What Is Communication: Meaning, Purpose, Importance and Principles

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This post will discuss the definition, purpose, and significance of communication in detail.

Meaning and Nature of Communi­cation

Communication is the transfer of information, thoughts, or ideas from one person to another or from one end to the other. Communication is defined by McFarland as “a method of meaningful interaction between people.” It is the process through which humans perceive and comprehend meanings. Newman and summer went so far as to say that communication was “an exchange of facts, ideas, opinions, or feelings among two or more individuals.”

Communication is the act of transferring information from one individual to another. Communication’s goal is to convey information. Whatever you want to tell someone must be properly comprehended by him or else the purpose of the communication would be lost.

Communication in an organization allows the communication of information and understanding among people and departments throughout multiple media utilizing all available channels and networks. For managerial effectiveness and decision-making, as well as human resource management, this flow of knowledge is essential.

Communication aids in the understanding of others by lowering misunderstandings and creating clarity of thought and expression. It also enlightens people. Communication can be written or oral, formal or informal, and vertical, horizontal, or diagonal, as well as interpersonal, intrapersonal, interdepartmental, intra-organisational communication.

Communication is the tool that allows us to connect with people from diverse backgrounds. The communication is a significant management activity closely linked with all other managerial responsibilities. It widens the gap between people and groups by transporting knowledge and comprehension among them. Information is the most crucial component of communication.

Purpose of Communication

The ability to manage things through others is known as administration. The individuals employed in the company should be informed on how to complete the tasks assigned to them in the best possible manner. In any company, effective communication is critical.

6 Main Characteristics of Communications

The purpose of the communication can be summed up into the following:

  • Flow of Information

Achieving coordination requires that all levels of the organization work together and share information. The staff at all levels should be kept aware of the company’s objectives and other developments. It is critical that no one is misled. The information must reach the incumbent in a way that he or she can understand it better. Difficult phrases should be avoided; instead, simple language should be utilized to convey messages effectively to the right people at the appropriate time.

  • Coordination

Communication is the key to maintaining efficiency and coordination throughout an organization. All personnel in an organization’s efforts may be coordinated for the achievement of organizational goals through effective communication. The essence of management may be achieved through good communication by coordinating all personnel’s activities and contributions.

  • Learning Management Skills

Communication allows information, ideas, beliefs, perception, advice, opinion, orders and instructions to flow both ways. It enables supervisors and other supervisory personnel to acquire managerial skills by observing others’ experiences. The sender’s experience is reflected in the message, which the recipient may learn by analyzing and comprehending it.

  • Preparing People to Accept Change

To achieve overall change in the organisational policies, procedures, and work style while making employees accept and react favorably, effective and appropriate communication is a useful instrument in management’s arsenal.

  • Developing Good Human Relations

Communication is the tool that allows managers, employees, and other personnel to communicate with one another. Communication enables them to better comprehend one another. They realize the difficulties faced by their coworkers at work. This contributes to a rise in positive human interactions throughout the company.

  • Ideas of Subordinates Encouraged

This method allows employees to connect with one another on a personal level and provide input about their ideas for breakthroughs. This will help them develop creative thinking. The affirmation of employees’ thoughts will encourage them to work harder and feel connected to the company. It will provide them with the confidence to inform their bosses without hesitation, as well as offer useful feedback on how they may improve. Managers must be aware of their workers’ ideas, thoughts, comments, reactions, and emotions, while staff must do the same for theirs at progressively lower levels within the organization.

Importance of Communication

The importance of effective communication in organizations large and small, regardless of type or kind, has grown due to the advancement of telecommunications, information technology, and increasing competition and complexity in production.

Communication has become increasingly important in businesses big and little since to the development of telecommunication, information technology, and increased competition and complexity in manufacturing.

A corporate executive must be able to communicate effectively with his bosses, coworkers from other departments, as well as subordinates. This will enable him to give his best effort to the organization by enabling him perform well.

7 Major Elements of Communication Process In Detail

The following points can illustrate the importance of communication in human resource management:

  1. Base for Action – Communication is a foundation for all action. Any activity begins with communication, which provides information that is necessary to get started.
  2. Planning Becomes Easy – Communication allows for better planning. Communication makes planning easier. Human resource needs for each department of the organization, as well as their qualifications, job types, and so on may be collected through communication, allowing human resources planning to take place. Policies and programs for acquiring them may be developed and implemented. Communication has a significant role in the whole process, but it also helps in managerial planning at the organizational level.
  3. Means of Coordination – Communication is a valuable tool for managing the activities of employees in an organization.
  4. Aids in Decision-Making – Communication aids in decision-making by providing data. The acquisition of information through communication aids decision-making. Communication opens the door to the important information needed to make decisions.
  5. Provides Effective Leadership – A manager’s communication skills keep him in touch with his employees and share ideas and submit suitable proposals, which he then accepts or rejects. This enables a manager to earn the confidence of his staff by communicating with them on a regular basis and resolving any concerns that may arise. As a result, he guides his team to achieve the company objective.
  6. Boosts Morale and Motivation – Communication methods that are effective generate confidence in employees and personnel, enabling them to change their opinions and actions. Misunderstanding is the most common reason of conflict and dissatisfaction, which may be prevented by good communication skills. When there is no longer a gap between manager and his workers, they are better able to comprehend one another, resulting in positive industrial relations. The morale of staff members improves as well as their motivation to work harder when misunderstanding is eliminated.

Principles of Communication

An organization that lacks effective communication is handicapped. As a result, certain principles must be followed in order to have good communication.

They are as follows:

  • Clarity

The main idea is that the speaker should communicate using a clear language. The receiver must be able to understand what is said. Words used should be simple and clear. The language should not create any misunderstanding or perplexity. Language acts as a means of communication, therefore it should be easy to understand and precise.

  • Adequacy and Consistency

A knowledgeable communicator must take into account that the information to be conveyed should be completely and completely complete. Incomplete and incorrect information confuses individuals and delays the implementation of decisions. The proper facts must correspond to the organization’s goals, strategies, rules, and procedures. Inconsistency in the message may cause unneeded confusion and delay action.

  • Integration

The idea of integration is based on the notion that human resources in an organization’s efforts should be integrated toward the company’s goals. The purpose of communication is to achieve the stated objective. Communication should be used to synchronize employees’ activities in order for them to achieve corporate objectives.

  • Economy

The misuse of a communication system will result in an expenditure. Communication systems must be utilized effectively and promptly, which means at the right time and when required. In this manner,

  • Feedback

If you don’t get feedback from the receiver, the goal of communication will be undercut. The purpose of communication is fulfilled when the sender’s confirmation that he or she has received the message in its proper perspective is received by the recipient. The feedback is just necessary in written discussions and through messengers. In case of oral communications, however, there is no need for feedback.

  • Need for Communication Network

The communication network is the means by which information moves from a sender or communicator to its receiver or communicate. This network is critical for successful communication. The availability of sufficient bandwidth is also crucial for good management.

  • Attention

The goal of a message must catch the attention of the receiver staff and prompt him to take action in the correct light. The manager that is efficient, genuine, and prompt succeeds in drawing his workers’ attention to what he’s saying.

It’s all about the people. They watch their bosses carefully and then follow their orders or instructions. Subordinates tend to be lazy and insincere, and superiors seldom get support for themselves or their commands. Communication may be improved by adhering to the following standards, which will minimize human relations issues while also increasing productivity.

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