COMMUNICATION SKILLS MOUNT KENYA UNIVERSITY (MKU) NOTES

Definition of communication.

Communication is an act of any natural or artificial means of conveying information or giving instruction.
It’s the process of passing information and understanding from one person to the other.

According to Newman and summer
Communication is an exchange of facts, ideas, opinions or emotions two or more persons.

According to Peter Little
Communication is process which information is transmitted between individuals/organization so that understanding response results.
Its giving, receiving or exchange of information, opinions, or ideas writing speech or visual means or any combination of the three so that the material communicated is completely understood everyone concerned.

Administrative communication –
Administrative communication is a process involving the transmission and accurate replication of ideas ensured feedback for purpose of eliciting actions which will accomplish organizational goals.
Analysis
This definition has emphasized the following points;-

  • It involves the communication of ideas.
  • Ideas should be accurately replicated. The receiver should get exactly the same ideas as were transmitted.
  • Transmitter is assured of accurate replication of ideas feedback.
  • Purpose of communication is to elicit action.

This definition can be expanded to include emotions.

The purpose of communication is not always to elicit action it may also include communication to seek information or to persuade other person to a certain point of view.

Main aspect of communication

  •  Communication must have a source (sender)
  • Communication must have content (message)
  • Communication must have a media
  • Communication must have a destination: i.e. recipient
  • Communication must have a feedback.

Importance of communication

Communication can be described as the life blood of the business
No business can develop in the absence of effective external and internal communication.
Communication is a vital tool of management.
One of the major functions of an office is communication. This involves receiving, recording, processing of information and communicating the information two various functions of the organizations.
Importance of communication can be discussed under two points of view.

I. Internal communication
II. External communication.

A) Importance of internal communication

Internal communication refers to exchange of information or message between persons of same organization, e.g. between employer and employee.

  • Better understanding between employer and employees – If complaints of employees are forwarded to employer on time and in the right way it will minimize the chances of misunderstanding.
  • Greater efficiency.
    The sound communication system enables the management to instruct the supervisions and subordinates on changes of policy – this results to the increase in efficiency of workers.
  • Effective co-ordination:
    Effective communication leads to effective co-ordination of employees e.g if demand increase the marketing department will inform the production department to increase its production.
  • Proper communication avoids losses:
    If there is a machine breakdown or shortage the management can be informed quickly to take timely action to avoid any possible losses.

 

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