



“Mutual exchange of thoughts, opinions and
information means communication”.
Social interactions and civilization as well as
emergence and development of culture are not
possible without communication.
As we cannot imagine a developed language
without words, similarly, we cannot imagine a
society, without the facility of communication.
Man’s progress depends on his capacity to
exchange thoughts and experiences with other
human beings.


21st Century is the century of communication
revolution.
The whole world has been brought closer by
researches of electronic media and electronic
appliances in last 20 years.
The exchange of one’s feelings, thoughts,
experiences, information, etc. with other persons
is called communication in its common meaning.
 According to Alwyn Dode, “Communication is
the problem No. 1 of the
management/administration”.
 Communication is the two-way process.
 Thus, communication, means “Pouring our
viewpoint in the brain of others is
communication”.




“Communication means exchange of thoughts
among persons”
- Charles Redfield
“Mutual exchange of thoughts, opinions and
information means communication”
- Wester
“Pouring our viewpoint in the brain of others is
communication”
- Dr. Saxena
Human existence
 Mutual exchange of thoughts
 Oral or written form
 Creation of Understanding
 Constant and permanent process
 Bi-party as well as multi-way process
 Should be understandable
 First problem of administration
 Two parties involved
 Close relationship with management and
administration
 Base of all activities

1)
2)
3)
4)
5)
6)
Issuing effective orders and direction
To raise production
Removing adverse trends to develop good
human relations
For taking policy related decisions and
interpreting them
To accomplish objectives of the unit
To evaluate the activities
i.
ii.
iii.
iv.
v.
vi.
vii.
viii.
ix.
x.
xi.
xii.
Administration – easily done
Quick decisions
Mutual Misunderstanding prevented
Planning, co-ordination, directing, controlling made
easy
Maximum Productivity
Efficiency and morale of employees maintained
Harmonious relations created
Industrial disputes don’t arise
Free exchange of thoughts and opinions
Rules and Regulations effectively maintained
Team spirit
Policy related control maintained
Oral
Written
Formal
Informal
Downward,
Upward &
Horizontal
1. Oral Communication :



Employees are issued orders personally, directly.
Subordinates also sometimes provide oral
communication to managers.
Oral information is exchanged through personal
discussion, meeting, conversation on telephone,
lecture, etc.
ADVANTAGES :
(i) Information directly provided due to personal
contact
(ii) Explanation given rapidly
(iii) Less possibility of misunderstanding or confusion
(iv) Saves time and energy
(v) Friendly atmosphere created
(vi) When decisions are rapidly implemented, than this
method becomes more convenient
LIMITATIONS :
(i) Not convenient when detailed information is to
be given
(ii) Person receiving and giving information are at
a distance, then this method cannot be
convenient
(iii) When details required for Proof, oral
communication is inevitable but written proves
evitable.
2. Written Communication :
Exchange of information is done in written form.
 When similar kind of information is to be provided to
several persons than written communication method
is convenient.
 Dr. Terry suggests four Cs to keep in mind for
written communication : Complete, Clear, Concise
and Correct.

ADVANTAGE :
(i) Received or dispatched information can be kept as
proof.
(ii) Taking future decisions becomes easy.
(i)
LIMITATION:
Delay in dispatching information
3. Formal Communication :
The exchange of information as per the organization
and procedure is called formal communication.
 Depends on organizational structure.
 Eg. In the Meeting of BOD, the secretary prepares
notice, sales officer asks for sales report from
salesman, salesman sends sales report to sales
manager.

4. Informal Communication :
Personal Relations
 Eg. When a sales manager asks questions to
salesman about customers opinion of product.
 Eg. The production manager asks one of the
employees about the machine or production method
during recess time.

5. Downward, Upward and Horizontal
Communication :
Information going from top level to low level is called
downward Communication .
 Information going from low level to top level is called
Upward Communication.
 When the information is exchanged or dispatched on
the same level of management between the persons of
same level, it is called Horizontal Communication.
Besides this, it can be internal and external
communication. Internal communication can be
written, oral, formal, informal, upward, downward or
horizontal. External communication may be written
or oral.

Managers
Officers
Supervisors,
Foremen etc
Top Level
Centre Level
Low Level
The success of manager depends on
understanding the other members of the unit and
the other members understanding the manager.
 Hence, effective skills if communication is the
important skill of manager.
 Communication is a tool in the management
field and not the goal.
 Effective Communication makes the
management planning more precise and
management more effective and control is made
realistic.

Relation can be shown as under :
1) To obain and give information
2) Evaluation
3) Direction and instructions
4) Motivation
5) Other functions
(1) Thatcher :
A
B
X
(2) Aristotle’s presentation :
Speaker
Message
LIMITATION :
- One-sided
- No response from listeners
Condition
Listeners
Condition
(3) Modern presentation of communication process :
(David K. Behlow)
Emerging
Place
Encoding
Message Channel Decoding
Receiver
a. Emerging place :
Due to the different reasons the need of
communication arises.
b. Encoding :
To send the mental concept to the receiver
person, encoded is done can be said.
c. Message :
The physical form of expression by the
person giving message is called the message.
d. Channel :
The medium through which the message is
sent is called channel. Appearance and voice are
two channels.
e. Decoding :
-Message received through communication
channel in the form of sign or indication, and is
understood is called decoding.
-Coding and decoding are two mutually
contraditing processes.
f. Receiver :
Person receives it, interprets it and responds
on the basis.
g. Feedback :
The response of the person receiving the
message, whether he has understood or not, is
called Feedback. Thus, the person receiving the
message becomes the sender as far as the part is
concerned.
h. Noise :
Anything which reduces the propriety of
specifics of communication is called noise.
Distortion in message
II.
Filtering
III. Communication Overload
IV. Improper timing
V.
Loss by transmission and poor retention
VI. Short circuiting
VII. Inattention
VIII. Distrust of communicator
IX. Vague presumptions
X.
Premature Evaluation
XI. Non-acceptance
XII. Failure to communicate
XIII. Personnel relations
XIV. Selection of medium
I.
1)
2)
3)
4)
5)
6)
7)
8)
9)
10)
Communication as per the nature and
requirement of unit
Base of trust and co-operation
Full of information
Propriety of Medium
Two-way Nature
Clear and short carrying lines
Objectivity
Time to time evaluation
Sufficiency
Lack of personal interest
Communication channels and centres create a
net, which is called communication network.
 Communication issues and communication
effectiveness depends on appropriate network.
 Two aspects hold importance :

i.
ii.

No. of communication centres and
Nature of communication network.
Higher the no. of channels, more the complexity.

Complexity of communication channels can be
shown as under :

Nature of net also affects effective
communication :
1.
2.
3.
Circle
Chain
Wheel
Circle
Chain
Wheel
Conclusions derived by Keith Davis on
communication network are :
Questions
Circle
Chain
Wheel
1.
Speed of work
Slow
Rapid
Rapid
2.
Preciseness
Weak
Good
Good
3.
Emergence of
leader
No
Notable
Very
clear
4.
Morale
Substantial
Weak
Much
weak
5.
Flexibility for
change
Much rapid
Slow
Slow
From the above it can be concluded that, fro
different types of management sectors and its
different issues, communication networks should be
chosen appropriately.
Communication have become effective due to
revolution in computers.
 Global distances are removed.
 Communication tools are emails, tv, cellular
telephone PC, laptop, Internet, etc.
 With this the managerial efficiency have
increased.
 PC is useful in co-ordinating the data of overseas
officers and managers.
 Through internet, information can be dispatched
and received such as, entering new sales market,
getting directly in touch with international
customers and directly purchasing goods.

It makes distribution system easy.
 Cellular phones are useful in keeping constant
touch with officers and giving-getting
information.
 Proper knowledge, complete technical skill,
understanding information retrieved from them
can lead to success.
 Language and codes are used in internet, which
are required to be learnt.
 Revolutionary change have taken place due to
electronic media.
 All information such as unit’s production, sales,
administration, raw material, employees,
customers, market, natural factors, is gathered
through electronic media.

It is important to manage the data, to interprete
it and make use of it effectively.
 Important to get the information on time.
 Performance appraisal, comparison, ratio
analysis, can be evaluated.
 Careless use can get the information destroyed.
 Use of electronic appliances make the task easy
and speedy.
 They are tools, human being need to work upon
it.
 Electronic appliances have played a great role,
but it cannot take the place of human being.
