Definitions:

Merriam Webster’s: a process by which information is exchanged between

individuals through a common system of symbols, signs, or behavior

1. Keith Davis: Communication is a process of passing information and

understanding from one person to another.

2. John Adair: Communication is essentially the ability of one person to make

contact with another and make himself or herself understood.

Communications Process
Communications is a continuous process which mainly involves three
elements viz. sender, message, and receiver. The elements involved in
the communication process are explained below in detail:

1. Sender

The sender or the communicator generates the message and conveys it

to the receiver. He is the source and the one who starts the
communication

2. Message

It is the idea, information, view, fact, feeling, etc. that is generated by

the sender and is then intended to be communicated further.

3. Encoding

The message generated by the sender is encoded symbolically such as

in the form of words, pictures, gestures, etc. before it is being conveyed.

4. Media

It is the manner in which the encoded message is transmitted. The

message may be transmitted orally or in writing. The medium of
communication includes telephone, internet, post, fax, e-mail, etc. The
choice of medium is decided by the sender.

5. Decoding

It is the process of converting the symbols encoded by the sender. After

decoding the message is received by the receiver.

6. Receiver

He is the person who is last in the chain and for whom the message was
sent by the sender. Once the receiver receives the message and
understands it in proper perspective and acts according to the message,
only then the purpose of communication is successful.

7. Feedback

Once the receiver confirms to the sender that he has received the
message and understood it, the process of communication is complete.

8. Noise

It refers to any obstruction that is caused by the sender, message or

receiver during the process of communication. For example, bad
telephone connection, faulty encoding, faulty decoding, inattentive
receiver, poor understanding of message due to prejudice or
inappropriate gestures, etc.
Importance of Communication
1. The Basis of Co-ordination

The manager explains to the employees the organizational goals, modes

of their achievement and also the interpersonal relationships amongst
them. This provides coordination between various employees and also
departments. Thus, communications act as a basis for coordination in
the organization.

2. Fluent Working

A manager coordinates the human and physical elements of an

organization to run it smoothly and efficiently. This coordination is not
possible without proper communication.
3. The Basis of Decision Making

Proper communication provides the information to the manager that is

useful for the decision making. No decisions could be taken in the
absence of information. Thus, communication is the basis of taking
right decisions.

4. Increases Managerial Efficiency

The manager conveys the targets and issues instructions and allocates
jobs to the subordinates. All these aspects involve communication.
Thus, communication is essential for the quick and effective
performance of the managers and the entire organization.

5. Increases Cooperation and Organizational Peace

The two-way communication process promotes co-operation and

mutual understanding amongst the workers and also between them and
the management. This leads to less friction and thus leads to industrial
peace in the factory and efficient operations.

6. Boosts Morale of the Employees

Good communication helps the workers to adjust to the physical and

social aspect of work. It also improves good human relations in the
industry. An efficient system of communication enables the
management to motivate, influence and satisfy the subordinates which
in turn boosts their morale and keeps them motivated.

Measures to improve communication effectiveness are as follows

1. Communication of Clarification of the idea.

2. Communication should be according to the needs of the receiver.
3. Consulting others before communication.
4. Awareness about the language, tone and body postures and gestures.
5. Convey information useful to the receiver.
6. Ensure proper feedback.
7. Follow up communications.
8. Be a good listener.
OBJECTIVES OF COMMUNICATION

1. STRONGER DECISION MAKING

Your ability to communicate effectively increases productivity, both yours and your
organization.
2. INCREASED PRODUCTIVITY

With good communication skills , you can anticipate problems , make decisions , co-ordinate
work flow , supervise others , develop relationships and promote products and services.
3. STEADIER WORK FLOW

Communication acts as tool for the effective work related flow of information.

4. STRONG BUSINESS RELATIONSHIPS & ENHANCED PROFESSIONAL IMAGE

You can shape the impressions you and your company makes on colleagues, employees,
supervisors, investors, and customers in addition to perceiving and responding to the needs of
these stakeholders (the various group you interact with) without effective communication, people
misunderstand each other and misinterpret information. Ideas misfire or fail to gain attention and
people and companies flounder.

5. CLEARER PROMOTIONAL MATERIALS

Your organizations need for effective reach of company name and public promotions are based
on effective promotional material such as advertisements , bill boards , online add , posters etc
are all communicated for effective message delivery and meaning.

6. PROVIDE ADVICE

Giving advice is based on individual-oriented and work-oriented, advice should not given to the
person for pinpointing his mistakes rather it should be helpful for his improvement. Effective
advice promotes understanding and it can be a two way process if the subordinate staff given
freedom.

7. PROVIDE ORDER
Order is an authoritative communication pattern and it is directive to somebody always a
subordinate to do something. Orders will be written and oral orders, general and specific orders,
procedural and operational orders, mandatory and discretionary order. Order should be clear and
complete, execution should be possible and given in a friendly way.

8. SUGGESTION

Suggestion is supposed to be very mild and subtle form of communication. Suggestions are
welcomed for it is not obligatory to accept them, it can be voluntary and anonymous and
submitted through suggestion boxes.
9. PERSUASION

Persuasion may be defined as an effort ‘ to influence the attitudes , feelings ,or beliefs of others ,
or to influence actions based on those attitudes , feelings , or beliefs. Persuasion can be done to
others if you are convinced , you do not impose , you are not rigid are prepared to meet half-way
and you can look at the situation from the other person’s angle also.
10. EDUCATION

Education is a very conscious process of communication, it involves both teaching and learning
by which organizations provide to their employees in the form of training. Education is given for
management, employees and outside public.
12. WARNING

If the employees do not abide by the norms of the organization warning is a power
communication tool and it can be general and specific. Specific warning should be administered
in private and after thorough investigation. The aim of the warning should be the organization
betterment.
13. RAISING MORALE AND MOTIVATION

Morale stands for mental health and it is a sum of several qualities like courage , resolution ,
confidence .High morale and effective performance go hand to hand. Motivation is a process that
account for an individual intensity, direction , and persistence of effort towards attaining a goal.
14. TO GIVE AND RECEIVE INFORMATION

. Communication’s main idea is to give and receive information because managers need
complete , accurate and precise information to plan and organize employee need it to translate
planning in to reality. Information will cover all aspects of the business.
15. TO PROVIDE COUNSELLING

Counseling is given to solve employees mental stress and improve the employees productivity.
16. TO IMPROVE DISCIPLINE

. Finally discipline is the foremost part of any business communication. The various disciplinary
codes are effectively communicated to employees through disciplinary codes.
Effective Communication
Definition: An Effective Communication is a communication between two or more persons
wherein the intended message is successfully delivered, received and understood.

Barriers:
Linguistic Barriers

Psychological Barriers

Emotional Barriers

Physical Barriers to Communication

Cultural Barriers of Communication

Perception Barriers

REPORT
Etymology: From the Latin, "carry"

A report is a document that presents information in an organized format for a

specific audience and purpose.

Richard Nordquist

Kuiper and Clippinger define business reports as "organized, objective

presentations of observations, experiences, or facts used in the decision-making
process"

(Contemporary Business Reports, 2013).

TECHNICAL REPORT
Sharma and Mohan define a technical report as "a written statement of the facts
of a situation, project, process or test; how these facts were ascertained; their
significance; the conclusions that have been drawn from them; and [in some
 cases] the recommendations that are being made"
(Business Correspondence and Report Writing, 2002).

A technical report (also scientific report) is a document that describes the

process, progress, or results of technical or scientific research or the state of a
technical or scientific research problem. It might also include recommendations
and conclusions of the research.

From Wikipedia, the free encyclopedia.

A report is usually a piece of factual writing, based on evidence, containing

organized information on a particular topic

(Technical Communication by Meenakshi Raman and Sangeeta Sharma)