Communication can be analyzed as sending information from one party to another party or many parties, receiving information, understanding information and distributing them
Communication is important for business activities in the following ways.
Examples
• To exchange ideas between relevant parties in business transactions
• To maintain employer-employee relationship
• To promote marketing activities
• To manage human and physical resources well
The communication process can be shown in a diagram as follows
The following are the elements of a communication process
• Sender
• Message
• Mode
• Receiver
• Response
• Feedback
Characteristics of effective communication can be listed as follows
• Accuracy
• Conciseness
• Completeness
• Clarity
• Courtesy
• Concreteness
• Consideration
• Cost effectiveness
• Speed
The following facts should be taken into consideration when preparing a message
• Nature of the message
• Ability for receiver to understand
• Completeness
• Conciseness
• Accuracy
• Concreteness
• Courtesy
The following methods are used for communication
• Verbal method
• Written method
• Signals and symbols
The following are examples of the ways communication takes place through different methods of communication
The external and internal communication methods that a business institution uses can be listed as follows.
Internal
• Notice board
• Meetings
• Intercom
• Circulars
• Letters
• Memos
• Reports
External
• Telephones
• External letters
• External notices
• Posters
• Banners
• Gazettes
• News papers
• Television
• Fax
Some of the modern electronic communication methods can be explained as follows
Internet A computer network which covers a wide range or a computer network established interna- tionally. Here the information inserted from different places can be obtained using personal computers
Electronic mail The exchange of messages from a computer to a computer through the internet is called electronic mail. Notes and long documents too can be sent through electronic mail by typing the e-mail number of the receiver of the message using a modem or a terminal connected to a personal computer.
Intranet A creation of wide relationships inside a firm through Internet based on web technology and internet standards. Based on the internet this institutional network facilitates one to approach the data which are in the business institute.
Voice mail According to this work system, the message given by the sender verbally over the phone is reflected through networks and stores in a disk or records it in order to obtain same later.
Fax machines This is a type of electronic equipment which can quickly send documents including letters and pictures through an ordinary telephone system. In the fax system, the fax machine which sends the message reflects photo copies of relevant documents through digital technology to the fax machine which receives it.
Intercom A personal telephone network prepared in the institution by using a telephone network in order to exchange information within the institution
There are barriers such as the following to effective communication
• Lack of knowledge of the use of new technological methods
• External barriers involved in the use of communicating tools
• Using out dated communicating methods
• Barriers along the path of communication flow
• Weakness of communication plans
• Language problems, knowledge, attitudes etc
. • Steps should be taken to overcome the barriers to communication
• There are advantages and limitations in communication
Written communication –
Advantages
• Ability to present information with greater details
• Ability to prove that information was communicated and received
• Ability to communicate data, notes, tables etc., easily
Limitations
• Problems in understanding information
• Difficulty in communicating information when reading ability is weak
• Information getting distorted when communicating
Verbal communication
Advantages
• Ability to present a problem with more details after discussing it.
• Meeting both the sender and the receiver
• Ability to present information more quickly and confidentially.
Limitations
• Arising out of language problems
• Problems of exchanging information with parties who are verbally weak
• Inability to prove that information was communicated
Communication with signals and symbols
Advantages.
• Ability to present information briefly and clearly.
• Higher level of accuracy of information.
• Ability to understand information easily.
Limitations.
• Problems in exchanging information with parties who have problems and weaknesses in eye
sight.
• Barriers involved in communicating information through distortion of signals and symbols.
• Difficulty in understanding certain signals and symbols.
