Of a ‘Module 1: Introdu Content '* Definition of Communication Importance of Communication ‘Types of communication Communication Process Forms of communication ‘Communication networks in @ business organisation jon to Communication Skills PY OF COMMUNICAT atruduction Cmnunicaton i th ie lo evry onan function, Whon communication is dhowgh, acct, and icy, the crganization vend to be “ian nd elective five Corian igen for mayer inthe organization 0 were pertr the Bist felons of management ie, Planing, Organizing, Leading and Contcling we without it, organizations cannot Managers devote great part oftheir time in communication. They generally devote approximately 6 hours per day in communicating, They spend great time on fice to face or telephonic communication with their superiors, subordinates; colleagues, customers or suppliers. Managers also use Written Communication in form of letters, reports or memos wherever oral communication isnot feasible Definition ‘© Communication isthe exchange of ideas, message ‘writing + Communication may also be defined as giving, reveiving or exchanging information, ‘opinions or ideas by writing, speech or visual means, so that the material communicated is ‘completely understood by everyone concerned, ‘+ “Ivis a process by which people attempt 10 share meaning, via the transmission of @ symbolic message + “Communication is the transfer of information from the sender to the reeciver with the information being understood by both the sender and the receiver” The process of communication refers fo the transmission or passage of information or message from the sender through a selected channel to the receiver overcoming barriers that affetits pace. iy ‘© Communication is the process’ of transmitting information and meaning trom one individual or organisation to another by means of mutually understandable symbols. oF information by speech, signals, of “The crucial element is meaning, Communication has as its central objective the transmission of ‘meaning. The process of eommunicatio sucessful only when the receiver understands an idea1s the sender intended it. Both parties must agree not only on the information transmitted but also ‘on the meaning of that information, In order to transfer an idea, we must use symbols (words, signs, pictures, sounds) which stand forthe idea. The symbols must be understood by the person or persons with whom we intend to communicate, Both must assign the same meaning to the symbols used; otherwise, there is miscommunication ‘THE COMMUNICATION PROCESS It is the systematic stages the message passes from the sender through the media up to time the message reaches to the receiver who receives and gives necessary action or inaction (feedback). “The goal of communication is to convey information and the understanding of that information from one person or group to another person or group. Communications is “which mainly involves three elements: sender, message, and receiver. The elements involved in the communication process are illustrated and explained below in detail: Nok Feedback (Source: businessjargons) ‘Sender, The sender or the communieator generates the message and conveys it to the receiver, He isthe source and the one who comes up with the idea to be conveyed (starts the communication) The sender begins with the encoding process wherein he uses certain worus oF ‘non-verbal methods such as symbols, signs, body gestures, pictures ete, to translate the information into a message. 13. Message. Once the encoding is finished, the sender gets the message that he intends to ‘convey. Iti the idea information, view, fact, feeling, ete that is generated by the sender and is then intended to be communicated further. 4. Media. It isthe manner in which the encodes! message is transmitted. The message may be transmitted orally or in writing, The medium of communication includes telephone, iintemet, post, fax, e-mail, ete, The'choice of medium is decided by the sender and depends‘on the interpersonal relationships between the sender and the receiver and also on the urgency of the message being sent Receiver. The receiver is the person for whom the message is intended or targeted. 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 Decoding. Here, the receiver interprets the sender’s message and tries to understand it in the best possible manner. An effective communication occurs only iff the receiver understands the message in exactly the same way as it was intended by the sender. Feedback. When a person receives 2 message, she responds to it by giving a reply.Once the receiver confirms to the sender that he has received the message and understood it, the process of communication is complete Noise. It refers to any obstruction tht 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 10 prejudice or fc. The Noise shows the barriers in communications. inappropri estes, (On the basis othe definitions and the communication process, the following key features of the concept of communication ean be noted i) Communication is always done with a purpose of evoking the desired response from the recipient to the communication made. ii) Communication is usually and ought to be a two-way process. The sender of the ‘message must get a response ofthe recipient tothe communication made. iii) It is a continuous process, throughout the organizational life as it is the basis of ‘organizational functioning. “No communication, no functioning”. iv) Communication isa circular process which starts withthe sender of the message and traveling through various stages and completes with feedback t communication from the recipient to the sender. ¥) Communication process requires atleast, two parties; the sender ofthe message and the recipient of it vi) Communication is a funetion of every manager as itis @ pervasive managerial Function. All managers would! have to make nevessary communication to their subordinates and yet feedback to their communication from the later vil) Communication is a complete and rational process only when the recipient of the message has understanding ofthe subject matter of communication, Vili) On the basis ofthe system and nature, it can be classified into two major categories of formal and informal communication, ix) On the basis of expression or channels, communication might be oral or written communication,IMPORTANCE OF COMMU} ‘Basis of Decision-Making and Planning: Communication i essential for decision-making and planning, It enables the management to secure information without which it may not be possible to take any decision. The quality of managerial decisions depends upon the quality of communication, ficient Working, of an Organisation: Communication makes possible the ient working of an enterprise. It is only through communication that the the actions of the subordinate 2, Smooth and smooth and ef ‘management changes and regulates 3. Facilitates Co-ordination: Management is the art of getting things dane through others and this objective of management cannot be achieved unless there is unity of purpose and harmony of effort. Communication through exchange of ideas and information helps to bring about unity of ‘action inthe pursuit of common purpose. It binds the people together and facilitates co-ordination, 4, Inereases Managerial Efficieney: It is rightly said that nothing happens in n ‘communication takes place. The efficiency of manager depends upon his ability to communicate effectively with the members of his organisation. It is only through communication that ‘management conveys its goals anc desires, issues instructions and orders, allocates jobs and responsibility and evaluates performance of subordinates. nagement until 5. Promotes Co-operation and Industrial Peace: Effective communication ereates mutual Understanding and trust among the members of the organisation, It promotes e0-operation between the employer and the employees, Without communication, there eannot be sound industrial relations and industrial peace. It is only through communication that workers ean put in their rievances, problems and suggestions tothe 1 snagement 6, Helps in Establishing Effective Leadership: Communication is the hasis of efeetive leadership. There cannot be any leadership action without the effective the leader and the led, Communication is absolutely necessary for maintaining man to man relationship in leadership. I brings the manager (leader) and the subordinates (le) in close contact ‘with each other and helps in establishing effective leadership, 7. Motivation and Morale: Communication is the means by whieh the behaviour of the subordinates is modified and change is effected in their actions. Through communication workers ‘are motivated 10 achieve the goals of the enterprise and their morale is boosted. Although ‘motivation comes from within yet the manager can also motivate people by effective communication, e.g., proper drafting of message, proper timing of communication and the way of |8, Helps in delegation of authority: A manager isa human being and has limitations as vo time and energy that he can devote to his activites, He has 10 assign duties and responsibilities to his subordinates, ‘Through communication, » manuger ean eletively delegate hi responsibility others 9. Effective Control: Communication acts as a tool of effective comrol. The plans have to be ‘communicated to the subordinates, the actual performance has to be measured and communicated to the top management and a corrective action has fo be taken or communicated so as to achieve the desired goals. All this may not be possible without an efficient system of communication 10, Job Satisfaction: Etfective communication creates job satisfaction among employees as it {nereases mutual trust and confidence between management and the employees. The gap between ‘management and the employees is reduced through the efficient means of communication and a sense of belongingness is created among employees. They work with zeal and enthusiasm. 11, Democratic Managements Communication is also essential for demoeratie management. It helps to achieve workers participation in management by involving workers in the process of 1 the absenee of an efficient system of communication, there eannot be any delegation and deventralization of dleeision-maki 12, Increases Productivity and Reduces Cost: Elective communication saves time and effort In increases productivity and reduces cost, Large- scale production involves a large number of People inthe organisation, Without communication, it may not be possible to work together in & troup and achieve the benefits of large-scale production 13, Public Relations: In the present business world, every business enterprise has to ereate and ‘maintain a good corporate image inthe society. Itis only through communication thet management fan present a good corporate image to the outside world, Effective communication helps ‘management in maintaining good relations. with workers, customers, suppliers, shareholders, ‘government and community at large. LASSIFICATION OF COMMUNICATION ion can be cateyorized according to the means (oral, written, non verbal) according ship Jormal, and informal) and according to ‘of flow or pattern of imeraction Antemal or externalos FIG: TYPES OF COMMUNICATION INTERNAL AND EXTERNAL ‘When the members of the organization, communicate with each other, tis referred 10 as internal ‘communication. However, when there is & communication betveen members ofthe organization, with the outside party. it is said to beexternal communication, These are two types of communication, which can be seen in the business world Internal Communication This is interaction between members and departments of the same organization 1 could either be formal or informal or vertical horizontal or diagonal ‘+ Formal communication may be internal or external Communication Internal communication is the interaction between members within the same organization. ‘+ Itcan also be described as all the communication that occurs in conducting work within the business. For example, Communication between employer and employees, between a ‘company and its shareholders, reporis that workers make, instructions that supervisors give ‘workers, etc, + Itisa business tool which leads and motivates the employees to put their best in the jos © Intemal Communication uses: memo, circulars, stafT newsletter, fax, notice, minutes on meetings, video conferencing, preseniations, seminars, agenda, manuals, ec. as a mode of ‘communicationExternal communication * External Communication is the exchange of information or messages between a particular ‘organization or office and outside persons or organizations ‘+ This refers to exchange of information between an organization and outside persons and organizations. ‘+ This ineludes communication with customers and suppliers, ereditors, investors, other business organizations, government departments, services institutions, journalists ete. nnpettive environment e.g. advertising, PR, ‘+ This is to enable organisations survive in the egotiations, interaction with the media ete Importance of External Communication > Effective Communication with customers and ether businesses enables the company to ‘establish good reputation (prestige) > Leads to improvement in public relations as the yeneral public is kept informed about the ‘organization's activities and services, > Business gets information about the likes and dislike of customers thus enabling it to produce goods according to the choice of eustomers. > It can lead to better business prospects by attracting more customers through good communication > Creates better negotiations with government departments and other institutions e.g. licensing authorities, tax authorities, financial institutions ete, > Job requirements: tt helps in careful selestion of skilled and experienced stalT out of advertisements, 7 Helps an organization to develop and aequire resources leom eh ‘Comparison between Internal Communication und External Communication ‘The type of communication that occurs between the organization and extemal between the members of the pary/orgnniation is. known as extemal organization, ‘communication, Form ‘Both formal and informal Mostly formal‘+The accuracy ofthe communication will be reduced, ‘© ecreates an overload of work to transmit information through the formal ‘© This is useful for downward communication oaly. Formal communication may be further classified as Vertical communieati Diagonal communication. a) Vertical communication: is the type of communication carried out between parties of the different levels of organizational hierarchy e.g, between the manager und the sweeper, Vertical Communications as the name suggests flows vertically upwards or downwards Uhrough formal channels, ‘+ Upward communication refers tothe flow of communication from a subordinate to ‘a Superior. Emplayee suggestions, market reports, performance reports, feedback on ew prodicts and requests for facilites, Application for grant of leave, submission of 1 progress report, request oF loans ete. are some of the examples of upward ‘communication i ‘+ Downward communication flows from a superior toa subordinate, Corporate goals, business priorities, motivational letters, work-related instructions, newsleters, letters from the CEO/General Manager's desk, Sending notice to employees 10 attend a meeting, delegating work to the subordinates, informing them about the company polices, tc, are some examples of downward communic b) Horizontal Communication: Horizovtal or lateral communication takes place between one division and another. For example, a production manager may contact the finanee manager to dlscuss the delivery of raw material oF its purchase ©) Diagonal communication: Thisis when employees communicate with other workers at higher or lower levels ‘© [n organizations using communication networks other than those Formally shown om the organizational chart, I would take the upward path, then lateral and finally downwards #0 helps. in bui subordinates, relationships and binding ties between superiors and #11 would however give rise to gossip, grapevine, rumor as no one is directly responsible for the low of information. 2. INFORMAL COMMUNICATION Employees also communicate with each other just to know what is happening around. Sueh type of communication is called informal communication and it has nothing to do with designation of individuals, level in the hierarchy and so on. It is one where there is nothing official about the communication that is happening. An example is grapevine. + Grapevine. Grapevine is a kind of informal communication that prevails in organizations and businesses. The source of such communication may not be clear. It spreads by way ofBASIS ISGa® INTERNAL COMMUNICATION EXTERNAL COMMUNICATION COMPARISON cae RRS LE eka Orjectve To. transmit information between To maintain relationship or exchange various business” nits and information wih the ouside paris. departments. artcipants Employees and Management Customers, shareholders, investors cients, a ever Bune appl oe, peda et tees ein Sea ar bern Frequency High Comparatively low Flow Teflows within he organization, Ie flows in the vast busines environment. ‘TYPES OF COMMUNICATION (Organizational Communication is of the following two types: FORMAL AND INFORMAL COMMUNICATION 1, FORMAL COMMUNICATION Formal communication is the one which flows through the official channels designed in the organizational chart. It may take place between a superior and a subordinate, @ subordinate and a superior or among the same cadre employees or managers. These communications ean be oral or in writing and are generally recorded and filed in the office. Employees communicate formally with each other to get work done within the desired time frame. For example movement of information by reports, e-mails, records, orders and instructions and directed advertisements Formal communication in organizations has the following benefits: ‘© Ir helps to reduce the gap between the) superior and subordinates which encourages a harmonious relationship. © Ithelps to mold communication along eertain ways. # The formal manger exercises control over subordinates and helps to fix responsibility in respec of activites to be carried out in the firm. Sound communication results because othe fact that the immediate supe his subordinate, I motivates employees as they understand their superiors and their superiors also understand thom well Disadvantages of Formal Communicatio or isin eontnet with ‘= Itprovides hurdles to free flow and creates bottlenecks.{gossip and rumors. It travels through informal networks and quite often travels faster than the formal messages. Sometimes, it gets more powerful and becomes more receptive than, the formal communication. ‘+ nformal communication is used to supplement official communication ‘+ Information passes informally between persons or groups as they eome in contact with cach other in the course of performing their jobs. + Itfollows no set lines nor any definite rules but spreads like the grapevine in any directions, anywhere and it spreads out. Informal communication desis with official and non-official meters and is much faster than formal ‘communication Characteristies of Grape Vine/Informal Communication + Itis very speedy way of information dissemination, + Authenticity of the information is very low. © Grape vine information in most of the times i oral © Toperates through a cluster chain in which one person tells the information to more than 3 104 persons ie, only few persons in the grape vine spread the information, © tis product of situation rather than a person, * It is good feedback for the management regarding policies interpretation, Merits of Informal Communication ‘Informal communication is very fast. It spreads like an epidemic: as it might proceed fi any person to another. ' Itenhances the team spirit in the otganization, Iti dynamic and quick to act inthe changing environment. * It develops the informal groups. ‘+ People can fieely express their opinions about informal communication, without fear oF favour. ‘+ Itis quite exible; as itis based on personal likes and dislikes of individuals, which are ever changing. ‘© Msupports the formal communication asin fat fills in the gaps of formal com Question of resistance fo this type of communication does not arise. as itis social and personal in nature its of Informal communicati © Marries less accurate, half-truths, rumors and distorted facts, * Itistess orderly and less reliable, ‘© It is very difficult to hold any body responsible forthe information, © It ispersonal and unofMcial. * This type of communication is Gontingent in nature and wholly unplanned.* ICs wholly uncontrollable and cannot be subjeet to modi soutee of communication may not be known at all fications subsequently as the © Informal communication is mostly oral and no records of it ean be kept * Confidential information cannot be kept confidential, as the information spreads in a ‘grape vine manner like an epidemi CHANNELS OF COMMUNICATION (COMMUNICATION FLOW) ‘A communication channel isthe medium, mean, manner or method through which a message is sent to its intended receiver. The basie channels are writen (hard copy print or digital formats), oral ot spoken, non-verbal (body language) and electronic and multimedi ‘+ This refers to the ways in which faets, ideas, oF opinions and feelings are conveyed, ‘+ Within those channels, business communications can be formal or informal OraiVerbal communieatio Thisis the wunsfer of information by word of mouth or voi articulation, face to fae conversations, telephone conversations, ete © Channels of oral com tions include: Telephones, radios, Television, paging (all bell), dictating machines, meetings and conference, training courses, joint consultations, public ‘address systems, interviews, public speech, News reading, mobile conversations, ee ‘+ A -communication which happens through word of mouth, spoken words, conversations ‘and also any messages or information are shared or exchanged between one another through speech or word of mouth is called oral communication ‘+ The objective of such communications is to ensure that people understand whatever you want (© convey, Because of its very nature, verbal communications is more quick and precise than email communication Merits of oral Communication ‘+ There is great speed is sending ideas, facts or information without being exposed to distortion + Allows one to express the emotion behind your messau themiselves in speed than writing. many people readily express ‘+ Ideas ean be conveyed! both by words an! west Feedback is immedi and questions can be asked to seek for clarity © Its the best in security co-operation involved. = is appropei * Iti cheap and easy to communicate verbally a it doesn’t involve paper work , postage, ete * [vallows communicators know each other and it ereates a less formal relationship ‘+ Involves rich non-verbal cues (both physical gestures and vocal infliction). ul resolving problems as persons concemed ane lential matters i for discussing personal / con4s Ih is effective because of personal touch. The personality of the sender influences the cffectiveness of the communication. Demerit ‘of oral Communication 1s Face to face contact is time consuming and encourages idle chattering, J ttdoes not usually provider a permanent recor for future reference unless notes are taken Discourages development of talens/ skills in writing as people always wil prefer aking and listening 4s Itdoes not cater for the disadvantaged groups (dent) who may be in the organization ‘s Restricts participation to those physieally present 2 Offers no opportunity to revise or edit your spoken words except for pre-writen ‘© Oral communication might not be taken seriously by the recipient 2 istortion of messages is possible for instance slip ofthe tongue by the sender, ‘© Oral communication cannot be withdrawn. Written Communteation Ivis where the ideas / messages are reproduced in writing by the sender of the communication, 1 is the moat formal type of communication in black and white. It includes written words, graphs diagrams, pictures, ete nn organizations writen communication ean be done in form of; writen letters, circulars mommae, forms, reports, e-mails, tenders, telex, fax, minutes leale's, bulletins, manuals. notices and s0 on, Such mode of communication where writen records are available is often called writen Note: Avoid using capitals, bright colours, designer font styles in official mals “Make sure your signatures are corr Tn writen communication, written signs or symbols are used to communicate ‘Avwritten message may be printed or hand written, Message in written communication, is influenced by the vocabulary & grammar used ‘writing styl, precision and clarity of the language used. Weitten Communication is most common form of communication being used in business. So, itis considered core among business skills Merits of Written Communication ‘> Written communication is oficial and it covers only planned aspects of communication Distortion is not possible as messages are carefully raed and serutnized,> It promotes uniformity in policies and procedure. A Permanent reeord can be kept fora long time ie. easy relerence, Written communication is possible even if parties are quite apart from each other. Copies of le ean easily be made and kept as evidence (in disagreements) Reduces the possibilty of miss-understanding and miss- interpretation, Can save time when many people must be contacted atthe same time. Its useful for information which is bulky and requires extensive study. Delegation of authority isnot only facilitated, but is also quite exact and specific, ‘The information can be taken at one’s own leisure time and convenience. Communicators tend to be accurate in their meanings as the receivers are not immediately able to question the sender. vyyvyry vy Demerits of Written Communication > Usually not conducive to speedy feedback ie. Feedback is postponed, Lack the rich no-verbal cues provided by oral media Often takes more time and more resources (o ereate and distribute lengthy reports > Elaborate printed documents ean require special skills in preparation and production, The cost involved may be grea in terms of production, distribution, and storage > Inis not the best in securing cooperation and resolving personal problems ete. . Written material may leak out before time thus causing disruption in the effectiveness. Iv is slow moving because of procedural problems, Seereey of the communication isnot possible as itis an open seeret Non-verbal Communication It is the interpersonal process of sending and receiving information, both intentionally ond ‘unintentionally without using written or spoken language e.g. by using facial expression and body language. ‘+ Nonverbal communication entails communicating by sending and receiving wordless messages. ‘+ Any communication without word of mouth, spoken words, conversation and written languages are called Non-Verbal Communication ‘= It happens through signs, symbols, colours, gestures, body language or any facial expressions. Traflie signals are one of the best examples for nonverbal communication. ‘Non-verbal signals play three important roles in communication: verbal languages- Non-verbal signals ean strengthen a verbal message (when Is match words) o weaken a verbal message (when nonverbal signals do not match words or replace words entirelyii) Revealing truth: - Non-verbal cues help us ascertain the truth of spoken information, People find it harder to deceive with non-verbal signals. Non-verbal communication often conveys more to listeners than the words you speak iil) Conveying information efficiently- non-verbal signals ean convey alot and rich amounts of information in a single instant Recognizing non-verbal communication atthe workplace or paying special atention to non-verbal signals will enhance your ability to communicate successfully. Managers must also take special care of their body language, facial expressions, gestures for effective communication. A managet who always has a frown on his face is generally not liked nd respected by people, Being a Boss does not mean you need to shout at people. Be warm and friendly with your team members. Types of Non-verbal communication i) Facial expression- as the face isthe primary ste for expressing your emotions; it reveals both the type and the intensity of your feclings e.g a smile communicates happiness/friendliness fi) Gestures: by moving or non-moving your body, you express both specific and eneral ‘massages, ome voluntary and some involuntary ‘Vocal Characteristics: Your voice also éaries both intentional and unintentional messages, ‘Your tone volume, your accent and speaking pace, ele say a lot about who you are, your relationship with the audience, and the emotion underlying your words iv) Personal appearance. People respond to others on the basis oftheir physical appearance: at times fairly other times unt ¥) Body Posture- Slouching on chair (boredom, lack of interest) vi) Eye Contaet-Steady aetive listening, glancing interest, vii) Toueh- It is an important way to convey warmth, comfort, reassurance or control. It is governed by cultural eustoms and individual attitude towards touch vary widely vill) Time and space- Can be used to assert authority, imply intimacy, and send other non-verbal ‘messages. For instance, some people try to demonstrate their own importance or disregard for ‘others by making other people wait, others show respect by being on time. ix) Hand talk: Firm handshake means warmth or strength of character; clenched fist (displeasure! authority) Using nonverbal comm jeation effectively 1) Pay attention to nonverhal cues. They will make you both a better speaker and a beter listener, fi) When you are talking, be more conscious of the non-verbal cues you could be sending. Are they effective without being manipulative?‘Also consider the non-verbal signals you send when you are not talking ~ the clothes you ‘wear, the way you sit, the way you walk ete |v) When you listen be sure to pay attention tothe speaker's non-verbal eue, Do they amplify the spoken words or contradict? It includes pietures, posters, eraphs, diagrams, charts and billboards ete. Organizat extensive use of pictures such programmes, make blue prints progress charts, maps, visual aids in taining ie models of products and similar devices, The use of such means of ‘communication is inereasing in training and education as well as in organisational communication Pietures ean provide powerful visual images as suggested by the proverb "A picture is worth a thousand words" In fact, many companies have designed thei advertisement copies in which only pictures are used; however pictures should be combined with well-chosen words and action to tell the complete message. Audio-visual communication aids Audio-visual communication involves use of telecat films on the einem, slides on a projector seteen, computer, television and video, It is the latest’medium of communication, It is a ‘combination of sight and soul, Audio-visual communication ig suitable for publicity, mass propaganda and mass education, Large business firms frequently make use of this technique to ‘educate their workers and to popularise their products. The working of a new product can be clleetively demonstrated through audio visuals. Audio communication is suitable mostly for mass publicity and mass educations. Importance of audio, visual and audio visual conan ‘+ Ability to record information for future reference ‘+The computer and internet has enhanced search, processing and storage of information and generally enhanced speed and efficiency in communication, + Audio visual communication tends to have longer memorability due to use of multiple channels which makes it suitable for teaching, learning and advertisement. ‘+The internet services through mobile phone and computer has improved social networking through Facebook, What's up, and Twitter. ‘© Faster feedback due to speed in communication such as mobile phone, ‘Audio, visual and audio visual communication is a source of entertainment, through music, video pictures, and social chat with friends on Facebook, Twitter and Whatsapp.eee ‘Weaknesses of visual and audio visual ‘+ The mobile phone has enhanced coondinat as money laundering “The initial eost of buying and installing such communication devices and the operating cost is generally high for most people ‘+ Communication process may be hindered due to failure in network reception such as in internet, radio and television. n of crime while IT has enhanced eyhererime sueh ‘© Illiteracy may hinder the use of communication gadgets since it need a good operating knowledge such the use of eomputer, ‘ ‘+ Theuse of audio visual communication has reduced the need for fac to face interaction. People now prefer to use the social media and calling which hinder close socal interaction, ‘© There is a possibility of information leak when someone taps your communication. This is common in mobile telephony. Young people may also get content meant for adults. Graphs, charts and posters take time to construct. Lack of feedback in the use of mass media such as radio and television, Barriers to audio, visual, and audio visual communication ‘©The recipient must have communication gadget with eo able to reecive the message. ‘© The initial cast oF buying and installing such communication devices and the operating eos is generally high for most people ‘= Network and airwave failure may hinder communication process over telephone, internet, radio and television ‘Illiteracy may hinder the use of conn knowledge such the use of computer. ‘+ Breakdown of communication gadgets; computers, cameras, slide projector, video and radio gadget may break down when they are needed for use. ‘© Lack of electric power may hinder use of electronic communication gadgets such as computers, projectors, slide projectors and television ‘© Language barrier: most mass media broadeas in official languages which many people may not understand, , patible features as the send to be tion gadgels since it need a good opers Ways of overco wg the barriers to visual and audio visual communicatio + Ina business organisation, the management shokikl always ensure the audi, visual and audio visual channels are always working properly ‘© The management should always ensure that networks and airwave receptions are adequate for proper communication = Always ensue that thee is electricity dr batiery power and a proper back-up before beginning, 10 use audio, visual and audio visual communication gadgets, * Your choice of medium should be dictated by the literacy level, physical location and technological capacity ofthe receiver‘The choice of language should always depend on the your receiver. 7 ess nadia ‘should broadcast inva ‘variety ‘of languages; the availablity of channels ‘broadeasting in local languages ensures this, iuistie knowledge and competence o: influence the ch tion of commu 2) Gost The cost of ach medium shouldbe weighed so thatthe les costly medium i chosen, {he cost of sending must not be greater than the bene of the message "Speed and Urgency: Ifthe urgency in the mesage is great, then laser channels of telex, fax, ee, ‘chosen e.g. telephone, The distance between the telegrams, e-mails ete ') Nature & Size of the Audience: The background an! number of audience should be Siar ied For those who cannot read and wris; telephone, radio, speeches may be used while fora large audience public address system ean be used 0 Natur ofthe message: Thisals influences the choice in tha for lengthy and eompliated information that needs entensive study, reports, letters may be prefered \) Need for reeard: In deciding which chanel to use, one hast consider if there is need for the recon of communication. When thee i need fora recor, thn eters, reporte cents may be ehosen, Degree of Formally: Ifthe message is'highly formal, then formal channels of communication such as letters, memos, circulars, ete should be chosen while for informal messages verbal communication may be chosen MHD Availabilty: Forany channel o be ehosen, the ctr of availability shouldbe eonsidered {Oia the medium that is rely avaiable shoud be chosen for consistency purposes SN) Accuracy & Reliability: Where accuracy and reliability are required, then media that Provide acuraey in communication should be chosen eg eters, memos, e-mails, exe Organizational Pol the firm's culture and policy supports use of formal nels of communication should be used and where the firm ene they must be use NY Stile Required: Forany channel tobe chosen, shils needed to us i should be considered ‘Nchannel tht requires more technical silo operate than a firm has should not be cheney » {it erties factor in measuring the effectiveness of communication is common understanding, Understanding exists when all parties involved have mutual agreements to nor only the information, but also the meaning o he information. Efetive comminiation, thacions ees qyoen the intended message ofthe sender and the interpreted message ofthe recive are one wea ‘hesame, Although his shouldbe the goa in any communication, its nat always achieved