P.A Communication

COMMUNICATION
It is a process of transmitting information, thoughts, opinions, messages, facts ideas or emotions and understanding from one person, place or thing to another person, place or thing. Simon observes, “Communication may formally be defined as any process whereby decisional premises are transmitted from one member of an organisation to another.” Chester Barnard viewed communication as the means by which people are linked together in an organisation to achieve a common purpose.
Types of Communication:
Written or Verbal Communication:
Written communication is done when the two parties are not directly connected. Also it provides a permanent record and at times be referred to as evidence. The merits of verbal communication are:
It is a time and money saving device
It is comparatively more effective, since there is a personal touch
Easier understandability
Best suited in case of emergency situations.

Formal and Informal communication:
Formal communications are those that are ‘official’, that are a part of the recognized communication system which is involved in the operation of the organisation. They may be verbal or written. Informal communications grow out of the social interactions among people who work together. Such communications provide useful information for events to come, in the form of grapevine.
Keith Davis has highlighted the phenomena of grapevine in an organisation and has identifies four types of grapevine networks- single strand, gossip, probability and cluster.

Downward, Upward and Crosswire Communication:
Downward communication flows from people at higher levels to those at lower levels and is also called superior-subordinate communication. Upward communication travels from subordinates to superiors and continues up the organisational hierarchy. It is known as subordinate-initiated communication. Whereas the downward system is highly directive- giving orders, instructions, information and procedures- the upward system is characteristically non-directive in nature. While bureaucratic authority facilitates a directive atmosphere, a free- participative supervisory approach is necessary for subordinate initiated communication.
Crosswire communication includes the horizontal flow of information, among people on the same or similar organisational levels and the diagonal flow, among persons at different levels who have no direct reporting relationships with one another. This kind of communication is used to speed up information flow, to improve understanding and to co-ordinate efforts for the achievement of organisational objectives. Fayol introduced the concept of ‘Gangplank’ in organisational communication which means direct interaction between two peer entities of same level and not through the long formal channel. Gangplank helps in quicker and more efficient service.

It is a process of transmitting information, thoughts, opinions, messages, facts ideas or emotions and understanding from one person, place or thing to another person, place or thing. Simon observes, “Communication may formally be defined as any process whereby decisional premises are transmitted from one member of an organisation to another.” Chester Barnard viewed communication as the means by which people are linked together in an organisation to achieve a common purpose.
Barnard’s Contribution:
Barnard interwove communication into his concept of authority. He listed seven specific communication factors which are especially important in establishing and maintaining objective authority in an organisation. They are:
The channels of communication should be definitely known.
There should be a definite formal channel of communication to every member of an organisation.
The line of communication should be as direct and short as possible.
The complete formal line of communication should normally be used.
The persons serving as communication centers should be competent.
The line of communication should not be interrupted while the organisation is functioning.
Every communication should be authenticated.


Norbert Weiner: Cybernetics
According to Norbert, organisational systems move in the direction of ‘positive entropy’. That is, the organisations have a neutral tendency towards disorder and disintegration. This tendency can be arrested through systematic information processing. Thus, information is an antidote to positive entropy and enables an organisational system to reach a state of ‘negative entropy’ that is moving towards order and integration. He described an adoptive system (including an organisation) as utterly dependent upon measurement and correction through feedback.
Terry’s eight factors for effective communication:

Inform yourself fully
Establish mutual trust
Find a common ground of experience
Use mutually known words
Have regard for context
Secure and hold receiver’s attention
Employ examples and visual aids
Practice delaying reactions.


Millet advocated six essential factors for effective communication:

Clear
Consistent with the receiver’s expectations
Adequate
Timely
Uniform
Acceptance...