Communication

Communication is a two-way process which involves transferring of information or messages from one person or group to another. This process goes on and includes a minimum of one sender and receiver to pass on the messages. These messages can either be any ideas, imagination, emotions, or thoughts.

Communication is a Latin word which means “to share”. There are different modes of communication available today. These include emails, chats, WhatsApp, skype (conference calls), etc. Effective communication makes people’s work easier and smooth. 


Importance of Communication

Communication plays a vital part in building up a strong relationship across the world, either in organisational structure or outside of it. It is an essential pillar for people in sharing the ideas, delegating responsibilities, management of a team, building up a healthy relationship, etc. Effective communication is necessary for managers in the organisation for planning, organising, leading and controlling. Managers of the organisation are dedicated enough in communicating throughout the day in various tasks performances. They spent the whole time communicating face-to-face or over the phone to their colleagues, subordinates and the clients. Managers also use written communication in the form of Emails, memos, daily reports and so on. Effective communication is a successful building block of the organisational structure.


Here The Importance of Communication Can Be Briefed As Follows

  • Good communication encourages motivational skills. 

  • It is a mode of information in the decision-making process.

  • Communication emphasises socialising within or outside the organisational structure. 

  • It helps in controlling the process. Employees have to follow the organisation rule, code of conduct and other company policies.  


Types of Communication

There are four types of communication. It is categorised into verbal, non-verbal, written and visual.


Verbal

Verbal communication is one of the modes where people communicate or transfer information through words. It is one of the common and usual types and frequently used during one on one presentations, video calls or conferences, meetings, phone calls etc. 


There Are Certain Measures Which Enhance This More Effectively

  • Firm and Confident Voice: Firm and confident communication reflects the personality of the person. It gives more certainty of completing any task. So always be confident so that your ideas are more precise and specific.

  • Active listening: A good listener always tends to listen to everyone’s perspective or viewpoints. Active listening helps in identifying each one’s problem or thoughts in a more clear way.

  • Ignore Filler Words: While giving a presentation, avoid using filler words such as yeah, like, so, etc. It might be distracting to your audiences. Try not to use them in official conferences or meetings. 


Non-Verbal

Non-verbal communication is the use of body language. It includes body gestures, facial expression, and shaking hands, etc.. For example: How you sit during an interview automatically reflects your body language. If they are indicating closed body language like closed arms, bent shoulders, shaking legs, etc., they might be nervous, low in confidence, surrounded with anxiety, etc. Non-verbal communication is the most powerful communication to understand others’ thoughts and emotions. 


Here are Certain Categories Where Non-Verbal Communication are Briefed Up

  • Positive Body Language: Always carry a positive body language where you can carry your confidence for performing any task. This type of communication gives support to your verbal talks and makes you more open to any kind of jobs. 

  • Imitate non-verbal communication you find useful: Some facial expression or body language can be found helpful in an interview. If an interviewer has positively nodded his head, it gives a clear positive sign in a closed way, i.e. non-verbal communication.  


Written

It is the form of communication that involves writing, typing and printing symbols, letters, etc. It is used in Emails, chats, etc. which are the common techniques of using it in the workplace. Whereas it also furnishes a record of all docs in one place and keeps a systematic account of it.


Here Are Certain Categories Where Written Communication is Briefed Up

  • Aim for Simplicity: Any type of written communications should be in a simple format and clear. It helps audiences to understand and provides more transparency on information which you're providing. 

  • Reviewing: Whenever you're writing, always review your emails, letters or memos before sending it. Reviewing helps to find the mistakes or opportunities to present something distinct. 

  • Be Careful of Written Tone: Since this is not a mode of verbal or non-verbal communication, always be cautious and have a polite tone while writing.  

  • Keep the Written Files if You Find it Useful: If you received the memo or email which you’re finding helpful or interesting, you could save that template for further references to use it in future writing for improving your written communication.


Visual

Visualizing is a form of communication where one can use photographs, drawing charts and graphs to convey information through it. It helps in furnishing the right information through graphics and visuals during office presentation (along with verbal and written). 


Here are Certain Steps Which Help in Visual Communication Skills

  • Taking Advice Before Going with Visuals: Visual communication includes presentation or emails. Always ask for other’s advice if any mistake can be rectified. 

  • Targeting Audience: Always put those visuals in presentation or emails that can be understood by everyone quickly. If you are giving a presentation on any data or chart which is not familiar to the audience, you need to explain it clearly. There shouldn’t be any usage of offensive visuals.


Barriers in Communication

There are certain barriers which create hindrance in building up communication over the time period.  

  • Personal Barriers: Communication takes place between receiver and sender. It’s a two-way process which should be clear. In case message formation went wrong, it gives a wrong and unclear message to the recipient. The receiver might get the wrong perspective while receiving a message. Therefore the message should be written effortlessly.  

  • Systematic Barrier: If any machine or electronic errors occur by any means or in any unforeseen situation, it may affect the importance of communication.


Modes of Communication

There are various modes of communication where people can connect via different forms.

Social Communication: Social communication includes communicating and socialising with others for entertainment or to develop relationships with people. It consists of communication through Whatsapp, social platform and many other modes. 

Formal Communication: This is to build a strong formal communication setup between the employees and managers within the organisational structure. Organisations use official communication to pass the message to employees through emails, messages, conferences and meetings in a formal shape.  

Notification: It means giving notice or a warning to someone. It can be done through pamphlets or a written process to convey the messages via a social platform or home to home for specific reasons.


Flow of Communication

An organisation follows the five flow of communications: 

  • Downward Flow: In this, communication flows from the higher level to lower level, i.e. communication carried out by the head of the organisation to the subordinates like providing feedback, giving job instructions etc. 

  • Upward Flow: Communication which flows to the higher level of the organisation is upward communication. Subordinates use upward flow to transfer their grievances and performances to their seniors. 

  • Lateral/Horizontal Communication: It takes place where communication happens between the same level of the hierarchy that is communication between colleagues, managers or between any horizontally equivalent members of the organisation. It benefits employees to perform coordination among the tasks, time-saving, solving problems of employees of other departments or conflicts within the department. 

  • Diagonal Communication: Communication which takes place between the manager and employee of other work departments is known as diagonal communication. 

  • External Communication: Communication which takes place between the manager and external group likes vendors, suppliers, banks, financial institutions and many more. For example, the Managing Director would be meeting with the bank manager to get the bank loan or some other financial work. 

FAQ (Frequently Asked Questions)

1. What Are The Communication Styles?

Communication styles include:

  • Passive

  • Aggressive

  • Passive-aggressive

  • Assertive

2. Define The Process of Communication?

Process of the communication comprises five systems, i.e. a sender, the encoding of the message, selecting of a channel of communication, receipt of the message by the receiver and decoding of the message. 

3. What is The Most Important Part of Communication?

Feedback is a vital part of communication. It can only be successful when feedback is given properly. This fulfils the space of communication. 

4. What is Assertive Communication?

Assertive communication is known to execute positive and negative emotions in a direct form of expression. 

5. Name the Three C’s of Assertive Communication.

Given below are the C’s of assertive communication:

  • CONFIDENCE: Having confidence in terms of solving any problems.

  • CLEAR: Sending the clear message which is clear to understand to the audiences. 

  • CONTROLLED: Delivering information or message in a controlled or peaceful manner.