3 Meaning and Importance of Communication

Dr.T.A. James

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2.1 Introduction to Communication.

 

2.2 Origin of Communication.

 

2.3 Communication – Definition and Meaning.

 

2.4 Concept of Communication.

 

2.5 The scope of Communication.

 

i. Audience Scope.

 

ii. Subject Scope.

 

2.6 Nature of Communication.

 

2.7 Principles of Communication.

 

I. Importance of Communication at the work place.

 

II.Importance of Communication in Leadership

 

III. Importance Communication in relationship. 2.9 Need for Communication.

 

i. for transfer of ideas

 

ii. for interaction with the society iii. for education.

 

iv. for entertainment

 

v. to understand the world Let us sum up.

2.10  Summary

 

 

2:1 Introduction to Communication

 

Communication is a means by which to understand mutually and to exchange ideas, information and even feelings of each other verbally. In short communication helps in building a bridge between people and places. The growth and popularity of any organization today depends on its ability to communicate effectively with the world.

 

We can further proceed to define communication from what we have seen above. To communicate means to share ideas and thoughts and to participate in a conversation or dialogue. The dictionaries define communication as‘the transmission of a message or information by speaking or writing.’ Another dictionary meaning of communication is that of exchanging information, signals, messages by talk or gestures or writing. Various other dictionaries say that communication is a discourse and a social intercourse. The word communication today has a wider and much more uses. It is indeed difficult to be precise with the meaning of communication as it has a wider scope.

 

Therefore communication is giving, receiving or exchanging ideas, information, signals or messages through proper media, enabling individuals or groups of people to persuade, to seek information, to give information or to express emotions.

 

2.2 Origin of Communication

 

No one exactly knows how many languages there are in the world, as it is difficult distinguish between a language and a sub-language (or dialects within it). One authoritative source that has collected data from all over the world, The Ethnologue, listed the total number of languages as 6809.

 

The Bible’s explanation of the origin of multiple human languages is provided in the Tower of Babel incident recorded in Genesis 11:1-9 (see Figure 1). Scripture simply and confidently asserts: ‘Now the whole earth had one language and one speech’ (11:1). When Noah and his family stepped off the ark, they spoke a single language that was passed on to their offspring. As the population increased, it apparently remained localized in a single geographical region. Consequently, little or no linguistic variation ensued. But when a generation defiantly rejected God’s instructions to scatter over the planet, God miraculously intervened and initiated the major language groupings of the human race. This action forced the population to proceed with God’s original intention to inhabit the Earth (cf. Isaiah 45:18) by clustering according to shared languages. Duursma correctly noted: ‘The Babel account suggests that several languages came into existence on that day. It is presented as a miraculous intervention by God.’

Figure 1. Peter Breugel (1525-1569) oil painting (1563) of the Tower of Babel

This depiction of the origin of languages coincides with the present status of these languages. The linguistic evidencegiven does not support the model postulated by evolutionary sources for the origin of languages. The present day linguists believe that all human languages have descended from a single, primitive language, which itself evolved from the grunts and noises of the lower animals. It is said that languages accidently originated as the pre-historic people were passing stones to attack the animals, it accidently fell on one person and he produced a peculiar noise and that gave interest to the other people in the group and they started throwing stones at each other to get different cries and howls of people. It was from these cries and howls of people that slowly language evolved gradually. It would bereally interesting if we got into a time machine and travelled back to history to find out how our ancestors learned and managed to communicate in the pre-historic times.

 

We have at the moment no clue of what the next 10 years will bring. It is a thought that we’ve put out there, with the possibilities unfurling as we go on with our respective lives. Every day, we hear or read about something new in the market that will make communicating with one another faster, better, more efficient, and above all, an experience to remember.

 

We indeed have come a long way and upgraded our systems, changed our technological preferences. The technological power is a mammoth subject to review, but we’ve all seen it evolve and change over the years, making us appreciate the genius that man is. Back in the days, when man was busy carving and painting walls, he would have never imagined his world evolving to such levels of complexity in communication. It’s amazing and a true marvel to see how communication methods have changed.

 

2.3 Communication – Definition and Meaning

 

Meaning of Communication

 

Man is a social animal and he communicates with each other through speech and gestures, whereas animals, birds, insects and even plants communicate through sounds, sense organs and movements.

 

The word communication is derived from the Latin word ‘Communis’ which means to make common, to transmit to impart or to share between two or more persons or groups.” Communication is the natural aspect of man’s life. Communication is as old as human, human being himself starts communicating from birth. When a baby cries, we know that it is communicating its need for attention or milk, when it gurgles (happy) it is expressing its sense of satisfaction.

 

A society cannot survive without communication. Every human person has always tried to share his thoughts, experiences and feelings with others. We reach our goals according to our ability to communicate effectively. Thus communication is the basis of all Socio-economic, Political and Cultural activities.

 

Definitions of Communication

 

According to W.H. Newman and C.F. Sumer Jr., the definition of communication is the following:“Communication is an exchange of facts, ideas, opinion or emotions by two or more persons.”

 

According to Keith Davis the definition of communication is: “Communication is the process of passing information and understanding – from one person to another.”

 

According to Peter Little, the definition of communication is:

  1. “A Process
  2. Information transmitted between individuals and organizations,
  3. Ensures an understanding response from the receiver of the communication”.

 

Thus: Communication is Transmission of information + Reception + understanding Response.

 

Koontz and 0′ Donnell defines communication as: ‘Communication is a two-way activity. There is a communicator and the receiver of communication. Exchange implies reception and response from the receiver to ideas, emotions and opinions of communicator.’

 

2:4. Concept of Communication:

 

There cannot be anyone living in a society without communicating with others. A society ex-communicates a person if he or she does not follow the norms of the society. Whenever we imprison someone we are separating that person from other social beings in order to punish him.We in fact do not allow him or prevent him from communicating with other members in the society.

 

All of us have started communicating from our birth. We all know that when a baby cries it is communicating its need for attention or milk, when it gurgles or croons it is expressing its sense of satisfaction. Communication is not howeverthe monopoly of humans alone.Animals and sometimes inanimate objects, in a very broad sense, also communicate. A watch dog that growls at an intruder or the alarm clock that wakes you up in the morning – both convey definite messages which are understood. Any transmission of a meaningful message, which is understood, is communication.

 

We recognize that when a message is sent out it becomes communication only when it is understood, acknowledged, reacted to or replied to by the receiving party. If a radio message is beamed to Mars or to the moon it does not become communication unless there is someone there to receive the message and understand it. Similarly a person talking in Marathi to a person who only understands Tamil cannot be said to be communicating. When the Marathi speaking person, however, shakes hands with the Tamil knowing person, he can be said to be communicating, for shaking hands is the universally recognized gesture of friendship. This brings us to another aspect of human communication, namely, that communication need not be by words ( spoken or written) only, but can be by actions, body language, dress, gestures, secret codes, signals, facial expressions and even by silence.

 

2:5. The Scope of Communication

 

The word scope of communication refers to the sphere of operation of communication. It is essential for the sender to understand the scope, and for the recipient to understand the purpose of the communication. If these understandings do not exist, then there is little chance of the communication being effective. Additionally, although the recipient who must understand the purpose, it is the responsibility of the communicator to ensure that the purpose is clearly identified.

 

There are two aspects to this: ‘audience scope’ and ‘subject scope’.

 

(i)  Audience scope

 

The audience scope refers to the intended group for whom it is communicated. It will clearly indicate the target audience of communication. This target audience will allow the recipient to decide “Is this communication intended for me?” It will also help and allow the communicator to tailor the communication (especially the language used) to the particular needs of the audience.

 

Often, it happens that the communication is targeted to a specific audience and it loses its charm in every aspect. It should be aimed at a particular group of people or the users of a particular product.The communication should not be in general but it should identify a group or a specified product.

 

(ii)  Subject scope

 

The subject scope of communication further ascertain whether a communication contains information that they need to know, or that they may be looking for, a communication should always clearly identify the subject scope of the communication. The subject scope is a specification of the information covered by the communication. For example, if a document provides instructions for changing a printer cartridge, it would be wise to specify the models to which the instructions apply.

 

2.6 Nature of communication

 

Communication is understood to have an exchange of ideas or passing on information from one person to the other. It is always found that very often communication is unsuccessful. We can thus very well see that the communication process is often very complex. The success of communication depends on such factors as the nature of the message, how an audience interprets the message, and the environment in which the message is received. The receiver’s understanding of the source and the medium used to transmit the message may also affect the ability to communicate, as do many other factors. The factors such as words, pictures, sounds, and colors may have different meanings to different audiences, and people’s perceptions and interpretations of them vary depending on their culture, place and language.

 

As we all know language of course is one of the major barriers to effective communication. There are many countries in the world with multiple languages and dialects and therefore the nature of communication is really complex

 

2.7 Principles of Communication

  1. There should be absolute clarity in the communication so that the receiver can fully comprehend what the communicator intends to covey.
  2. There should always be an essential aspect of trust among the senders of communication and the receivers of communication.
  3. In communication it is realized that the Informal communication is usually more effective than formal communication. Formal communication seems more professional in an industrial setting; it has a lower compliance factor compared to an informal communication. It is found for example, a student is likely to pay more attention in a small, informal classroom compared to a large formal lecture hall.
  4. While communicating the receiver is expected to stay very attentive when the message is being communicated. Good attention is an essential factor in communication. Itwill lead to better understanding of the message, hence a better outcome.
  5. It should be consistent with the overall plans of an organization. In every sense communication must flow parallel to the policies, plans, programmes, etc. of the organization. Inconsistent communication may lead to costly misunderstandings.
  6. While communicating the information should be complete and comprehensible. Information that is not complete may lead to loss of time and money, and may develop misunderstandings.
  7. Communication must be given out at the proper time and appropriate place. The communicationthat is given late may lead to late reactions from the receiver, causing the entire process to be set behind in time.
  8. Always try to receive feedback from the receiver in order to ensure clear communication. The feedback will help the sender that the information he/she is trying to send has been received well by the listener.
  9. There should be an effective communication network established within an organization. This will ensure that information reaches the target in the original form.

 

2.8. Importance of Communication

 

Communication is an integral part of our very existence in the society. Speaking, listening and understanding are various aspects of communication. Those who can communicate effectively will surely succeed in the society. Even gestures in communication play a crucial role in conveying and interpreting the message. Similarly, how we communicate or express ourselves goes a great way towards determining our importance in the very society we live.

 

To quote Karl Popper, “It is impossible to speak in such a way that you cannot be misunderstood”. Faulty or incomplete communication can completely ruin the purpose of communicating and may result in damaging consequences. The gift of communicating well is not every one is endowed with. We really need to make an effort to be a good communicator. Communicating the essential way is very important in every walk of life. Let us look at certain areas where right communication matters in life.

 

(i) Importance of Communication in the Workplace

 

Communicating the right way in the work place is as important as the work one does. If proper and suitable communication is not happening in a work place surely that organization or institution will not grow in the right proposition. It is really difficult part of running an organization is managing the human resources. We really need to manage human resource with great dexterity to reach the optimum goal. Communication is the means by which we keep this resource moving throughout the organizational machinery. The work place communication helps one to interact with his superior, his sub ordinates, his colleagues and all the other people with whom that he comes into contact.

 

(ii)ImportanceofCommunication inLeadership

 

A leader who does not communicate well will surely see his down fall at the earliest. Aleader is the one who can motivate his followers and encourage them to bring out the best in them, Only through communication he can achieve this and it is the best equipment a leader can employ to achieve this goal. A person of exemplary character with good communication skills will make a good leader. In history we have great examples of many national leaders who have moved the masses by their life-changing speeches and powerful writings!

 

Significance of Communication in Relationships

 

We as social beings need to communicate effectively to have good relationships. The significance of relationship in communication is an essential ingredient. If there is lack of communication thatwill lead to road blocks and obstacles in our relationships and these blocks can be effortlessly removed only through communication.In the absence of communication in relationships,there will be frustrations, misunderstandings, unrealistic expectations, guilt and can create personal differences. It is difficult for people who share their lives with each other to coexist for long without having regular and smooth communication.

 

As we all know that the significance of communication cannot and should not be underestimated. It is only through communication that we can resolve many issues and frustrations in life. By talking to each other face to face, many impending disasters in life and relationship can be averted. All we require is some effort on our part to identify and avoid barriers to effective communication to make our lives and the lives of those around us better.

 

2.9 Need for Communication

 

Ahuman baby starts to communicate when it produces the first noise by attracting its parents. Every expression of like and dislike, anger and happiness etc are our ways of communicating to people around us. It is essential to have communication in every society for its growth and development. Communication will help us to learn, to teach, to make friendship and to maintain them. The modern world requires more of communicating individuals rather than intellectuals. The great need for communication has made man to use the best of technology for developing communication gadgets more than anything else. The communicative technologies in the world have increased in great number, but also in speed, accuracy and clarity. We will take a closer look and make an in-depth analysis of need of communication in the modern world.

 

(i) For Transfer of Ideas

 

Communication helps in transferring ideas from person to person. Inventions and discoveries are possible mainly because of this transfer of ideas.These ideas can be implemented in real life and can turn into major creations too. Communication is the only means of transferring these ideas and plans.

 

(ii) For Interacting with Society

 

Every moment of our lives we need to interact with our friends, relatives and other living things around us. We use communication to interact and to grow in wisdom and knowledge.Communication thus helps us to be different than the other living things and makes a great difference in our lives.

 

(iii) For Education

 

In order to educate we need to we need to exchange our ideas and tell them the various study materials that are available to them. In educating the students we use materials that are in the form of audios, videos and lectures done through communication.

 

 

(iv) To Update Oneself

 

Communication is used for updating oneself. We can give the present day knowledge though the written and oral communication given through books, magazines and new papers etc. Only by means of latest communication channels we come to know of the current affairs in the world.

 

 

(v) For Entertainment

 

The means of communication in the forms of Television, Radio, internet, theatre and cinema give us entertainment and information.

 

(vi) To Understand the World

 

Communication in every way helps us to understand the world with all its complexities. We really need to communicate to the world in our own way and need to derive what is essential for us. We come to know of the treasures of knowledge in the world only through means of communication.

 

 

2.10 Let us sum up

 

Communication is a means of connecting people or places. The exact meaning of the word communication is to share, or to participate.

 

Many evolutionary linguists believe that all human languages have descended from a single, primitive language, which itself evolved from grunts and noises of the lower animals.

 

The word communication is derived from the Latin word ‘Communis’ which means to make common, to transmit to impart or to share between two or more persons or groups.” Communication is the natural aspect of man’s life. Communication is as old as human, human being himself starts communicating from birth. When a baby cries it is communicating its need for attention or milk, when it gurgles (happily) it is expressing its sense of satisfaction

 

The scope of communication refers effectively to the sphere of operation of communication. It mainly has two scopes such as subject scope and audience scope. The nature of communication is related to human activity and it needs two parties. Communication can be one-way or two-way process.

 

The principle of communication is based on clarity of speech, idea of trust, to be attentive and consistent with the overall plans. The need for communication is for transfer of ideas, interacting with the society, for education and mainly to update oneself in understanding the world.

 

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2.17 References

  1. Barnlund, D. C. (2008). A transactional model of communication. In. C. D. Mortensen (Eds.), Communication theory (2nd ed., pp47-57). New Brunswick, New Jersey:
  2. Roy M. Berko, et al., Communicating. 11th ed. (Boston, MA: Pearson Education, Inc., 2010) 9-12
  3. Rhoda A., Aspi H. (2009) “Principles and Practice of Business Communication” Mumbai Sheth Publishing House. 20th Edition, Mumbai,
  4. Schramm, W. (1954). How communication works. In W. Schramm (Ed.), The process and effects of communication (pp. 3–26). Urbana, Illinois: University of Illinois Press.
  5. K.T.Basantani, A.H.Doctor, P.G. Shinde
  6. (2011) Human Rights, Communication Skills, Environment Studies, Sheth Publishing House, Mumbai.
  7. Prof.Deshpande, (2010), Communication Skills in English,(Revised Ed.) ChetnaPublications, Mumbai.