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Padmanabhan Eshwar

The need to make communication an effective instrument of organisational cohesiveness and control is well recognised. In this context, a few rules or guidelines for effective communication are outlined below. These may also be regarded as characteristics or principles of an effective communication system.

The sender should be clear in his mind as to the intent, content and context of communication on each occasion. He should also clarify the purpose of communication to the receiver, apart from giving due attention to the aspects of timing of communication. Adequate safeguards are to be built into the communication system to prevent transmission of conflicting and confusing messages to receivers. Information should be reliable. This promotes the credibility of the communication and promotes its acceptability. The communication channels should be straight forward and short, to minimise delays and distortion of information. Arrangements are to be made for prompt transmission of information to the needed areas.

Fast and automatic systems of information flow should be built into the organisational structure, without affecting the accuracy of messages. Communication effectiveness can be maintained and improved by matching the media with the nature of messages to be transmitted. The medium employed may be formal or informal, oral or written, face-to-face or indirect, or an appropriate combination of them. There should be proper internal organisational atmosphere of trust, goodwill, understanding and transparency in the organisation among the various participants in the communication process. It is a part of organisational culture.

The language employed in communication should be simple and easy to understand. The language and style of communication should match the level of understanding of the receiver. All the activity units of organisation are to be connected with communication channels. They may be upward, downward, lateral and diagonal. The system should allow free flow of information from the points of origin to destination.

Chester Bernard, an early management thinker, wrote on the role of communication: "In any exhaustive theory of organization, communication would occupy a central place because the structure, extensiveness and scope of organisation are almost entirely determined by communication techniques."

Communication is also described as the "glue that holds an organization together, the very essence of an organisation. Communication is a means by which behaviour is modified, change is effected, information is made productive and goals are achieved." Dalton Mcfarland defines communication as the process of meaningful interaction among human being. More specifically it is the process by which meanings are perceived and understandings are reached among human beings.

Communication is an exchange process-exchange or sharing of information or viewpoints between at least two persons, whether by word of mouth or in writing. Communication is also regarded as the process of sharing of meaning and understanding between people so as to achieve `meeting of minds' and `hearts'.

Feedback is the very vital and important effective characteristic of good communication system and is permitted through a two-way communication. The need is to supplement formal communication channel with informal channels. The latter will help fill some of the gaps in the formal channels.

In any given circumstances it is desirable to encourage upward communication in an atmosphere of openness and freedom from fear. For a prudent executive to manage ticklish situations and to control the pace and pattern of events upward communication and other related tasks are very helpful.

In order to be more effective in communication the receiver has to be patient and perceptive. Such an attitude will have an impact on the subordinated and also the attitude is likely to soften the attitudes of subordinates and enable tem to share their ideas and views very freely and friendly with their superiors. There will also be a sense of participation both downward and upwards. Which is a healthy condition. To be more effective than impersonal, unilateral and authoritative oriented communication.

Lastly with the changing organisational structure and requirements the communication systems and the medium of communication should be flexible enough to absorb additional loads of information, to incorporate new techniques of information transmission and to adapt to the contemporary requirements.

Though there are several bottlenecks and barriers to achieve greater and better results one should have a sense of the significance of communication while performing his/her job. This not only gives a chance to develop interpersonal relations but also substitutes to give at the end of the day job satisfaction.

There are various channels of communication but to be more effective while one communicates one must have the right attitude towards lower staff but also towards each other, level of understanding among people, nature of authority structure, efficiency and extent of physical facilities of communication, nature of information is the subject of communication the language and wording employed to communicate is essential.

Communication at home, formal or informal, has a very special and occupies a distinct place in any study. It has become indispensable subject of management. Good communication skills can give satisfying results as both managers and non-managers. The kingpin of organisational functioning is communication without it the activities of organisation will come to a grinding halt. Communication channels should be short and direct, the language should be simple and understandable, lucid and so on.

Though there are many barriers while the principles of communication are greatly valued among contemporary organizations and their managers.

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