Communication in Organisation Essay Example

a receiver. The message is encoded (converted to symbolic form) and is passed by way of some medium (channel) to the receiver, who retranslates (decodes) the message initiated by the sender.The result is transference of meaning from one person to another. This model is made up of seven parts:

• The communication source.
• Encoding.
• The message.
• The channel.
• Decoding.
• The receiver,
• Feedback

The source initiates a message by encoding a thought. Four conditions have been described that affect the encoded message: skills, attitudes, knowledge, and the social-cultural system.

The messages given in any form say speaking or writing is a Communication when someone is speaking the speech is the message. If it is written message and if is painted the picture gives the message.Likewise if one gesture with arms and face may also give a message our messages are affected by the code of Symbols we use to transfer meaning to communicate these messages decisions are taken by the intended which codes and symbol are to be used. The channel is the medium through which the message travels . It is selected by the source, who must determine which channel is formal and which one is informal. Formal channels are established by the organization and transmit messages that pertain to the job-related activities of members.

They traditionally follow the authority network within the organization. Other forms of message, such as personal or social, follow the informal channels in the organization. The receiver is the object to whom the message is directed . But before the message can be received, the symbols in it must be translated into a form that can be understood by the receiver .

This is the

decoding of the message. Just as the encoder was limited by his or her skills, attitudes, knowledge, and social cultural system, the receiver is equally restricted.Just as the source must be skillful in writing or speaking, the receiver must be skillful in reading or listening and both must be able to reason . One’s knowledge, attitudes and cultural back ground influence one’s ability to receive, just as they do the ability to send. The final link in the communication process is a feedback loop. If a communication source decodes the message that he encodes, if the message that he encodes, if the message is put back into his system, we have feedback.

Feedback is the check on how successful we have been in transferring our messages as originally intended .It determines whether or not understanding has been achieved. Communication in an organization can be for the following reasons:

• For motivation and employee morale: Communication is also a basic tool for motivation, which can improve morale of the employees in an organization. Inappropriate or faulty communication among employees or between manager and his subordinates is the major cause of conflict and low morale at work. Manager should clarify to employees about what is to be done, how well are they doing and what can be done for better performance to improve their motivation.He can prepare a written statement, clearly outlining the relationship between company objectives and personal objectives and integrating the interest of the two.
• For increase productivity: With effective communication, you can maintain a good human relation in the organization and by encouraging ideas or suggestions from employees or workers and implementing them whenever possible, you
  

can also increase production at low cost.

So, written communication or message should be clear, purposeful and concise with correct words, to avoid any misinterpretation of your message.Written communications provides a permanent record for future use and it also gives an opportunity to employees to put up their comments or suggestions in writing.

PROCESS OF COMMUNICATION

Communication is a word of Latin origin; it means sharing of information or intelligence. The most common medium of communication is language. While speaking we often resort to physical gestures. We wave our hands, shrug our shoulders, smile and nod to reinforce what we say.

Besides, there are several other means of communication available to us.We use non-linguistic symbols such as traffic lights, roads signs, railway signals to convey information relating to the movement of vehicles and trains. We also use telegraphic code for quick transmission of messages and secret codes for communicating defense and other highly confidential information. For communicational these codes are valid in their special frames of reference. But it is linguistic communication with which this article is concerned. Communication is a process, the main components of

which are sender, message, channel, receiver and response.

The first thing to note is that in every communication situation there are two parties, sender and a receiver, who interact within a common frame of reference. Without a common background purpose and interest there can be no effective communication. An important factor in the communication process is the existence of cooperation between the sender and the receiver. If you speak to a person who is totally lost in his thoughts or use a language he does not understand, no communication will take place. Communication, in fact, is a social function and each community develops a common medium for the purpose. The medium may consist of a language or code a set of symbols which stand for certain ideas, feelings, notions, things, etc.

To encode a message, relevant symbols are selected and arranged into a pattern to convey meaning. The choice of the channel and the type of symbols is determined by the situation. When addressing a conference of research workers a scientist uses technical language. He speaks distinctly and makes suitable gestures to drive home his points.

On the other hand, when he talks to his wife and children he uses simple everyday language and speaks in an informal manner. When the sender transmits a message he expects a response. The response may be immediate or deferred, favorable or unfavorable. He may, for instance, send a letter of congratulations to a friend on his success in an examination and receive an immediately reply. On another occasion an application for leave may not be granted.

But for this reason it has not ceased to be a communication, only it has produced

the desired response. ?The sender is naturally interested in knowing how his message has been received. The observation of the receiver’s response is called feedback.Immediate feedback is possible only in face to face interaction or telephonic conversation.

Such communication has one significant advantage. The sender can promptly adjust the tenor of his communication. But oral communication by its very nature is of limited use.