PREPARED ON 19th September, 2016 by SINDAYIGAYA Aimable Benjamin

1.
a) What is communication?
b) By using examples give and explain eight elements of communication cycle.
2.
By using vivid examples, state and explain five reasons why communication is taken as blood for
any business organisation.
3.
Under help of relevant examples, give and explain five maxims of effective communication.

END

ANSWER FOR QUESTIONS

The word Communication comes from the Latin word of communis, which means to share is
the activity of conveying information through the exchange of thoughts, messages, or
information, as by speech, visuals, signals, writing, or behavior.
The communication process is complete once the receiver has understood the message of the
sender and reacts on it.
Communication means The flow of material information, perceptions and understanding
between various parts and members for smooth running of an organization.
According to Murphy, communication is the process of transmitting and receiving verbal and
non-verbal messages.
Communication is a process of sharing message from on party to another party i.e. from sender
to receiver.
Note 1: The message indicates that communication is not only what is on a piece of paper but it
is a lot more, it includes all ideas in the senders mind, how it is transmitted, how it is received
and how it is perceived, meaning how it is understood, it also means that communication is not
just verbal it is also non-verbal. The last part produces response means it is not just sending the
information but getting a response from it and that too an effective one.
Communication is any act by which one person gives to or receives from another person the
message about that persons needs, desires, perceptions, knowledge, emotional or affective
states. Communication may be intentional or unintentional meaning that it may involve
conventional or unconventional signals, may take linguistic or non-linguistic forms, and may
occur through spoken or other modes.
communication is the exchanging of ideas, opinions, facts, feeling, taught, emotions and
information through written or spoken words, symbols or actions between two parties i.e.
sender and receiver.

Note2: In normal circumstance communication is a dialogue but it can be monologue where

someone might share ideas, opinions, facts, feeling, taught, emotions and information through
written or spoken words, symbols or actions between him and her (intrapersonal
communication).
ELEMENTS OF COMMUNICATION
The following are eight core components of communication process:
1. Sender/Encoder
2. Encoding /scripting
3. Message
4. Medium/ channel
5. Noise
6. Receiver/Decoder
7. Decoding
8. Feedback

STAGE OF COMMUNICATION
THE GRAPHICAL PRESENTATION OF COMMUNICATION PROCESS IS AS FOLLOWS:

FIVE REASONS WHY COMMUNICATION IS TAKEN AS BLOOD FOR ANY

BUSINESS ORGANISATION
Organization is an arrangement between individuals and groups in human society that structure
relationships and activities (Business, Political, Religious or social, charity, etc). In other words,
an organization is a group of people identified by shared interests or purpose, for example, a
school, government unit or organ, church, NGOs, bank, etc.
Therefore Communication is the lifeblood of an organization. If we could somehow remove
communication flow from an organization, we would not have an organization.
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It is needed because it:

1. Helps in business organisation planning
2. Helps in coordination of organisation resources
3. Helps in organizing the business organisational resources
4. Helps in staffing the business organizations human resources
5. Helps in recruitment process
6. Helps in motivating all business organizations resources e.g.: Thanks
7. Helps in monitoring and evaluating the business organizations activities
8. Helps in decision making
9. Helps in conflict management
10. Helps in sharing the profits and dividends
11. Helps in market identification and any product
12. Helps in price determination
13. Helps in planning processes
14. Helps in career and skills development
15. Helps in building good and close relationship among employees and outsiders
16. Helps in screening weakness and straightness of competitors
17. Helps in attracting foreigners
18. Helps in description of products and production processes
19. Helps in compliance with law
20. Helps in determining the value and volume of products produced
21. Helps in designing and naming the products
22. Helps in attracting and retaining customers and suppliers
23. Helps in identification of customers behaviours
24. Works as source of information for reporting
25. Helps in advertising
26. Helps in choose of business to be started
27. Increases the goodwill or reputation of the business through report
28. Facilitates the capital formulation and investment
29. Helps in determination of creditors and debtors of the business and compare them.
30. Helps in deciding the location of the business
31. Helps in setting strategies and tactics to achieve the set objectives of the business
32. Helps in determining and presenting the position of the business through balance sheets
33. Helps in screening customers preferences and decide how to meet them
34. Helps in indicating manufacturing date and expired date of the products
35. Helps in market research to assess the customers problems
36. Helps in conflict-resolution
37. Helps in identification of internal and external factors that influences the business
activities
38. Helps in determining the effects of national and internal currency changes to the business
39. Helps in market segmentation
40. Helps in prevention and correction of frauds, errors and mistakes aroused in business
41. Helps in determining products uses and users
42. Helps in increasing business stake holders welfare and awareness
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43. Helps in expending business activities

44. Helps in specifying duties and responsibilities of each and every stakeholder
45. Helps in promoting business creditworthy
46. Helps in promoting accountability with stakeholders
47. Etc.
When communication stops, organized activity ceases to exist. Individual uncoordinated activity
returns in an organization. So, Communication in an organization is as vital as blood for life.
MAXIMS/PRINCIPLES OR CANONS OF COMMUNICATION
The seven cs of effective business communication
The message is said to be effective when the receiver understands the same meaning that the
sender was intended to convey. For any communication in business, in order to be effective, it
must have seven qualities. These seven attributes are called seven Cs of effective business
communication. (All these attribute starts with the alphabet C so are called 7 Cs)
1.
2.
3.
4.
5.
6.
7.

Correctness
Clarity
Conciseness
Completeness
Consideration
Concreteness
Courtesy

1. Correctness
At the time of encoding, if the encoder has comprehensive knowledge about the decoder of
message, it makes the communication an ease. The encoder should know the status, knowledge
and educational background of the decoder. Correctness means:

Use the right level of language

Correct use of grammar, spelling and punctuation

Accuracy in stating facts and figures

Correctness in message helps in building confidence.

2. Clarity
Clarity demands the use of simple language and easy sentence structure in composing the
message. When there is clarity in presenting ideas, its easy for the receiver/decoder to grasp the
meaning being conveyed by the sender/encoder.
Clarity makes comprehension easier.
3. Conciseness
A concise message saves time of both the sender and the receiver. Conciseness, in a business
message, can be achieved by avoiding wordy expressions and repetition. Using brief and to the
point sentences, including relevant material makes the message concise. Achieving conciseness
does not mean to lose completeness of message.
Conciseness saves time.
4. Completeness
By completeness means the message must bear all the necessary information to bring the
response you desire. The sender should answer all the questions and with facts and figures. and
when desirable, go for extra details.
Completeness brings the desired response.
5. Consideration
Consideration demands to put oneself in the place of receiver while composing a message. It
refers to the use of your attitude, emphases positive pleasant facts, visualizing readers problems,
desires, emotions and his response.
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Consideration means understanding of human nature.

6. Concreteness
Being definite, vivid and specific facts and events rather than vague, obscure and general lead to
concreteness of the message; facts and figures being presented in the message should be specif.
Concreteness reinforces confidence.
7. Courtesy
In business, almost everything starts and ends in courtesy. Courtesy means not only thinking
about receiver but also valuing his feelings. Much can be achieved by using polite words and
gestures, being appreciative, thoughtful, tactful, and showing respect to the receiver. Courtesy
builds goodwill.
Courtesy strengthen relations.