Principles of communicatiions

Smt. N. C. Gandhi & B.V. Gandhi
Mahila Arts & Commerce College

PRINCIPLES OF
COMMUNICATION
By
Manisha Vaghela

BMS – 1st Year , Semester -1

Roll No. 35

Date –1st July 2010

Guided By – Mr. Pradeep Gohil
vaghela_manisha13@yahoo.com By: Manisha Vaghela 1

PRINCIPALS OF COMMUNICATION

Flow of Presentation
• Introduction
• Meaning and Definition
• Example
• Process of Communication
• Method of Communication
• Types of Communication
• Features of Communication
• Principles of Communication
• Principles of Effective Communication
• Conclusion
• Review of the topic
• Bibliography

vaghela_manisha13@y By: Manisha Vaghela 2
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INTRODUCTION
Communication is the passing of
information. Communication is necessary for
better performance of job. A manager works
through the co-operation of others. Therefore,
he should communicate the policies, plans,
programmes of management to the workers.
Communication ends only when it reaches
the decision. Communication is also a part of
the function of management.

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PRINCIPAL OF COMMUNICATION

Continue….
The term „communication‟ is derived from the
Latin word „communis‟ which means common.
Thus , information common to a person should
be communicated to him. Latterly ,
communication means to inform , to tell , to
show or to spread information. It creates
confidence among human beings and enhances
good industrial relation.

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MEANING
Communication is a process though which
an Information idea or opinion is transferred to
more number of persons . If information is
communicated to only one person , it will also be
termed as communication. But , the essential
element of communi-cation is that the
communicated information should be understood
correctly and transferred in the right direction.

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MEANING

Communication is a two-way process of
giving and receiving information through any
number of channels. Whether one is
speaking informally to a colleague, addressing
a conference or meeting, writing a newsletter
article or formal report.

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DEFINATION
• A number of definitions have been given to
the term “communication”. A few important
once are:
1) In simple word:-
“Communication means exchanging
information among individuals working in any
organization.”

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2) Newman & Summer:-
hold that," Communication is an exchange of
facts, ideas, opinions or emotions by two or more
persons.”

3) Louis A. Allen:-
“Communication is the sum of all the things,
one person dose when he wants to create
understanding in the mind of another. It involves a
systematic and continues process of telling,
listening and understanding.”
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4)Koontz O'Donnell:-
“ Communication is an intercourse by
words, letters, symbols or messages and
is a way that one organisation member
shares meaning and understanding with
another.”
5)William Scott :-
“Communication is a process which
involves the transmission & accurate
replication of ideas ensured by a feed
back for the purposes of eliciting actions
which will accomplish organisational
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6) Hudson:-
“Communication in its simplest form is
conveying of information from one person to
another.”
7)Elliott Jacques:-
“The sum total of directly and indirectly ,
consciously & unconsciously transmitted feeling,
attitudes and wishes”.
8)Fred G. Meyer:-
“The act of making one‟s ideas and
opinions known to other.”
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9) Haimann:-
“Communication means the process of
passing information and understanding from one
person to another. Communication ,fundamental
and vital to all managerial functions, is the
process of imparting ideas and making oneself
understand by others.”
10) The American society of training directors:-
“Communication is the interchange of
thoughts or information in order to establish
better human relations , mutual understanding or
trust.”
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EXAMPLE
• When a baby sees its mother‟s face for the first
time, communication happens.

• When a someone steps out onto a beach in Go &
the air touches his nose & the smell of the ocean
comes into his mind, communication happens.

• When the Indian Parliament passes, & the
President signs, a new bill to curb monopolies in
the market, communication happens.

• When a computer in Delhi calls up a computer in
Tokyo & Transmits a massage, communication
happens
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People remember

• 10% of what they read
• 20% of what they hear
• 30% of what they see
• 40% of what they hear and see
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COMMUNICATION OF PROCESS
Sender Message Decoding

Encoding Channel/ Receiver
Medium

Feedback Response

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MATHOD OF COMMUNICATION

ORAL WRITTEN VISUL AUDIO SILENCE
AUDIO
VISUL

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TYPES OF COMMUNICATION

Formal Informal Written Oral
Communication Communication Communication Communication

Downward Horizontal
Upward
Communication Communication
Communication

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FEATURES OF
COMMUNICATION
1)Goal oriented activity:-
It‟s aim is not to convey or receive information only.
Rather,It‟s purpose is to realise the basic objectives of
the business unit.
Communication is indispensable for realisation of
objectives.

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2)Two way process:- PRINCIPAL OF COMMUNICATION

Communication is a two-way process. It includes the
acts of giving & receiving information both. The top
officials do not just issue instructions or orders to their
subordinates, rather they also receive & try to
understand the information that the subordinates supply
in turn. That communication is a two-way process means
also that the manager, after issuing orders,try to know
the reactions of the subordinates and also whether they
have full understood the orders or not.
3) Perpetual process:-
Communication is a perpetual process. The
exchange of views & opinions goes on continuously
among the employees of a business enterprise.
Communication begins as a business is launched & if
ends only when the businessVaghela
vaghela_manisha13@y By: Manisha
is wound up. 18
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4)Internal process:- PRINCIPAL OF COMMUNICATION

Communication is internal to the organisation in the
sense that it is confined to only members to the
organisation who use it. Advertisements in the
newspaper intended for the customers are not included
in the concept of communication. But when a manager
asks his accountant to prepare some statement, it is a
part of communication.

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5)Administrative process:-
Communication is administrative in character. In
ordinary life, a letter or an advertisement is treated as a
means of communication. But in business the word
communication refers to administrative or managerial
communication only. Through communication the
problems of management are solved.
6) Human process:-
Communication is a kind of human process. It is
effected between two human beings.The
intercom,telephon, and radio are merely physical
instruments which help human beings communicate with
one another.

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7)All pervasive:-
Communication is an all pervasive process in the
sense that communication can be among the persons in
the same level of management or among the persons in
different levels of management.

TOP
MANAGING
DIRECTER
MIDAL
Marketing Finance Production
Manager Manager Manager

BOTTOM

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Principles of Communication
1. People like to communicate with those they
believe can help them achieve their aims,
enhance their status , satisfy their needs, or
contribute to their security.

2. People avoid communicating with those they
think cannot help them, might hinder them, or
endanger them.

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3. Where there is acclimate of confidence
between two individuals, the power of
communication will be enhanced.

4. Communication will be colored by the
expectation of the two parties.

5. The realization of interdependence between
the two parties will improve the quality of
communication.

6. Credit or rewards for initiating
communication will stimulate its continuance.
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7. Understanding of organization
relationships can contribute both to
quantity and quality of communications.

8. Upward communication can be
strengthened by the support of fellow
employees.

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PRINCIPAL OF
COMMUNICATION
Know your audience.
Know your purpose.
Know your topic.
Anticipate objections.
Present a rounded picture.
Achieve credibility with your audience.
Follow through on what you say.
Communicate a little at a time.
Present information in several ways.
Develop a practical, useful way to get feedback.
Use multiple communication techniques
vaghela_manisha13@y 25
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PRINCIPLE OF EFFECTIVE
COMMUNICATION
• Simple Language :
– The language used in communication should
be simple and easy understandable. simple
language means using familiar words.

• No ambiguity :
– The communicator should be cleared in his
mind about the objective of his
communication and their should not be any
ambiguity.
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• Proper medium of communication:
– There are different media for passing of
communication.
– The communicator should select the proper
medium by considering such factors as the
nature of matter to be communicated urgency
of communication, distance between the
communicator and the recipient of
communication, etc.
• Adequacy of information :
– In order to make communication effective ,
one more condition to be fulfilled is that is
should be adequate and complete in all
respects.
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• Right climate in the organization:
– their should not be any communication
barriers in the business corner.
– the organization structure of the unit
concatenating of physical settings and human
setting must facilitate the process of
communication.

• Training to the communicators:
– Proper training should be given to the
communicators in the communication skills
this helps in interesting the effectiveness of
communication considerable
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• Purpose of communication: PRINCIPAL OF COMMUNICATION

– The basic purpose of any communication is to elicit a
behaviourial response from the receiver.
– The next stage is that the order should be accepted by
the subordinate.
– So , the sender or communicator must make efforts to
achieve the objective of this response.

• Physical Human Setting:
– Physical setting refers to the person to whom the
message is communicated.
– The receiving person may be an individual, concerned
department personnel for organizational as a whole.
– Human settings refers to the circumstances under
which the message is communi-cated.
– So ,the communicator or the sender should bear in
mind the circumstances and the receiving persons
while communicating the massage.
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• Consultation:-
─ It is necessary to seek the participation of others in
planning a communication.

─ It helps the sender to get additional insight into &
objectivity of the message. Moreover, those who
participate & help communication planning will give
active support to you.

• Content of Message:-
─ The communicator should decide his tone of voice with
reference to the content of the message.

─ Sometimes, the communicator may make his voice loud
or shrill in order to make the communication effective.
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• Follow-up action:-
– Follow up action is necessary to find out whether the
receiver has understood the message correctly.
– The receiver may take some action after receiving the
message. The sender should know the type of action
taken by the receiver.

• Time & opportunity:-
– The sender should consider the interest & needs of
the receiver of message.
– It helps him to find out the correct time when the
message is to be communicated.
– In this way, the sender uses the opportunity to convey
the message for enduring & immediate benefits to the
receiver.
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• Training to the communicators:-

– Proper training is essential to the communicators to
develop their communication skills.
– This helps in increasing the effectiveness of
communication considerably.

• Action support communication:-

– The actions or attitudes of the sender should support
the message. For example, the sender may raise his
hand to convey the message of „ stop the work‟.
– So, the actions of the sender should not contradict his
words or message.
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• Personnel co-operation:-
– Co-operation of the personnel is necessary to make
effective communication.
– The communication results in strengthening the
business concern through the co-operation of
managerial personnel.
• Listening:-
– Listening is one of the most important tasks of the
sender.
– Here, listening refers to the reactions of the receiver.
– The sender must learn to listen with the inner ear.
– The sender can gather useful information through
listening for further communication.
– So, the sender should stop talking, because without
vaghela_manisha13@y
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stopping the talking,Manisha cannot listen.
By:
one Vaghela 33


Conclusion
Communication helps in achieving co-
ordination , in smooth running of the enterprise ,
in increasing managerial efficiency , in decision
–making , in maintaining industrial peace , in the
recruitment process.
It also helps employers to perform effectively
, to acquaint themselves with evolution and
personal satisfy.
In addition ,it helps in projecting the image of
the company and helps the manager in
performing his function.
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Review of the topic
• Introduction
• Meaning and Definition
• Example
• Communication of Process
• Method of Communication
• Types of Communication
• Features of Communication
• Principles of Communication
• Principles of Effective Communication
• Conclusion

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BIBLIOGRAPHY
• Business organization and management
– Prin. T.J.Rana
– Prof. Jyoti D. Shah
• Sudhir Prakashan, Ahemdabad.
• Business communication and organization &
management
– Rohini Aggarawal
• Rohit law house ,Rajkot.
• Business organization and management
– C.R.Basu
• Tata McGrow Hill Publishing company Ltd.,
New Delhi
• Technical Communication Principles and Practices
– Meenakshi Raman
– Sangeeta Sharma
• Publishan
vaghela_manisha13@y India by Oxford uni. Press
By: Manisha Vaghela 36
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• Business communication
– U.S.Rai
– S.M.Rai
• Himalaya Publishing House. Mumbai ,Delhi , Nagpur
• Essential of management
– R.N. Reddy
– R.C. Tripathi
– H.R. Appannaias
• Principles of Management
– T. Ramasamy

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Principles of communicatiions

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