INTRODUCTION TO COMMUNICATION

Subject: Business Communication

(The Lesson is Up-dated and Converted into SIM Format By: Dr. Karam Pal)

Course: MBA

Course Code: CP 105

Lesson: 1

INTRODUCTION TO COMMUNICATION

Objective: The main objective of this lesson is to make the students learn on the subject matter of the business communication vis-?-vis its nature and importance.

Structure 1.1 Introductio n 1.2 The Concept of Communication 1.3 Significance of Communication 1.4 Nature of Business Communications: A Case Study 1.5 Summary 1.6 Key Words 1.7 Self Assessment Exercise 1.8 Suggested Readings

1.1 Introduction "You cannot not communicate". This statement is quite often misunderstood by many of us. We may be fussy about the grammar of this sentence and that is at the cost of the its spirit. It, in fact, this statement let us know that we cannot remain without commutation even if we feel as we have not communicated anything but still we have commutated everything. If you are like the majority of us, you spend more time in communicating than doing anything else. Probably you spend a hefty part of each day in one-to-one speaking, writing and

listening. When you are not talking or listening, you are presumably communicating in supplementary ways like - understanding, lettering, gesturing, and drawing. Or perhaps, you are just taking in information by seeing, feeling, or smelling. All of these activities are forms of communication and certainly you do them right through most of your time.

Obviously, such activity, which we are engrossed in so much, has to be significant. Perhaps, it is the most important of all our activities. It is easy to make out that communication is what has enabled us to develop the civilized society. It is one activity that we human beings clearly do better than the other creatures, and it basically explains our dominant role in this universe. Communication has enabled us to organize - to work in groups; and through organization, we have been able to overcome barriers to our existence that we could not have subjugated individually. But we need not discuss further how communication has contributed to our development as human beings. Its role is understandable to all of us. We have to articulate that communication is vital to our success and wellbeing in enlightened civilization.

1.2 The Concept of Communication The word communication has been derived from the Latin word 'communis' that means `common'. However, communication incorporates, besides commonality, the concepts of transfer, meaning and information. The communication can be defined as the process through which two or more persons come to exchange ideas and understanding among them.

The definition involves two aspects in communication:

2

First, there is something, which is transmitted, such as, facts, feelings, ideas, etc. It implies that there must be a receiver if communication is to occur. The sender of message must consider the receiver while structuring his message from a technical standpoint as well as in delivering it. When the receiver is not considered, there is either no response or there is wrong response.

Second, the definition emphasizes the understanding element in the communication. Sharing of understanding would be possible only when the person, to whom the message is meant, understands it in the same sense in which the sender of the message wants him to understand. Thus, communication involves something more than mere transmission of the message or transmission and physical receipt thereof. The correct interpretation of the message is important from the point of view of organizational efficiency. As such, the greater the degree of understanding present in the communication, the more the likelihood that human action will proceed in the direction of accomplishment of goals.

How do we define communication? "Communication is something so simple and difficult that we can never put it in simple words," says T.S. Mathews.

But we do need a definition to understand the term. In his book Communication in Business, Peter Little defines communication as follows:

"Communication is the process by which information is transmitted between individuals and / or organizations so that an understanding response results."

3

Another very simple definition of 'communication' has been provided by W.H. Newman and C.F. Summer Jr:

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

'Information' is the key word in the first definition communication consists in transmitting 'information'. But this definition does not indicate the objects about which information is to be transmitted. This is precisely what is being done in the second definition. Communication transmits information not only about tangible facts and determinable ideas and opinions but also about emotions. When a communicator passes on or transmits some information, he may also, either deliberately or unconsciously, be communicating his attitude or the frame of his mind. And sometimes the latter may be more relevant to the reality that is being communicated. Often we may have come across words of high praise spoken in a scoffing tone. In such a case, the words signify nothing and the tone is the real thing. Similarly, high-sounding expressions of bravery may be only a mask to conceal a person's timidity and cowardice that may be betrayed by his facial expressions. The following definition offered by William Scott appear comprehensive and particularly satisfying to the students of 'business communication' since it touches all aspects of the communication process: "Managerial communication is a process which involves the transmission and accurate replication of ideas ensured by feedback for the purpose of eliciting actions which will accomplish organizational goals."

This definition highlights four imperative points:

4

1. The process of communication involves the communication of ideas.

2. The ideas should be accurately replicated (reproduced) in the receiver's mind, i.e., the receiver should get exactly the same ideas as were transmitted. If the process of communication is perfect, there will be no dilution, exaggeration, or distortion of the ideas.

3. The transmitter is assured of the accurate replication of the ideas by feedback, i.e., by the receiver's response, which is communicated, back to the transmitter. Here it is suggested that communication is a two way process including transmission of feedback.

4. The purpose of all communication is to elicit action.

It is a fairly comprehensive definition and covers almost all aspects of communication. But two comments can be made on it: 1. The concept of ideas should be adequately enlarged to include

emotions also. 2. Even in administrative communication, the purpose may not

always be to elicit action. Seeking information or persuading others to a certain point of view can be equally important objectives of communication.

1.3 Significance of Communication

Just as communication is vital to our existence in civilized society, it is essential to the functioning of the organizations our society has produced. In fact, we could go so far as to say that organizations exist through communication; without communication, there would be no organizations. As Herbert Simon expresses it. "Without communication

5

 ................
................

In order to avoid copyright disputes, this page is only a partial summary.

Google Online Preview   Download