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OBJECTIVES OF COMMUNICATION

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  • The objective of communication is to transmit the message with meaning and understanding.
  • The main purpose of all communication in an organisation is the general welfare of the organisation.
  • Effective communication is needed at all stages.

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Objectives of Communication

Information

Raising Morale & Motivation

Warning

Advice

Order

Suggestion

Education

Persuasion

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INFORMATION

  • Important objective of communication is passing or receiving information about a particular fact or circumstances.
  • Managers need complete, accurate and precise information to plan and organise.
  • Employees need it to translate planning into reality.
  • Information can be collected from a variety of sources, including old files, news papers, internet, questionnaires etc.

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  • External information relates to public response to products, availability of raw materials, finance etc.
  • Internal information relates to job assignments, procedures, power centers, organisational policies, etc.
  • Information must be:
    • From a reliable source
    • Accurate
    • Complete
    • Latest

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ADVICE

  • Information is always factual and objective.
  • But, advice involves personal opinions, & is likely to be subjective.
  • How to make Effective advice:
    • Is both individual- oriented and work-oriented.
      • It should be related to a specific piece of work, and should be given in such a way that it suits the individual needs of the recipient.
    • Does not make the worker feel inferior
    • Is given in the worker’s interest
    • Promotes understanding
    • Can become a two- way channel of communication.

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ORDER

  • Is an authoritative communication
  • It is a directive to somebody, always a subordinate, to do something, to modify or alter the course of something he is already doing.
  • Orders move downwards

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TYPES OF ORDERS

  • Written and oral orders

Written orders are usually given in the following cases:

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      • The order is of a highly responsible nature.
      • The task is repetitive in nature.
      • The person being ordered is remotely situated and is not possible to give him oral orders.

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Oral orders are given in the following cases:

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      • The job is required to be done immediately
      • It is an ordinary job and there is no need of mainataining any written record.

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  • General and Specific Orders

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      • Orders related to one particular activity
      • If there are a number of activities having operational similarities, general orders may be issued to cover all of them.

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  • Procedural and Operational Orders
      • Procedural orders specify procedures to be adopted.
      • They are general by nature
      • Operational orders are more closely related to the job in hand.

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  • Mandatory and Discretionary Orders
      • Mandatory orders have to be obeyed.
      • Discretionary orders are usually in the nature of recommendations.

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Characteristics of an Effective Order

    • Clear and complete
    • Capable of being executed
    • Given in a friendly tone

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SUGGESTION

  • Suggestions are welcome, for it is not obligatory to accept them.
  • Suggestions can be voluntary and anonymous; submitted through suggestion boxes.
  • Employees should be encouraged to give suggestions.

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PERSUASION

  • It is defined as an effort ‘to influence the attitudes, feelings or beliefs of others, or to influence actions based on those attitudes, feelings or beliefs.’
  • You can persuade others if
    • You are yourself convinced
    • You do not impose
    • You can look at the situation from the other person’s angle also.

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EDUCATION

  • It is a very conscious process of communication
  • Involves both teaching and learning.
  • Main purpose of education is to widen knowledge as well as to improve skills.
  • It is carried on at three levels:
    • Education for the management
    • Education for the employees
    • Education for the outside public

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WARNING

  • Warnings can be general or specific
  • General warnings are not directed to any particular person or group.
  • Warnings like ‘No smoking’, ‘Outsiders are not allowed’, ‘No admission without permission’ are general warnings.
  •  Particular warnings-warnings against a particular person- involve disciplinary action in the form of reprimand.
  • Specific warning should be administered in private and after thorough investigations.
  • The aim of warning should be the organisation’s benefit.

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RAISING MORALE AND MOTIVATION

  • Morale stands for mental health
  • It is the sum of several qualities like courage, fortitude, resolution and confidence.
  • High morale and efficient performance go hand in hand.
  • Motivation energizes and activates a person and channelises his behaviour towards the attainment of desired goals
  • Motivation can be achieved through:
    • Monetary incentives
    • Making the workers participate in the decision making process
    • Making achievement goals very specific
    • Giving security and a congenial work environment.

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