WHAT IS COMMUNICATION?

Introduction

Every aspect of human activity is affected by communication. Corporate communication means all interaction that facilitates the marketing of an item, service or association. Messages are conveyed in business communication through various channels, including the Internet, print (publishing), television, TV, outdoors and words of mouth.

Communication is a system of speech, interpretation and listening (Banerji and Dayal, 2005). The social aspect of interaction was also emphasized. Likewise. Gerbner also define “social interaction by entries.” communication is Communication which takes part in and shapes the substance of the organizational structure on the basis of social life is a mechanism aimed at maintaining good ties between organizational classes.

Communication is widely accepted as an organization life by academics and scholars, because communication is necessary in order to exchange information, exchange opinions, make plans and proposals, come to terms with the agreement, make decisions, send and carry out orders and sell (Blalock, 2005; Alyssa, 2006; Kotler, 2006; among other things). Once contact ceases, hierarchical action begins, and an organisation resorts to independent uncoordinated operations. In an organisation, contact is as vital as life’s water.  According to Kotler (2006), communication is the medium by which companies try–directly or indirectly–to inform, convince and remind consumers of products and brands they are vending.. Communication, in a way, reflects the “tone” of the company and it is a medium to communicate with customers and to establish relationships.

Informal channels like grapevines or formal channel channels, such as proceedings or official meetings, can communicate (Johnson et al., 1994; Goldhaber, 1993; Vroom, 1964; Rauschenberg, 1988). Efficient communications are seen as an essential component of the organizational environment that should inform workers of the challenges of industry, what is taking place at work, and the strategic purpose of the company.

Beyerlein et al. (2003) says that management is responsible for aligning support systems with strategic design so that employees are able to communicate their needs and disappointments, because this keeps an organization working effectively and makes the best possible use of people who are a largest organization.

Communication Process
By process we mean that steps have to be taken and in a set/particular order to achieve a desired result/goal. These are the important elements of the communication process:

1. SENDER/ENCODER
The sender also known as the encoder decides on the message to be sent, the best/most effective way that it can be sent. All of this is done bearing the receiver in mind. In a word, it is his/her job to conceptualize.

2. MEDIUM
   The medium is the immediate form which a message takes. For example, a message may be communicated in the form of a letter, in the form of an email or face to face in the form of a speech.

   3. CHANNEL
   The channel is that which is responsible for the delivery of the chosen message form. For example post office, internet, radio.

3. RECEIVER
   The receiver or the decoder is responsible for extracting/decoding meaning from the message. The receiver is also responsible for providing feedback to the sender. In a word, it is his/her job to INTERPRET.
4. FEEDBACK
   This is important as it determines whether or not the decoder grasped the intended meaning and whether communication was successful.

6. NOISE (also called interference)

This is any factor that inhibits the conveyance of a message. That is, anything that gets in the way of the message being accurately received, interpreted and responded to. Noise may be internal or external. A student worrying about an incomplete assignment may not be attentive in class (internal noise) or the sounds of heavy rain on a galvanized roof may inhibit the reading of a storybook to second graders (external noise). The communication process is dynamic, continuous, irreversible, and contextual. It is not possible to participate in any element of the process without acknowledging the existence and functioning of the other elements.

7. CONTEXT

Communication does not take place in a vacuum. The context of any communication act is the environment surrounding it. This includes, among other things, place, time, event, and attitudes of sender and receiver. Communication is a multi-step process with different elements involved in the transmission of verbal and non verbal symbols.

The elements involved in communication process are: sender, Perception/Interpretation, encoding, Message, channel, Decoding, Receive, Feedback and Noise.

Communication takes the following forms in an organization; giving instructions, giving and receiving information, exchanging ideas, announcing plans or strategies comparing actual results against a plan, laying down rules or procedures description, organizational chart, etc.

COMMUNICATION TYPES

Communication has been shown to be the process by which people at work in organizations transmit information to one another and interpret its meaning. It is of three types; written, verbal and non verbal.

Written Communication

This is made up of all messages sent in written form. They include: memorandum, letters, reports, handbooks, forms, notice board, house journals/bulletins/newsletters, charts, films and slides, policy manual (computers), etc. These serve as records and references, widespread dissemination of information that may concern a number of people.

Verbal Communication

This refers to communication through spoken words. This may be face to face meeting of two people, or manager addressing a large audience. This is carried out in formal meetings, interviews, informal contacts, staff forum, the grapevine telephone, etc. These save time and achieve better understanding.

Non-Verbal communication

This is a kind of communication using gestures, facial expression, behaviours and body movements to send message. When management’s fine words and complex regulations are seen to be inconsistent with mangers actual behaviours and actions towards their employees, the true message are communicated even more emphatically-managers will be seen as hypocrites who say one thing but do another.

Effect of Communication on business organization

An effective communication in a business organization helps in all aspects of dealings with the human factors in recruitment. The role of communication in the development and functioning of growth structure deserves attention because business is dependent not only upon the contribution of individuals’ members but also upon the co-operation and team work that exist among them.

According to another definition (Bevan and Bailey, 1991) internal communication is such a process, in which an organization shares its information, builds commitments and manages the changes. As the main factor in the motivation and performance of staff, communication plays an important part in the competitiveness of the organization.

In the practice of organizations internal communication is understood as part of the leadership function. Internal communication as a field of the work of the organization is made and changed in the work connection among the members of the organization.

Communication is the base to the functioning of organizations. Communication processes play a part in maintaining and developing organizations.  Organizational communication is organized as the hierarchy of the organization; it is regarded as its interactional expression. The efficient management of the internal processes of an organization is an essential factor in the competition. It is important that all the departments and staff be informed in time and in the right manner about what they should know for the efficient work. The improvement of the inner working efficiency means savings and it makes a profit.  A company can be well characterized by the development of its internal communication. The way the communication channels are designed gives a picture of the company culture.

Organizational internal communication according to Scott Cutlip’s (1985) definition should identify, create and maintain mutually beneficial connection between the organization and its staff whom its success and failure depends on.

REFERENCES

McCroskey, J. C., & Richmond, V. P. (1997),Communication in educational organizations. Acton, MA: Tapestry Press.

McCroskey, J. C. (2001). An introduction to rhetorical communication. (8th ed.). Needham Heights, MA: Allyn and Bacon.