Every individual needs to communicate in one or the other way. It takes many forms such as writing, speaking and listening. The hard facts are that a manager, however skilled, needs to learn some basic rules to get the message across, clearly. Communication is the life blood of every organisation and its effective use helps build a proper chain of authority and improve relationships in the organisation. About 50 % of a manager’s time is spent in generating information. So the importance of developing skills in interpersonal communication is necessary.

While understanding the importance of communication, one needs to be clear regarding the difference between Individual communication and Organizational communication. Communication in the organisation takes place through individuals. However, there is a vast difference in the manner in which personal – communications and organizational – communications are carried out. There is a sequence that needs to be followed in organizational communication. It is skilled, chair bound, predetermined and continuous. To communicate well, one needs to know the frames of reference to be able to assess other people so as to pass information and build relationship.

WHAT IS COMMUNICATION ?

Communication is a process that involves transfer of information and behavioral inputs. It is the transfer of information from a sender to a receiver with the information being understood by the receiver. It is a function by which organized activity is unified. It is looked upon as a means by which social inputs are fed into social systems, a means by which behavior is modified, change is effected, information is made productive in a manner such as to achieve goals. It is absolutely essential, whether it be in a family, in a temple, in an army cantonment or in a business unit.

Communicating is a two-way process. In organisations, one communicates to get the things done, pass on and obtain information, reach decisions and achieve a joint understanding. The sender needs to formulate a message so that it is understandable to the receiver. This responsibility pertains primarily to written and oral communication and points to the necessity for planning the message, stating the underlying assumptions and applying the generally accepted rules for effective writing and speaking. The greater the integrity and consistency of written, oral and nonverbal messages, as well as of the moral behavior of the sender, the greater is the acceptance of the message by the receiver.

IMPORTANCE AND PURPOSE OF COMMUNICATION

Communication is a means by which people are linked together in an organisation to achieve a common purpose. No group activity is possible without communication. There are number of problems that occur in the communication process of initiating, transmitting and receiving information. It gets people involved with the organization, increases the motivation and commitment to perform well in the organization. Managers need to communicate at different levels within the hierarchy to individuals, to groups, to departments and externally to customers, suppliers, banks and other professionals. Both formal and informal communication systems are necessary to evaluate and interpret the information. Communication skills are essential leadership competencies. Both lateral and vertical systems are useful to get every one focused on similar goals.

The broad purpose of communication in an organisation is to effect change. It is basically to influence action in a manner to positively affect welfare of the enterprise. The main purpose of communication is :

• To establish the objectives of an enterprise.
• To develop a link of plans to achieve them.
• To organize human resource in such a way that the goals are realized.
• To create a climate conducive to lead, direct and motivate people.
• For effective control.