Effective Communication is significant for managers in the organizations so as to perform the basic functions of management which include planning, organizing, leading and controlling.
Communication helps managers to carry out their job descriptions. It serves as a foundation for planning. All the essential information must be communicated to the managers who in-turn must communicate the plans so as to implement them. Organizing also requires effective communication with others about their job task. Similarly leaders as managers must communicate effectively with their subordinates so as to achieve the team goals. Controlling also needs communication and this can either be oral or written.
Managers devote a great part of their time in communication. They spend great time on face to face or telephonic communication with their superiors, subordinates, colleagues, customers or suppliers. Managers also use Written Communication in form of letters, reports or memos wherever oral communication is not feasible.
Thus, we can say that “effective communication is a building block of successful organisations”. In other words, communication acts as organizational blood. On contrary, ineffective communication normally leads to failure of many organisations. Thus a manager must ensure there an effective and efficient communication system in the organisation.
In organisations, communication can flow in the following directions in order to serve various roles:
i. Downward –communication from higher level to lower level. This flow is mainly involves giving orders, broadening of ideas and communicational knowledge.
ii. Upward –communication up the official hierarchy in an organisation from lower to higher level, that is information from subordinate to superiors, for example, giving opinions or reporting problems affecting employees.
iii. Lateral –communication among people of the same status within a department or among different working units.
iv. Diagonal –communication among people of the different status who are not formally connected in the organisational communication system.
v. External – communication with those out of the organization. This occurs when the organization is transacting business with other organisations or when it is connecting to community around it.
As communication flow in and without the organization, it importance can be summarized as follows:
a) Communication is a source of information to the organizational members for decision-making process as it helps identifying and assessing alternative course of actions.
b) Communication promotes motivation by informing and clarifying the employees about the task to be done, the manner they are performing the task, and how to improve their performance if it is not up to the mark.
c) Communication also plays a crucial role in altering individual’s attitudes, that is, a well-informed individual will have better attitude than a less-informed individual. Organizational magazines, journals, meetings and various other forms of oral and written communication help in moulding employee’s attitudes.
d) Communication also helps in socializing. In today’s life the only presence of another individual fosters communication. It is also said that one cannot survive without communication.
e) Communication also assists in controlling process within an organisation. It helps controlling organizational member’s behaviour in various ways. There are various levels of hierarchy and certain principles and guidelines that employees must follow in an organization. They must comply with organizational policies, perform their job role efficiently and communicate any work problem and grievance to their superiors. Thus, communication helps in controlling function of management.
An effective and efficient communication system requires managerial proficiency in delivering and receiving messages. A manager must discover various barriers to communication analyze the reasons for their occurrence and take preventive measures to avoid those barriers. Thus, the primary responsibility of a manager is to develop and maintain an effective communication system in the organization which will ensure employees’ and other interest group’s communication satisfaction.