Shaik Shaheen Taj
MA., MPhil., (PhD).,
Asst.Prof.in English, NIST.
Communication Skills
Meaning of Communication: Redfield defines, “Communication is the broad field of human interchange of facts and opinions”. Communication stems from the desire to express oneself. Communication is the process by which meanings, facts, ideas, opinions or emotions are exchanged with other people. The word ‘communicate’ is derived from the Latin word ‘Communicare’ which means to ‘share’ or ‘participate’. Through speech or writing or exchange of common set of symbols information is shared. Communication is first and foremost, a social activity. Man as a social animal has to communicate, hence communication is important to every human being. Communication is the ‘modus operandi’ of social and commercial intercourse. It is the lifeblood of any group or organization. Communication connects individuals and business entities. It is through communication that the information, ideas, attitudes or emotions in business and work situation exchanged from person to person and from group to group. As Sir John Harvey-Jones says, communication is the single most essential skill.
Evolution of Communication: The art of communication has passed through a fascinating journey spread across many centuries and civilizations. Much before they learnt to speak, human beings had learnt to express themselves through sounds, gestures and actions. Later they learnt to use symbols and pictures to convey messages. Early writings were on leaves and stones. The invention of printing revolutionized the process of communication. Finally the emergence of new media added new dimensions to the world of communication.
Objectives of Communication: Communication has many objectives depending upon the group and context. It is goal-oriented. The dominant objective of communication is, to inform, to educate, to train, to motivate, to integrate, to promote, to entertain and to facilitate decision-making. The activities of any organization require both people within and people outside to act, interact, reach share, exchange and get across to each other so that specific objectives are accomplished in an effective manner.
The first and foremost objective of any communication is to inform. This objective covers a wide range of areas, both internal and external. Another objective of communication in an organization is to educate. This is done through product literature, publicity, presentations and demonstrations. To achieve proficiency in specific skills business organizations train the people. Training sessions involve teaching, instruction, demonstration, practice and discussion. To pursue goals and to achieve higher levels of performance people in business organization are motivated. Talks, lectures, films, meetings, workshops and non-verbal messages are the means to motivate people. Communication provides the means for an integrated approach in pursuing organizational goals. Communication binds people working for a common objective and helps team-building. The success of any business organization depends upon good business relationships. Communication provides the means for building and nurturing mutually beneficial relationships. Promotion is a must for any organization to fully achieve its objectives. Communication constitutes the basic plank on which promotional strategies are built. Communication facilitates entertainment. It facilitates social bond and brings in lighter moments that help in releasing tension and getting rid of negative feeling. Decision making constitutes an important function for any business organization. Communication both oral and written facilitates decision-making in any business organization.
Process of Communication
Communication is a process involving stimulus and response. It flows through six distinct steps. It is not complete till the message sent by the sender is properly understood by the receiver. Feedback is an important aspect of communication, especially in the organizational context. The communication process involves three elements – Sender, Receiver and the Message. The process of communication begins with a sender, the person who transmits a message. First of all the message is initiated. Sender picks up the idea and encodes it for proper understanding. The encoded message is then transmitted through the chosen medium or channel. Receiver receives the message and decodes it. The decoded message is used or acted upon. As a final step, feedback on use or action is sent back to the sender.
Thus the starting point of any communication is the existence of a message. The process of communication starts with a purpose. The sender gives shape to the idea he wants to communicate. The next step is the encoding of the idea. It involves choosing the right words, expressions, phrases, charts and pictures in order to facilitate complete and clear expression of the idea. The encoded message is now ready to travel, the sender has to select the medium or the communication channel – Oral, Written, Visual, Audio-Visual, Electronic or a combination of any of these. The choice of channel or medium (written or oral) is influenced by inter relationships between the sender and the receiver; it also depends upon the urgency of the message. If message requires an immediate answer, an oral channel is better and if the message contains complicated details and figures or if its subject requires filing for future, a written communication is necessary. The transmission is complete when the message reaches the receiver. If the receiver does not respond to the message, the idea fails to reach its destination. If the receiver decodes the message and accepts it, then the sender’s efforts are fulfilled. The quality of feedback
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