OC-132 BUSINESS ORGANISATION AND MANAGEMENT CHAPTER-14 COMMUNICATION AND CO-ORDINATION

 

BCOC-132 BUSINESS ORGANISATION AND MANAGEMENT CHAPTER-14 COMMUNICATION AND CO-ORDINATION

NATURE AND CHARECTERISTICS OF COMMUNICATION

Communication means transmission of messages or exchange of ideas , facts opinion or feeling between two or more persons .

1. Cooperative process:-involves activates participation both sender and receiver

2. Tow - way traffic:- requires effective conveying and listening mutual

   understanding

3. Response significance:- the receiver’s response Is crucial, indicating the impact

   of the message

4. Diverse forms:- messages can be verbal, written , through signs, gesture or

   symbols

5. Common purpose:- aims to create unity of purpose through the exchange of

   facts, ideas or emotions

6. Continues process:- integral to ongoing operations, planning and policy -making

   in management

7. Vertical and horizontal Clows:- communication occurs both vertically and

   horizontally in organizational settings

PROCESS OF COMMUNICATION

1. Clear perception:- communication begins with a clear understanding of ideas or

   problem

2. Participation:- involves securing the participation of others re?ining ideas and

   creating positive climate

3. Message transmission:- involves deciding what , when and how to communicate

   , including encoding and selecting medium

4. Motivating the receiver:- the message must inspire the receiver to act as

   desired by the sender

5. Evaluation of effectiveness:- after transmission, assessing the impact of

   communication determines positive response

ELEMENTS OF COMMUNICATION PROCESS
• Elements of communication process:- includes the communicator, encoding,

message , medium , decoding ,receiver and feedback
• Feedback importance:- crucial for conforming understanding and minimizing

differences between sender’s intention and receiver’s interpretation CHANNELS OF COMMUNICATION
Based on relationships:-

1. Formal communication:-

• Governed by organizational relationships established formally
• Involves official messages such as orders and instructions
• Follows lines of communication corresponding to the chain of command

2. Informal communication:-

• Occurs on the basis of social relations

• Does not follow official channels known as “grapevine”
• Originates from natural human desire to communicate can be personal or related

to organizational matters

Base on direction of Clow:
1. Vertical communication:-

• Between superior and subordinate positions

• Divided into downward( from higher to lower levels) and upward(from

  lower to higher levels) communication

• Involves transmissions of orders, policies, procedures and feedback

  2. Horizontal (lateral) communication:

• Direct interaction between individuals with equal ranks

• Facilitates coordination between different departments or individuals

  with similar positions

• Essential for interdependent activities

  3. Diagonal communication:-

• Exchange of information between positions at different levels and in different departments

• Occurs under special circumstances may not follow the usual hierarchical rotes

• Example:- communication between a Cost Accountant and Sales representatives

  Based on methods used :
  1. Verbal communication:

  • Orally transmitted messages
  • Effective for conveying ideas, feelings, and quick reactions
  • Useful in face-to-face contract, interview and joint consultation

  2. Written communication:- 3. Gestural communication:-

• Gesture , movements and physical expressions used to convey message effectively

• Add a personal touch and can complement verbal or written messages in presentations or meetings

  IMPORTANCE OF COMMUNICATION:

  1. Facilitate managerial functions :-
  • Necessary for planning, organizing , directing and controlling • Provides the basis for top management to develop plans and

  communication them to operational levels

  2. Enhances efCiciency in job performance :-

• Contributes to higher ef?iciency by ensuring understanding of ideas and

  instructions

• Establishes a direct relationship between effective communication and

  organizational efficiency

  3. Quality of decision:

• Quality of decisions depends on the information availability

• Effective communication positively influences the quality of information,

leading to better decisions

4. Delegation and decentralization:-
• Essential for delegation and decentralization authority in an organisation 

• Operating managers need clear to understand their limits of authority and

assigned tasks

5.Coordination of activities:

• Coordination requires horizontal and vertical communication flows 

• Ensures interdependent activities ae well coordinated

6.Moulding attitudes and building morale:

• Affects attitudes and contributes to employees morale
• Helps in removing misunderstanding and fostering harmonious labor-

management relations

BARRIERS OF EFFECTIVE COMMUNICATION:

• Multiplicity of organizational layers:- distortion , filtering , or absorption of messages can occur, especially with many hierarchical levels. Upward communication may disordered and downward may be filtered

• Language barrier

• Status barrier

• Physical distance

• Emotional and physical barrier

  PRINCIPLES OF COMMUNICATION:

1. System analysis:- problems or idea should be systematically analyzed to ensure

   clarity in communication

2. Purpose of determination:- communication language, means , and media

   should be determined by the purpose of each communication

3. Context consideration:- meaning and intention are conveyed not only by words

   but also by timing , physical setting an d organizational climates

4. Consultation:- consultation with others can provide additional insight and

   objective in planning communication

5. Content and overtone impact

6. Value to receiver

7. Encouraging feedback

8. Alignment with long term goals

9. Action speaks louder

10.Understanding and listening

HOW TO MAKE COMMUNICATION EFFECTIVE:

• Prioritize messages to avoid overload ensure focus on high priority content

• Provide feedback for better understanding, acceptance and action in response to

  the initial message

• Use appropriate language

• Listen carefully to verbal messages, avoid distractions and seeking clarification

  when it necessary

• Exercise restraint over emotions to prevent negative impact on message content

  and interruption

• Observe non-verbal signals to con?irm the alignment of action with the intended

message

• Foster mutual trust and openness, building a climate where suggestions and corrections are welcomed

COORDINTION

Coordination is making sure everyone in a group works together smoothly and efficiently to achieve shared goals. It involves organizing tasks , harmonizing efforts , and ensuring everyone is on the same page

OBJECTIVES OF COORDINATION:

1. Reconciliation of goals :- resolving con?licts arising from differences between organization and individual goals

2. Total accomplishment of goals:- ensuring that individual contributions lead to an overall achievement exceeding the sum of individual efforts

3. Harmonious relationships:- maintaining positive relationships between individual and the organization , fostering satisfaction and high morale

4. Economy and efficiency:- promoting efficiency by synchronizing activities and efforts, minimizing wastage of resources , saving time and expenses, and reducing delays in operations