Communication and it's importance in Business

Meaning and Significance of Communication :-


Communication is the process by which information is transmitted between individuals and
organizations so that an understanding response results.
• Communication is neither the transmission of a message nor the message itself.
• It is the mutual exchange of understanding, originating with the receiver.
• Communication needs to be effective in business.
• Communication is the essence of management.
• The basic functions of management (Planning, Organizing, Staffing, Directing and
Controlling) cannot be performed well without effective communication.
• Business communication involves constant flow of information.
• Feedback is integral part of business communication.
• Organizations these days are verly large and involve large number of people.
• There are various levels of hierarchy in an organization.
• Greater the number of levels, the more difficult is the job of managing the organization.
• Communication here plays a very important role in process of directing and controlling the
people in the oragnization.
• Immediate feedback can be obtained and misunderstandings if any can be avoided.
• There should be effective communication between superiors and subordinated in an
organization, between organization and society at large (for example between management
and trade unions).
• It is essential for success and growth of an organization. Communication gaps should not
occur in any organization.
• Business Communication is goal oriented.
• The rules, regulations and policies of a company have to be communicated to people within
and outside the organization.
• Business Communication is regulated by certain rules and norms.
• In early times, business communication was limited to paper-work, telephone calls etc.
• But now with advent of technology, we have cell phones, video conferencing, emails,
satellite communication to support business communication.
• Effective business communication helps in building goodwill of an organization


Characteristics of Successful Communication

Several researchers have stressed the importance of communicating one’s feelings effectively.
This is as important to a social structure as breathing is to life. Hence we have to understand the
various properties or characteristics that must qualify our communicating activities and processes.
A varied set of skills are thus essential. They are also called as 7C’s of communication.
The following is a summary of all the characteristics of effective communication:
• Clear
• Concise
• Concrete
• Coherent
• Complete
• Courteous
• Listening for Understanding
• Focus and Attention
• Emotional Awareness and Control


Advantages of Oral Communication

1. There is high level of understanding and transparency in oral communication as it is interpersonal.
2. There is no element of rigidity in oral communication. There is flexibility for allowing changes in
the decisions previously taken.
3. The feedback is spontaneous in case of oral communication. Thus, decisions can be made quickly
without any delay.
4. Oral communication is not only time saving, but it also saves upon money and efforts.
5. Oral communication is best in case of problem resolution. The conflicts, disputes and many
issues/differences can be put to an end by talking them over.
6. Oral communication is an essential for teamwork and group energy.
7. Oral communication promotes a receptive and encouraging morale among organizational
employees.
8. Oral communication can be best used to transfer private and confidential information/matter.


Disadvantages/Limitations of Oral Communication

1. Relying only on oral communication may not be sufficient as business communication is formal and very organized.
2. Oral communication is less authentic than written communication as they are informal and not as organized as written communication.
3. Oral communication is time-saving as far as daily interactions are concerned, but in case of meetings, long speeches consume lot of time and are unproductive at times.
4. Oral communications are not easy to maintain and thus they are unsteady.
5. There may be misunderstandings as the information is not complete and may lack essentials.
6. It requires attentiveness and great receptivity on part of the receivers/audience.
7. Oral communication (such as speeches) is not frequently used as legal records except in investigation work

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