" INTRODUCTION TO COMMUNICATION "

 INTRODUCTION TO COMMUNICATION –

-Communication is as old as human civilization. The common need for protection led to group life. 

-As group life developed, forms of communication also developed. Communication was in the forms of codes, indications, signals and expressions.

- Gradually with the increase in population, division of labour, exchange economy, etc., necessitated the development of language.

- In the present-day world, communication is vital need of every Step in any industrial or commercial activity. 

-The term communication has been derived from the Latin word, ‘communis’, which means common. 

-Literally, communication means, to tell, show, spread the information and inform. The term communication is used to signify the process of transferring ideas or receiving it by any meanssuch as word of mouth, telephone, telegram, letter, message, etc.

- Thus, communication stands for sharing of information, imparting or conveying ideas and knowledge. 

MEANING AND DEFINITION OF COMMUNICATION:

-The English word ‘communication’ is derived from the Latin communis, which means common sense. 

-The word communication means sharing the same ideas. In other words, the transmission and interaction of facts, ideas, opinions, feelings or attitudes. Communication is the essence of management.

- The basic function of management (planning, planning, staffing, supervision and management) cannot be done effectively without effective 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. 

 PROCESS OF COMMUNICATION :

The communication is a dynamic process that begins with the conceptualizing of ideas by the sender who then transmits the message through a channel to the receiver, who in turn gives the feedback in the form of some message or signal within the given time frame. Thus, there are Seven major elements of communication process: 

1. Sender:

The sender or the communicator is the person who initiates the conversation and has conceptualized the idea that he intends to convey it to others. 

 2. Encoding: 

The sender begins with the encoding process wherein he uses certain words or non-verbal methods such as symbols, signs, body gestures, etc. to translate the information into a message. The sender’s knowledge, skills, perception, background, competencies, etc. has a great impact on the success of the message.

 3. Message: 

Once the encoding is finished, the sender gets the message that he intends to convey. The message can be written, oral, symbolic or non-verbal such as body gestures, silence, sighs, sounds, etc. or any other signal that triggers the response of a receiver.

 4. Communication Channel:

The Sender chooses the medium through which he wants to convey his message to the recipient. It must be selected carefully in order to make the message effective and correctly interpreted by the recipient. The choice of medium depends on the interpersonal relationships between the sender and the receiver and also on the urgency of the message being sent. Oral, virtual, written, sound, gesture, etc. are some of the commonly used communication mediums.

 5. Receiver:

The receiver is the person for whom the message is intended or targeted. He tries to comprehend it in the best possible manner such that the communication objective is attained. The degree to which the receiver decodes the message depends on his knowledge of the subject matter, experience, trust and relationship with the sender. 

6. Decoding: 

Here, the receiver interprets the sender’s message and tries to understand it in the best possible manner. An effective communication occurs only if the receiver understands the message in exactly the same way as it was intended by the sender. 

7. Feedback: 

The Feedback is the final step of the process that ensures the receiver has received the message and interpreted it correctly as it was intended by the sender. It increases the effectiveness of the communication as it permits the sender to know the efficacy of his message. The response of the receiver can be verbal or non-verbal.

  IMPORTANCE OF COMMUNICATION :

Communication is the heart of any organization. Everything you do in the workplace from the results of communication. While developing your career you will get to know why communication is important. 

1. In the Organization: 

Communication plays a very important role in the management of any organization. As it is a tool for sharing thoughts, ideas, opinions and plans in various parts of an organization. Good communication is required not only in building relationships but also for a successful business. That is why communication is having tremendous importance in the organization. Communication helps to increase efficiency at the workplace.

 2. Importance for Individuals: 

Communication is important to express oneself. It also satisfies one's needs. One should have effective communication for advancement in the career. In your personal life, effective communication skills can smooth your way and your relationships with others by helping you to understand others, and to be understood.

 3. To Secure an Interview:

To secure yourself in the interview you should communicate confidently and clearly. Good communication skills would help you to get selected for the job.

 4. For Motivation: 

Communication is a basic tool for motivation. This can improve the morale of the people.

 5. To Increase Productivity:

With effective communication, you can maintain relationships. It helps to increase productivity.

 6. To Develop Professionalism in Students:

In the future students will become doctors and then they need to communicate effectively with their patients. They need empathy, friendliness in their profession for interacting with patients. In the future students will become political / business, entrepreneurs, and leaders, in all these fields they need to communicate effectively.

 7. To Increase the Quality of Being Friendly with Others: 

It is important to be friendly with others. Good communication builds strong friendships. It will give confidence. In this way, communication skills enhance the ability to understand and share the feelings of each other. It is important for making friendly relationships.

PRINCIPLES OF EFFECTIVE COMMUNICATION :

The chief purpose of communication is the exchange of ideas among various people working in the organisation. The process of communication should be helpful in an effective exchange of information. The remedies for the removal of barriers in communication also point towards effective communication. 

1. Principle of Clarity in Ideas: 

First of all, it should be clear in the mind of the sender as to what he wants to say. According to Terry the principle of effective communication is ‘first to fully inform oneself.’ The clearer the thought the more effective is the communication.

 2. Principle of Appropriate Language: 

According to this principle, the communication should always be in a simple language. Ideas should be clear and be devoid of any doubt. Technical words and words having various meanings should be used to the minimum. 

3. Principle of Attention:

The purpose of communication is that the receiver of information should clearly understand its meaning. It means merely transferring information is not communication and it is important that the receiver should understand it. This is possible only when the receiver takes interest in the message and listens to it attentively. 

4. Principle of Consistency:

According to this principle, communication system should maintain consistency in the objectives of the enterprise, its procedures and processes. It means communication should be in accordance with the policies laid down for it.

 5. Principle of Adequacy:

The information sent to the receiver should be sufficient and complete in every respect. Information more than the need or less than the need is harmful. In the context of business incomplete information is dangerous. The sufficiency of information depends on the ability of the receiver. If the receiver happens to be capable more information can be given with the help of a few words. On the contrary, in case of a less capable receiver more details are needed.

 6. Principle of Proper Time: 

The messages should reach the receiver whenever they are needed. Late messages are meaningless and the utility of communication is ended. Hence, the message should be sent before the actual need keeping in mind the time required for communication. 

7. Principle of Informality: 

Formal communication has a prominent place among the channels of communication but informal communication is not less important. There are some problems which cannot be solved with formal communication but informal communication does succeed in solving them. Therefore, informal communication should also be given recognition in the organisation. 

8. Principle of Feedback: 

It is essential for the sender of the message that he should know about the success of the message. It means that he should see whether the receiver has understood the message or not. Feedback is easily obtained in a face-to-face communication with the help of the facial reactions of the receiver. In the written communication the sender can get the feedback by using appropriate means. 

9. Principle of Integration: 

Communication should be able to introduce all the employees in the enterprise with its objectives so that all the employees move unitedly towards the goal. 

10. Principle of Consultation: 

The suggestions of all the persons concerned should be invited while making plans for communication. The obvious benefit of such a move will be that all those who are invited while making plans for communication and taken into confidence will contribute to the success of the communication system. Planning for communication aims at determining as to when, how and through what medium communication is to be done among people working at different levels. 

11. Principle of Flexibility: 

Communication system should be able to absorb the changes in the organisation. A communication system that cannot absorb changes according to the need becomes meaningless. 

12. Principle of Economy:

Communication system should not be unnecessarily costly. As far as possible unnecessary messages should be reduced to the minimum to make communication economical. No single employee should be burdened with the work of communication.

 13. Principle of Proper Medium: 

In order to make communication effective it is necessary not only to have clarity of ideas, consistency and completeness but also to make a proper choice of medium. For example- the managers should make use of oral communication for individual communication and written communication for policy matters.

 Effective communication means communication free from barriers. Though ideal communication free from all barriers is seldom achieved, communicators should acquire communication skills and enhance effectiveness of their communication