Who said that communication is the process of transferring information from one person to another?

Communication: Meaning, Elements, Process and Need!

Meaning:

The word communication has been derived from the Latin word ‘communis’ which means ‘common’. Thus, communication means sharing of ideas in common. “When we communicate,” says Wibur Schramn, “We are trying to establish a “commonness’ with someone. That is we are trying to share information, an idea or an attitude. The essence of communication is getting the receiver and the sender ‘turned’ together for a particular message.”

According to the shorter Oxford English Dictionary, communication means “the imparting, conveying or exchange of ideas, knowledge, etc., whether by speech, writing or signs.” Communication takes place when one person transfers information and understanding to another person. It refers to the exchange of ideas, feelings, emotions, knowledge and information between two or more persons.

There is a communication when you talk or listen to someone. For instance, a teacher while delivering his lecture communicates to his students. But if he speaks or writes in a language which is not understandable to his students, there is no communication. When you read a book, its author communicates to you. But communication does not mean merely written or oral messages.

It includes everything that may be used to convey meanings from one person to another, e.g., movement of lips or the wink of an eye or the wave of hands may convey more meaning than even written or spoken words. In fact, communication is the process of conveying message from one person to another so that they are understood. In business management, ideas, objectives, orders, appeals, observations, instructions, suggestions etc. have to be exchanged among the managerial personnel and their subordinates operating at different levels of the organization for the purpose of planning and executing the business policies.

Definitions:

The following standard definitions will further help to understand the meaning and concept of communication in management:

1. Louis A, Allen defines communication as, “Communication is the sum of all the things one person does when he wants to create understanding in the mind of another. It is a bridge of meaning. It involves a systematic and continuous process of telling, listening and understanding.”

2. Fred G, Meyer says:”Communication is the intercourse by word, letters or messages, intercourse of thoughts or opinions. It is the act of making one’s ideas and opinions known to others.”

3. In the words of Keith Davis, “Communication is the process of passing information and understanding from one person to another.”

4. The American Management Association defines communication as “any behaviour that results in an exchange of meaning.”

5. D.E. McFarland is of the opinion “Communication may be broadly defined as the process of meaningful interaction among human beings. More specially, it is the process by which meanings are perceived and understandings are reached among human beings.”

6. Koontz and O’Donnell are of the opinion “Communication is a way that one organization member shares meaning and understanding with another.”

7. Theo Haimann says, “Simply stated, communication means the process of passing information and understanding from one person to another. Communication, fundamental and vital to all managerial functions, is the process of imparting ideas and making oneself understood by others.”

8. Charles E. Redfield. “Communication is the broad field of human interchange of facts and opinions and not the technologies of telephone, telegraph, radio and the like.”

9. C.G. Brown has defined communication as. “the transfer of information from one person to another, whether or not it elicits confidence. But the information transferred must be understandable to the receiver.”

10. Keith and Gubellini defines communication as, “In its everyday meaning, communication refers to the transmitting of information in the form of words, or signals or signs from a source to a receiver”.

11. M.W. Cummin: “The word communication describes the process of conveying message (fact, ideas, attitudes and opinions) from one person to another so that they are understood”.

12. In administrative context, the term communication has been defined by William Scott as, “a process which involves the transmission and accurate replication of ideas ensured by feedback for the purpose of eliciting actions which will accomplish organizational goals.”

13. National Society for Study of Communication. (A special committee on communication in business and industry) defined communication as “a mutual exchange of facts, thoughts, opinions or emotions. This requires presentation and reception, resulting in common understanding among all parts. This does not imply agreement.”

We can conclude from the above definitions that in business communication does not merely mean sending or receiving message. It is much more than that. It includes proper understanding of the message, its acceptance and action on it. In the broadest sense, communication refers to the whole process of man’s life in relation to the group and includes an exchange of information, a system of communicating, and a process by which meanings are exchanged among human beings.

Elements of Communication:

The basic elements of communication are:

1. Communicator the sender, speaker, issuer or writer who intends to convey or transmit a message.

2. Communicate the receiver for whom the communication is meant. He receives the information, order or message.

3. Message the subject matter of communication i.e.. the content of the letter, speech, order, information, idea, or suggestion.

4. Communication Channel the media by which the information and understanding are passed from the sender to the receiver. It serves as a link between the communicator and the communicate, i.e., the levels of organisation or relationships that exist between different individuals or departments of an organization.

5. Response or Feedback the effect, reply or reaction, of the information transmitted, on the communicate i.e. successful, no communication or miscommunication.

The Process of Communication:

1. The communicator first of all, formulates a clear idea about facts, opinions or information he wants to convey.

2. The idea is then translated by him into words (spoken or written), symbols or some other form of message which he expects the receiver to understand. This process is known as encoding of the message.

3. The communicator selects a suitable media for the transmission of the message, e.g., telephone, telegraph or television. The message is conveyed with the help of the media selected.

4. The message is then received by the communicate. He tries to understand it by decoding the message.

5. The communicate acts upon the message as he has under­stood it.

6. Finally, the effectiveness of communication is measured through feedback. If the communication brings in the desired changes in the actions or behaviour of the receiver, it is said to be successful communication. In case, there is no change in the actions or behaviour, there is no communication, and if it leads to undesirable changes it is a case of miscommunication.

Need or Purpose of Communication:

The main purpose of communication is to effect change in someone i.e., to influence action or to secure inaction in the overall interest of an enterprise. It enables us to understand others and to make ourselves understood. Without communication we cannot live or work together in an organized way. It is a flux that binds people together in an organization. The basic purpose of communication is to facilitate and lubricate the organization. It helps management in planning effectively and controlling efficiently.

John G. Clover has outlined the following important purposes of communication:

1. To keep employees informed.

2. To provide employees with orders and instructions in connection with their duties.

3. To solicit information from employees which may aid management.

4. To make each employee interested in his respective job and in the work of the company as a whole.

5. To express management’s interest in its personnel.

6. To reduce or prevent labour turnover.

7. To instill each employee with personal pride in being a member of the company.