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WHAT IS COMMUNICATION?
Communication is the transferring of a message from the sender to the receiver who understands the message
It can be either INTERNAL communication (occurs between business departments and employees in the same organization) or EXTERNAL communication (occurs between the business and people outside the business)
However, what makes some businesses have communication problems and others not? It is the presence of effective communication
EFFECTIVE COMMUNICATION INCLUDES:
A sender/transmitter: the person who is sending the message with its details
A receiver: the person who receives the message from the sender and understands it
A medium of communication: the platform or the way the message was sent (examples: email, letter, etc.)
Feedback: given by the receiver to ensure the message was received and understood
TYPES OF COMMUNICATION:
One-way communication: when the sender sends a message to the receiver but does not expect feedback to be given. Example: a "no smoking" sign. The message would be received by the receiver but s/he would not give feedback
Two-way communication: when the sender sends a message to the receiver and expects feedback to be given and questions to be asked (back and forth communication). Example: a business deadline is coming up so the manager gives the employee instructions. If the employee does not understand or has further questions, s/he would send a message to ask.
Downward communication: goes from the top of the organizational chart hierarchy to the bottom/lower levels. Example: message from the manager to the employee
Upward communication: goes from the bottom/lower levels of the chart to the top. Example: a machine broke down midway through processing so the employee sends an urgent notice to the manager to fix/replace it
Horizontal communication: occurs between employees of the same level of hierarchy
Formal communication: occurs between people within the same organization using a professional language like reports, emails, etc.
Informal communication: occurs between people within the same organization using everyday language through texting, calling, etc.
COMMUNICATION METHODS:
VERBAL METHODS:
Done by speaking through meetings, calls, video conferences, etc.
Advantages:
It is quick and efficient
The sender of the message can use body language /presentation skills/voice tone to reinforce the message
Feedback will be given at that instant
Disadvantages:
It can be time consuming if there are many questions/feedback from many people
It cannot be guaranteed that everyone in the meeting is paying attention
No written record to refer back to it
WRITTEN METHODS:
Where information is given to the receivers through a written language and a written medium like letters, emails, fax, memos, etc.
Advantages:
There is a written record to refer back to it
It can be forwarded to many people
It is cheap
It can be detailed
Disadvantages:
Jargon language can be used (hard words that not everyone can understand)
Feedback is not always given so its hard to know if the message is received/understood
If the message is too long the receiver will not read it all
VISUAL METHODS:
Where the message is portrayed through pictures, charts, etc.
Advantages:
Can be used with written messages to look appealing
Disadvantages:
No feedback received
FACTORS THAT AFFECT THE COMMUNICATION METHODS:
Speed: if the message needs to be achieved and understood fast, then using verbal methods may be the best option
Cost: if a cheap method is needed, then using written methods may be ideal or a telephone call
Leadership style: if the business uses autocratic, then one-way communication like visual can be used. If its democratic, then two-way communication like verbal can be incorporated
Message details: if its really detailed, then its best and safest to use written to make sure all the information is given
Importance of feedback: if feedback is crucial then using verbal can be the best option
Importance of a written record: if the having the message documented is paramount, then using written methods is the best option
COMMUNICATION BARRIERS:
They reduce the possibility of getting the most effective communication
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