than any other trait besides college major. --BusinessWeek

Business ContextFactors Affecting the Communication in a

BusinessNature of the businessOperating planBusiness environmentGeographic dispersionPeopleCompany culture

MAJOR POINTS1) Information Sharing: To transmit information from a source to

target individuals or groups. Information can be:

- policies and rules - changes and development in

organization- Special rewards and awards- Settlements with the union - major changes in the organization

MAJOR POINTS(Contd..)2)Feedback: Give feedback to employees on their

achievements -To the departments on their

performance- Higher management on the fulfillment of goals

MAJOR POINTS(Contd..)3)Control: Information is transmitted to ensure that

plans are being carried out according to the original design. Communication helps to ensuring such control.

MAJOR POINTS(Contd..)4)Influence:Information is power. One purpose of

communication is to influence people.

MAJOR POINTS(Contd..)5)Problem-solving: In many cases communication helps to solving

problems. Many meetings are held between the management and the unions on some issues to find solution. Alternative solutions may be held to solve a problem and evolve a consensus.

MAJOR POINTS(Contd..)6)Decision-making: For arriving at a decision several kinds

of communication are needed.

MAJOR POINTS(Contd..)7)Facilitating change:Change can be brought about effectively

by communication.

MAJOR POINTS(Contd..)8)Group Building:• Communication helps in building

relationships. If communication breaks down the group may breakdown.

MAJOR POINTS(Contd..)9)Gate Keeping:• Communication helps to build linkages

of the organization with the outside world.