Communication

a process by which information is exchanged between individuals through a common system of symbols,
signs, or behavior
Communication is simply the act of transferring information from one place, person or group to another.
Importance of Communication:
Effective communication is vital for efficient management and to improve industrial relations. In modern
world the growth of telecommunication, information technology and the growing competition and complexity
in production have increased importance of communication in organisations large and small irrespective of
their type and kind. A corporate executive must be in a position to communicate effectively with his superiors,
colleagues in other departments and subordinates. This will make him perform well and enable him to give his
hundred percent to the organisation.

The following points can illustrate the importance of communication in human resource management:
1. Base for Action:
Communication acts as a base for any action. Starting of any activity begins with communication which brings
information necessary to begin with.

2. Planning Becomes Easy:

Communication facilitates planning. Planning is made easy by communication. Any type of information
regarding the human resource requirement of each department of the organisation with their qualifications,
the type and kinds of job etc. can be collected through communication which helps in human resource
planning. Policies and programmes for their acquisition can be prepared and implemented. In the entire
process communication plays a vital role, it also facilitates managerial planning of the organisation.

3. Means of Coordination:
Communication is an important tool for coordinating the efforts of various people at work in the organisation.

4. Aids in Decision-Making:
The information collected through communication aids in decision-making. Communication facilitates access
to the vital information required to take decisions.

5. Provides Effective Leadership:

A communication skill bring manager near to his subordinates and exchange ideas and submits appropriate
proposals, knows their opinions, seeks advices and make decisions. This enables a manager to win confidence
of his subordinates through constantly communicating with them and removing probable misunderstandings.
In this way he leads his people to accomplish the organisational goal.

6. Boosts Morale and Motivation:

An effective communication system instills confidence among subordinates and workers ensuring change in
their attitude and behaviour. The main cause of conflict and dissatisfaction is misunderstanding which can be
removed through communication skills. The removal of misunderstanding makes manager and his
subordinates understand each other and create good industrial relations. This boosts up the morale of the
people and motivates them to work harder.
 MODELS OF COMMUNICATION

1. ARISTOTLE’S MODEL OF COMMUNICATION

Aristotle(384-322 B.C) was a Greek philosopher and writer born in Stagira, Northern Greece. He was also the
teacher of Alexander the Great. He studied physics, logic, mathematics, etc.
While exploring the human nature scientifically, Aristotle developed a linear model of communication for oral
communication known as Aristotle’s Model of Communication. This is considered as the first model of
communication and was proposed before 300 B.C. It is also the is most widely accepted among all
communication models.

Aristotle Model is mainly focused on speaker and speech. It can be broadly divided into 5 primary
elements:Speaker, Speech, Occasion, Audience and Effect.
The Aristotle’s communication model is a speaker centered model as the speaker has the most important role
in it and is the only one active. It is the speaker’s role to deliver a speech to the audience. The role of
the audience is passive, influenced by the speech. This makes the communication process one way, from
speaker to receiver.
The speaker must organize the speech beforehand, according to the target audience and situation (occasion).
The speech must be prepared so that the audience be persuaded or influenced from the speech.
2. CLAUDE SHANNON AND WARREN WEAVER’S MODEL (1948)
Shannon Weaver model of communication was created in 1948 when Claude Elwood Shannon wrote an article
“A Mathematical Theory of Communication” in Bell System Technical Journal with Warren Weaver.
Shannon was an American mathematician whereas Weaver was a scientist. The Mathematical theory later
came to be known as Shannon Weaver model of communication or “mother of all models.” This model is more
technological than other linear models.
Concepts in Shannon Weaver Model
Sender (Information source) – the person who makes the message, chooses the channel and sends the message.
Encoder (Transmitter) – the sender who uses machine, which converts message into signals or binary data. It
might also directly refer to the machine.
Channel –Channel is the medium used to send message.
Decoder (Receiver) – Decoder is the machine used to convert signals or binary data into message or the
receiver who translates the message from signals.
Receiver (Destination) –Receiver is the person who gets the message or the place where the message must
reach. The receiver provides feedback according to the message.
Noise –Noise is the physical disturbances like environment, people, etc. which does not let the message get to
the receiver as what is sent.
Explanation of Shannon Weaver Model
The sender encodes the message and sends it to the receiver through a technological channel like telephone
and telegraph. The sender converts the message into codes understandable to the machine. The message is sent
in codes through a medium. The receiver has to decode the message before understanding it and interpreting
it. The receptor machine can also act as a decoder in some cases. The channel can have noise and the receiver
might not have the capacity to decode which might cause problems in communication process.
As Shannon was an engineer, this model was first made to improve technical communication, mainly for
telephonic communication. It was made to maximize telephone capacity with minimum noise. Later, Weaver
applied it for all kind of communications to develop effective communication and the model became famous
as Shannon Weaver model. In engineering, Shannon’s model is also called information theory and is used
academically to calculate transmission through machines and also has a formula.
4. EUGENE WHITE’S MODEL (1960)
Eugene White’s Model tells that communication in circular and continuous, without a beginning or an end.
This is why White made a cyclical model. We can assume that communication begins with thinking, it can
actually be observed from any point in the model. He also introduced the concept of feedback.

Eugene White introduced the concept of FEEDBACK to the field of communication. It is the perception by the
speaker about the response of the listener. If the speaker monitors the listeners it is the only way that he/she
can recieve feedback.

5. OSGOOD - SCHRAMM’S MODEL OF COMMUNICATION

Charles Egerton Osgood (November 20, 1916 – September 15, 1991) was a distinguished
American psychologist who developed a technique for measuring the connotative meaning of concepts,
known as the semantic differential. Osgood was born in Somerville, Massachusetts. He received his Ph.D. in
Psychology from Yale University in 1945.
He was a professor of psychology of the University of Illinois at Champaign-Urbana from 1949 to 1984, and a
research professor of the Institute of Communications Research (ICR), in the UI College of Communications.
He was the Director of the ICR from 1957 to 1984. He served as president of the American Psychological
Association from 1962 to 1963.
Wilbur Schramm. One of the founding fathers of Mass Communication field. Graduated from Marietta
College in 1928 (Bachelor’s Degree in History and Political Science) Worked toward his Masters in American
Civilization at Harvard. Completed the doctoral program at the University of Iowa in English Literature.
Launched the first doctoral program in Mass Communication studies under the field of Journalism in
University of Iowa
Authored more than twenty-five books and forty journal articles
1935 – founded a literary magazine called American Prefaces: A Journal of Critical and Imaginative Writing,
1936 – founded the Iowa Writers’ Workshop. In 1941, he joined the Office of War Information to investigate the
nature of propaganda. Helped in making Mass Communication as a scholastic discipline.

It is a Circular Model, so that communication is something circular in nature

Encoder – Who does encoding or Sends the message (message originates)
Decoder – Who receives the message
Interpreter – Person trying to understand (analyses, perceive) or interpret
Note: From the message starting to ending, there is an interpretation goes on. Based on this interpretation only
the message is received.
 This model breaks the sender and receiver model it seems communication in a practical way. It is not a
traditional model.
It can happen within our self or two people; each person acts as both sender and receiver and hence used
interpretation. It is simultaneously take place e.g. encoding, interpret and decoding.
Semantic noise is a concept introduced here it occurs when sender and receiver apply different meaning to the
same message. It happens mostly because of words and phrases for e.g. Technical Language, So certain words
and phrases will cause you to deviate from the actual meaning of the communication.
Note: When semantic noise takes place decoding and interpretation becomes difficult and people get deviated
from the actual message.
Advantage of Osgood- Schramm model of communication
1. Dynamic model- Shows how a situation can change
2. It shows why redundancy is an essential part
3. There is no separate sender and receiver, sender and receiver is the same person
4. Assume communication to be circular in nature
5. Feedback – central feature.
Disadvantage of Osgood- Schramm model of communication
This model does not talk about semantic noise and it assume the moment of encoding and decoding.

COMMUNICATION ETHICS
Communication ethics is concerned primarily with human communication mediated by communications
technologies, from print to radio, television, and other advanced electronic media. As such it assumes the
importance of ethical responsibilities in direct or immediate communication, such as the obligation to speak
truthfully, and seeks to reflect on how these carry over into the complex circumstances that arise with the
development of communications science and technology. Because of the historical role played by reflection on
ethics in relation to mass circulation print technologies in the form of newspapers during the first half of the
twentieth century, communication ethics has its roots in journalism ethics. Because of the multiplicity of
communications media during the last half of the twentieth century, the term media ethics is sometimes used as
a synonym for communication ethics.
Ten Basics of Ethical Communication
1. Seek to “elicit the best” in communications and interactions with other group members.
2. Listen when others speak.
3. Speak non-judgmentally.
4. Speak from your own experience and perspective, expressing your own thoughts, needs, and feelings.
5. Seek to understand others (rather than to be “right” or “more ethical than thou”).
6. Avoid speaking for others, for example by characterizing what others have said without checking your
understanding, or by universalizing your opinions, beliefs, values, and conclusions, assuming everyone shares
them.
7. Manage your own personal boundaries: share only what you are comfortable sharing.
8. Respect the personal boundaries of others.
9. Avoid interrupting and side conversations.
10. Make sure that everyone has time to speak, that all members have relatively equal “air time” if they want it.