2.6: Communication

What is communication

Communication is the process of transferring information between parties. Managers play a crucial role in communicating with both internal and external stakeholders.
The purposes of communication include:
Instructing
Clarifying
Interpreting
Notifying
Warning
Receiving feedback
Reviewing
Informing

Effective communication is essential for business success. It ensures that employees understand their roles and expectations, and it allows managers to gather feedback and make informed decisions.
Ultimately, effective communication helps people better understand and control their work.

The term channel of communication refers to the method(s) through which communication takes place. For example, large retail businesses that want to announce an end of season sales promotion might choose to use television and/or newspaper advertising.

Formal communication refers to official channels of communication within an organization. It is directly related to work matters and can be categorized as:
Open channels: Information is not confidential and can be shared widely.
Restricted channels: Information is confidential and limited to specific individuals.
Informal communication, also known as grapevine communication, refers to unofficial and unstructured communication channels that exist among informal groups within an organization. These communications are not subject to organizational formalities and can occur naturally due to shared interests.
Informal communication can be:
Spoken
Written
Conveyed through body language or physical gestures

Verbal communication involves the use of spoken words to convey information. It is a common and effective form of communication in businesses, used for various purposes such as:
Giving instructions or information
Discussing problems in meetings
Conducting job interviews and appraisals
Delivering presentations
Having informal conversations
Advantages of verbal communication include:
Low cost
Quick feedback
Assessment of communication skills
Disadvantages of verbal communication include:
Lack of a permanent record
Potential for misinterpretation
Time-consuming nature of meetings and interviews

Written communication is the use of written words to convey information. It provides a permanent record and can be used for various purposes, including:
Letters: Formal documents used for internal and external communication.
Memoranda (Memos): Informal notes for internal communication.
Reports: Formal documents presenting research findings.
Notices: Announcements for a range of people.
Executive Summaries: Condensed versions of reports.
Abstracts: Summaries of reports without recommendations.
Research Proposals: Documents outlining research plans.
Advantages of written communication include:
Permanent record
Clear and detailed information
Can be used for confidential messages
Disadvantages of written communication include:
Time-consuming to produce
Potential for delays in response
Storage challenges

Visual communication uses visual stimuli to convey information or ideas. It can be more effective than words because:
It is easier to understand.
It is often cheaper to produce.
It caters to visual learners.
It can have a longer-lasting impact.
Types of visuals include:
Bar charts: Show frequencies and comparisons.
Pie charts: Express percentages.
Infographics: Combine text and graphics.
Line graphs: Show time-series data.
Histograms: Show historical data and trends.
Videos: Use moving images to communicate messages.

Non-verbal communication refers to any form of communication that doesn't involve spoken words. It includes electronic systems, written methods, and visual stimuli.
Examples of non-verbal communication include:
Electronic mail (email): A fast and efficient method for transmitting data electronically.
Videoconferencing: Allows for virtual meetings between people in different locations.
Mobile devices: Smartphones and tablets used for various communication purposes.
Advantages of non-verbal communication:
Speed and efficiency
Cost-effective
Global reach
Disadvantages of non-verbal communication:
Setup costs for technology
Security risks
Technical issues
Lack of personal touch in some cases

Barriers to communication are any factors that can hinder the effectiveness of communication. These barriers can limit or impede the transfer of information and can lead to various negative consequences for businesses.
Common barriers to communication include:
High costs: Insufficient funding for communication networks or training.
Technological breakdowns: Computer failures, viruses, or crashes.
Jargon: Use of technical language that is not understood by others.
Fear of technology: Resistance to using ICT for communication.
Geographical distance: Physical distance between sender and receiver.
Internal politics: Conflicts within the organization.
Poor presentation skills: Inability to effectively convey messages.
Negative body language: Unfriendly or off-putting gestures.
Inaccurately transmitted gossip: Informal communication can distort messages.
Physiological barriers: Hearing or sight impairments.
Cultural ignorance: Lack of understanding of different cultures.
Language proficiency: Limited language skills.
Consequences of poor communication include:
Low morale: Employees may feel undervalued and demotivated.
Errors and mistakes: Inefficient work leading to increased costs.
Loss of competitiveness: Reduced productivity and increased costs.
Lack of coordination and control: Difficulty in managing tasks and achieving objectives.