Concept, Importance, Types and Means of Communication

Concept of Communication

The process of exchanging information between two or more persons is called communication. It involves the flow of information from a sender to receiver. It is one of the important infrastructure of development. Communication is done by means of electronic, print, radio, waves and so on. We need to communicate to share information with other. The development of means of communication has made interpersonal relations close, interactive and easy. Communication plays an important role in the development of the country. It reduces the distance and makes the flow of information faster. It also saves time, budget and labor, Information, ideas and opinions can be shared among many persons at any given time through modern means of communication.

According to Keith Davis,“Communication is the process of passing information and understanding from one person to another"

According to peter Stimson,“Communication is the exchange of information between people or groups"

Importance of Communication

The following are the importance of business communication

• Efficient Operation:

Communication plays a vital role all over the world. To run the office smoothly and efficiently communication is necessary. Means of communication has made interpersonal relation close and easy. Without communication it is impossible to exchange feedback.

• Basis of planning:

Planning is the process of organizing the activities required for achieving the desired goal. Planning helps an organization to chart a course for the achievement of its goals. Communication can be used as the basis for better planning.

• Aids in decision making:

Decision-making is the process of identifying and choosing alternatives based on the values and preferences of the decision-maker. Figures and alternatives require information, data, facts and other reports. Communication assists for effective decision making.

• Facilitates control:

Control is the comparison of actual work with standard work set. It helps to set the standards and targets.

• Effective co-ordination:

The process of organizing people or groups so that they work together properly and efficiently is called coordination. It requires the exchange of feelings, problems, ideas, information etc. between two or more members.

Types of Communication

Communication can be categorized into the following types:

• Internal communication:

The process of exchanging information between the persons within the organization is called internal communication. The information, ideas, facts etc. are transferred from sender to receiver in the same organization.

• External communication:

The process of exchanging information between the persons of various organizations is called the external communication. The information ideas, facts etc. are transferred from one organization to another organization.

• Written Communication:

The transformation of information through written words is called written communication. The information under written communication can be in the form of notes, memos, letters, forms, notices, invoices, reports, brochures, e-mail, fax etc.

• Oral Communication:

The exchange of information through words and sounds is called oral communication. The oral communication is done through mechanical devices such as telephone, intercom, dictating machine, loudspeakers, voice mails etc.

Means of Communication

The tools and technology used for exchanging information between people and organizations are called means of communication. The means of communication plays a vital role for the effective transfer of information. There are various means of communication. They are classified into four categories.

• Oral means of communication:

When messages or information is exchanged or communicated orally then it is called oral communication. It is word-based communication system but in oral form. Face to face conversations, group discussions, counselling, interview, radio, television, telephone calls etc. is used to express meaning of oral communication. Telephone, Radio, and television are the examples of oral means of communication.

• Written means of communication:

The process of transforming message from one place to another place through written matters is known as written means of communication. Written communication has great significance in today’s business world. It is an innovative activity of the mind. Effective written communication is essential for preparing worthy promotional materials for business development. Fax, Electronic mail, Internet, Telegram are the examples of written communication.

• Electronic means of communication:

Communication,which is done using electronic media is known as electronic communication. Internet,e-mails,telephones,mobiles,Internal communication links, a voice in a tap, bells buzzers,loudspeaker,voice mails are the examples of electronic means of communication. People can easily share conversation, picture, image, sound, graphics, maps, interactive software and thousands of things via electronic communication.

• Visual means of communication:

Any image that is used to communicate an idea, whether it's a sign, poster, drawing, photograph, or television advertisement, can be included in the field of visual communications. It is one of the most important way which helps people to communicate and share information. Diaphragms, pictures, charts, and pages of computer images can be presented using visual means of communication.

References:

Khanal, Soma Raj, Surendra Thapa Aslami and Sitaram Dhakal.Business Studies.Kathmandu: Taleju Prakashan, 2067.

Pant, Prem R., et al.Business Studies.Kathmandu: Buddha Academic Publishers and Distributors Pvt. Ltd., 2010.