Communication definition importance and its types

Communication definition

It is the process of creating and sharing ideas, information, views, facts, and emotions from one individual, group, or place to another. Effective communication is crucial for the Directing function of management.

Even a highly skilled manager becomes ineffective without good communication skills. Directions must be communicated effectively to ensure tasks are completed properly.

Importance of Communication

1. Helps in Coordination

Communication clarifies organizational goals, how to achieve them, and builds good relationships among employees and departments, making teamwork easier.

2. Ensures Smooth Workflow

Proper communication aligns people and resources within the organization, ensuring everything runs without disruptions.

3. Supports Decision-Making

Effective communication provides the necessary information to make sound decisions. Without it, decision-making becomes difficult.

4. Improves Managerial Efficiency

Managers rely on communication to set goals, give instructions, and assign tasks, ensuring everyone works effectively.

5. Encourages Cooperation

Open communication reduces misunderstandings and conflicts, fostering teamwork and a peaceful work environment.

6. Boosts Employee Morale

Clear and positive communication motivates employees, strengthens relationships, and enhances overall productivity.

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Types of Communication

1. Formal Communication

Formal communication flows through designated organizational channels and can be oral or written. It is usually recorded and classified into:

• Vertical Communication
  • Upward: Subordinates communicate with superiors (e.g., leave applications, progress reports).
  • Downward: Superiors communicate with subordinates (e.g., delegating tasks).
• Horizontal Communication
  Communication occurs between peers or departments (e.g., a finance manager coordinating with a production manager).

2. Informal Communication

Known as the "grapevine," informal communication spreads without regard to authority levels. It can be rapid, prone to distortion, and often difficult to trace. Despite its challenges, managers can use informal channels to gauge employee reactions and share information quickly.

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Verbal Communication

Verbal communication involves auditory signals and nonverbal elements like intonation, stress, pauses, and pace.

• Intonation: Variations in pitch to convey meaning.
• Stress: Emphasizing words or phrases to highlight significance.
• Pauses: Allowing time for reflection or emphasis.
• Pace: Adjusting speech speed to maintain interest and clarity.

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Nonverbal Communication

Nonverbal communication uses facial expressions, gestures, body language, and postures to convey meaning.

• Signals: Movements expressing needs or emotions.
• Signs: Universally understood symbols (e.g., traffic lights).
• Symbols: Abstract representations of objects or ideas.
• Icons: Visual symbols for applications or concepts.
• Gestures: Hand or body movements to enhance communication.
• Proxemics: Study of personal space and distance in communication