Communication is the exchange of facts ideas,opinions or emotions by two or more persons.

George Terry

Word communicate is derived from the latin word communicare which means to make common or to share or participate. First & foremost it is a social activity. Communication means to inform, tell ,show or spread information.

The sucessful transmission of information through a common system of symbols,signs,bhvr,speech ,writings or signals.

Adminstrative Communication is a process which involves the transmission and accurate replication of ideas ensured by feedback for the purpose of the purpose of eliciting actions which will accomplish organisational goals.

Continous Process Needs proper understanding Leads to the achievement of the organisational objectives Dispels misunderstanding

 Building

Human Relations Job Satisfaction and Good Morale Prompt Decision and Its Implementation. Avoids Illusion Maximum Production at minimum cost Basis of Managerial functions a)Planning b)Organising c)Direction & Leadership d)Motivation e)Co ordination f)Control

 Smooth

Working of a business firm Contact with external Partie

Internal Communication

1. 2. 3.

Effective communication promotes a spirit of understanding and co-operation Business has grown in size Business activity has become extremely complex.

External Communication

1. 2.

Government Agencies and Departments. Distributors, Retailers, Individual customers etc.

Growth in the size of the organisation

Growing importance of human relations Public Relations Advances in bhvrl sciences Technological Advancements Motivation & Morale Corporate Image

To give &receive information

To provide advice

To provide counselling
To issue orders and instructions To impart education & training

To receive suggestions To persuade people To issue warning and notice To improve morale To motivate ppl To improve discipline

Information (MIS, DSS,etc)

Control Motivation Emotional Expression

An integral part of organisational process Direct supervision Two way Communication Informal Communication Listening Clarity Specific Honesty & communication Intrnal & External Result & Cause

Develop an idea Encode Transmit Receive Decode Accept Use Provide Feedback

Downward communication Upward Communication

Lateral Communication or horizontal communication

Diagonal or crosswise communication.

Function of upward communication is to send information ,suggestions , complaints and grievances of the lower level workers to the managers above. It is more participative in nature. In the past it was not encouraged, but modern managers encourage it.

Feedback Release of tension

Suggestions
Mutual cooperation Change

Psychological Hierachial

Ways to overcome limitations- ombudsperson

Limitations Distortion/ Dilution

Delay
Filtering Too much or too less

Takes place between persons operating at the same level or working under the same executive.

Functional managers operating at the same level ,in different depts.

It helps to create mutual understanding and trust between ppl and depts. It facilitates cooperation and co-ordination between different depts of the organisation It helps in setting the interdepartmental and intradepartmental differences without the intervention of the mgmt.

It makes it possible to solve problems st lower levels It is generally very effective because there are no status barriers.

Communication that takes place when ppl working at the same level interact with those working at a higher or lower level of organisational hierachy and cross the boundaries of their reporting relationships.

Coordination

Practicable
Morale boosting

Fear of infringement

Resistance to compliance
Anarchy

Formal Communication

Informal Communication

A formal channel of communication can be defined as a means of communication that is normally controlled by managers or ppl occupying similar positions in the organisation

It is called the main line of the organisations operational communication It includes the orders,instructions,&msgs that flow up and down in the hierachial system Letters, sales presentations ,advertising and publicity material that go out to the public

The formal channels account for the most effectiveness of the organisation. Formal channels cover an ever widening diatance as organisation grows. The formal channels because of their tendency to filter information ,keep the higher level managers from getting bogged.

Formal channels of communication consolidate the organisation and satisfy the ppl in managerial position.

Formal channels of communication inhibit or stand in the way of free flow of information. Time consuming The formal channel may also incur a lot of expenditure in terms of money. There are more chances of red tapism and delay tactics.

Man is essentially gregarious in nature..

The larger the organisation the more active the rumours mill.

It represents the unofficial channels of communication which are created and controlled by ppl themselves rather than the management

This channel follows no set of lines or definite rules but it spreads very fast and like the grapevine in any direction and hence known as grapevine

Single strand chain Gossip Chain

Probability chain
Cluster Chain

Speedy transmission Feedback value

Support to other channels

Psychological satisfaction

Information is less credible Grapevine does not carry the complete information Grapevine often distorts the picture.