What do you understand when we say communication?

Definition of Communication and Business Communication

• What do you understand when we say communication? 

Remember the definition of business you did learn in grade 11. When communication  is applied to business we have business communication. Therefore, in this context we  use business communication or communication simply and interchangeably. The application of communication for administrative purposes is also called  communication management. 

If mutual understanding does not result from the transmission of symbols, there is no  communication. These symbols can be letters, numbers, pictures, faces, 

reports, audio, video, and the like. Or communication occurs when an exchange of 

messages results in shared meaning. In other words, for communication to exist, the 

idea in the mind of the sender must be identical or at least similar to the idea in the 

mind of the receiver. Otherwise, there is no communication. 

In organizations, the flow of information can be considered like the flow of blood in the 

human body. Every member of an organization is a link in the information chain. One 

of your first priorities as an employee should be to make sure that you are sending 

and receiving the messages required to help your group function effectively. 

To be effective communicator in your organization or your life, you should constantly 

ask the basic question of communications namely "WHO? WHAT? WHERE? WHEN? 

WHY? HOW?" 

• WHO are the senders/receivers of this communication? 

• WHAT is the core thought- the key idea, the main point – of this communication? 

• WHAT relates the core thought to both the sender's and receiver’s purposes? 

• WHERE does the message strengthen relationships between sender and receiver? 

• WHEN was the message sent and received (or when will it be sent and received)? 

• WHY was the message (or why will it be) sent? 

• HOW does the message use sources and information? 

• HOW was the message (or how should it be) worded? 

• HOW was the message (or how should it be) transmitted? 

Importance of CommunicationSuccess in an organization depends to a great degree upon the ability of the manager to understand other people. Managers can understand their employees through proper communication. Your ability to clearly write, listen, and speak determine also your success in life wherever and whoever you will be. Employers require their employees to have excellent communication skills in writing, speaking and listening. Getting acceptance of policies, winning cooperation of others, getting ideas and instructions 

clearly understood, and bringing about desired changes in performance also depend upon efficient communication in an organization. To specifically state the importance of communication in organizations, the followings points require special mention. 

1. Communication facilitates efficient and smooth running of an organization.

Common causes of organizational inefficiency are related to poor communication. But, effective communication enables an organization to secure cooperation between persons and assures performance and achievement of objectives. 

2. Communication brings higher productivity at minimum cost. Communication is important to enhance the morale (willingness to work) of the employees. It also helps for proper supervision to make employees interested in their work. These functions in effect help an organization to increase productivity and to minimize cost

. Productivity is producing more and more output with the usage of less and less resources (material, labour, capital and knowledge) in the organization. Poor communication may cause accidents, resources wastage, low morale and in effect low productivity. 

3. Facilitate democratic management. Democratisation is becoming very popular in most countries of the world. This has necessitated democratic style of leadership in most organizations in the new millennium. Thus, communication enables participation of members of the organization in decision making. This democratic style of leadership promotes the support and understanding of superiors (bosses) and subordinates and work towards their common objectives. 

4. Communication binds people together. It introduces the sense of cooperation and produces the will to work very hard. It helps to establish and disseminate 

objectives of an organization that brings people with different interests together. It serves as bondage to bring people together for common cause.

5. Communication facilitates management processes. Management is the process of planning, organizing, directing and controlling. Such managerial processes can 

be facilitated through effective communications.