Importance of Communication: Verbal, Written and Nonverbal Communication: Meaning, Advantages and Disadvantages

Effective Communication is significant for managers in the organizations so as to perform the basic functions of management, i.e., Planning, Organizing, Leading and Controlling. Communication helps managers to perform their jobs and responsibilities. Communication 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 is not possible without written and oral communication. Managers devote a great part of their time in communication. They generally devote approximately 6 hours per day in communicating. 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 organizations”. In other words, communication acts as organizational blood.

The importance of communication in an organization can be summarized as follows:

1.               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.

2.          Communication is a source of information to the organizational members for decision-making process as it helps identifying and assessing alternative course of actions.

3.         Communication also plays a crucial role in altering individual’s attitudes, i.e., 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.

4.          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.

5.          As discussed earlier, communication also assists in controlling process. 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, analyse the reasons for their occurrence and take preventive steps to avoid those barriers. Thus, the primary responsibility of a manager is to develop and maintain an effective communication system in the organization.

Source:  http://managementstudyguide.com/importance-of-communication.htm

Oral Communication: Concept, Advantages and Disadvantages

Oral communication implies communication through mouth. It includes individuals conversing with each other, be it direct conversation or telephonic conversation. Speeches, presentations, discussions are all forms of oral communication. Oral communication is generally recommended when the communication matter is of temporary kind or where a direct interaction is required. Face to face communication (meetings, lectures, conferences, interviews, etc.) is significant so as to build a rapport and trust.

Advantages of Oral Communication

ü There is high level of understanding and transparency in oral communication as it is interpersonal.

ü There is no element of rigidity in oral communication. There is flexibility for allowing changes in the decisions previously taken.

ü The feedback is spontaneous in case of oral communication. Thus, decisions can be made quickly without any delay.

ü Oral communication is not only time saving, but it also saves upon money and efforts.

ü Oral communication is best in case of problem resolution. The conflicts, disputes and many issues/differences can be put to an end by talking them over.

ü Oral communication is an essential for teamwork and group energy.

ü Oral communication promotes a receptive and encouraging morale among organizational employees.

ü Oral communication can be best used to transfer private and confidential information/matter.

Disadvantages/Limitations of Oral Communication

ü Relying only on oral communication may not be sufficient as business communication is formal and very organized.

ü Oral communication is less authentic than written communication as they are informal and not as organized as written communication.

ü Oral communication is time-saving as far as daily interactions are concerned, but in case of meetings, long speeches consume lot of time and are unproductive at times.

ü Oral communications are not easy to maintain and thus they are unsteady.

ü There may be misunderstandings as the information is not complete and may lack essentials.

ü It requires attentiveness and great receptivity on part of the receivers/audience.

ü Oral communication (such as speeches) is not frequently used as legal records except in investigation work.

Source: http://managementstudyguide.com/oral-communication.htm

Written Communication - Meaning, Advantages and Disadvantages

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. Speech came before writing. But writing is more unique and formal than speech. Effective writing involves careful choice of words, their organization in correct order in sentences formation as well as cohesive composition of sentences. Also, writing is more valid and reliable than speech. But while speech is spontaneous, writing causes delay and takes time as feedback is not immediate.

Advantages of Written Communication

                Written communication helps in laying down apparent principles, policies and rules for running of an organization.          

                It is a permanent means of communication. Thus, it is useful where record maintenance is required.

                It assists in proper delegation of responsibilities. While in case of oral communication, it is impossible to fix and delegate responsibilities on the grounds of speech as it can be taken back by the speaker or he may refuse to acknowledge.

                Written communication is more precise and explicit.

                Effective written communication develops and enhances an organization’s image.

                It provides ready records and references.

                Legal defenses can depend upon written communication as it provides valid records.

Disadvantages of Written Communication

                Written communication does not save upon the costs. It costs huge in terms of stationery and the manpower employed in writing/typing and delivering letters.

                Also, if the receivers of the written message are separated by distance and if they need to clear their doubts, the response is not spontaneous.

                Written communication is time-consuming as the feedback is not immediate. The encoding and sending of message takes time.

                Effective written communication requires great skills and competencies in language and vocabulary use. Poor writing skills and quality have a negative impact on organization’s reputation.

                Too much paper work and e-mails burden is involved.

Source: http://managementstudyguide.com/written-communication.htm

Non Verbal Communication - Actions Speak Louder than Words

It is communication of feelings, emotions, attitudes, and thoughts through body movements / gestures / eye contact, etc.

The components of Non Verbal Communication are:

Kinesics: It is the study of facial expressions, postures & gestures. Did you know that while in Argentina to raise a fist in the air with knuckles pointing outwards expresses victory, in Lebanon, raising a closed fist is considered rude?

Oculesics: It is the study of the role of eye contact in nonverbal communication. Did you know that in the first 90 sec - 4 min you decide that you are interested in someone or not. Studies reveal that 50% of this first impression comes from non-verbal communication which includes oculesics. Only 7% of comes from words - that we actually say.

Haptics: It is the study of touching. Did you know that acceptable level of touching vary from one culture to another? In Thailand, touching someone's head may be considered as rude.

Proxemics: It is the study of measurable distance between people as they interact. Did you know that the amount of personal space when having an informal conversation should vary between 18 inches - 4 feet while, the personal distance needed when speaking to a crowd of people should be around 10-12 feet?

Chronemics: It is the study of use of time in nonverbal communication. Have you ever observed that while an employee will not worry about running a few minutes late to meet a colleague, a manager who has a meeting with the CEO, a late arrival will be considered as a nonverbal cue that he / she does not give adequate respect to his superior?

Paralinguistics: It is the study of variations in pitch, speed, volume, and pauses to convey meaning. Interestingly, when the speaker is making a presentation and is looking for a response, he will pause. However, when no response is desired, he will talk faster with minimal pause.

Physical Appearance: Your physical appearance always contributes towards how people perceive you. Neatly combed hair, ironed clothes and a lively smile will always carry more weight than words.

Remember, “what we say” is less important than “how we say it” as words are only 7% of our communication. Understand and enjoy nonverbal communication as it helps forming better first impressions. Good luck!

Source: http://managementstudyguide.com/non-verbal-communication.htm