Why there is a need for a Communication System

Communication management is the most essential part of an organization. Communication is the important aspect of a person, which helps to identify person qualities, and his abilities. It means exchange of information, a system of communication and thus communication literally means sharing or exchange of information among the individuals within the enterprise.


It is an act of imparting ideas and makes oneself understood by others. It refers to process of transmitting information between different levels of management. And moreover it helps a person to project himself in an organization where competition at its highest level. In recent years communication has established itself a critical component in the corporate industry. In business management ideas, objectives, instructions, suggestions have to be exchanged between staffs within the enterprise in a proper way so the business policies can de executed correctly.

Importance of communication for all managerial activities is indispensable. The ability to express oneself clearly and decisively either orally or written assumes play an important role when new activities are being setup or previous functions are reorganized. Communication enables the manager to secure information for decision making, to diagnose the problems in the enterprise. It also helps in imparting to the subordinates the meaning and significance of the enterprise aims and objectives, and also giving instructions, assigning duties etc. The main aspect of the communication management system in an organization is to develop communication strategies which would be helpful in making all the workers to motivated so the growth of the organization will be a steady one which would be profited by both management and the workers.

The communication management should be planned systematically according to a nature of the organization whether it is banking sector, IT Company, Manufacturing Sector or Pharmacy Sector etc. And it should be implemented in such a way that provides equal opportunities for all the workers who can speak about positive and negative aspects of the organization; this will play a vital role for the development of the concern.

The communication should add value to their system. The implemented plan should be monitored constantly so that communication strategies development managers will able to know what are all the major concerns needed to be projected in future, what are all the essential things to be done in order to get closer to the workers and reducing their communication gap between them and higher level officials i.e. all the channels of communications should be revised within the organization and outside the organization.

Defining the standards, principles of the communication system to be followed in the organization. Provide organization communication training for all the staffs. Analyze and report should be taken after the communication training. Provide presentation to the media, public etc. The system should be credible. System should focus on who are all the audiences and the effectiveness of the system. The main object of communication is to secure action or reaction from the workers to whom the information is passed.

Characteristics of communication system:

- Communication should be a two-way traffic i.e. if a person transmits message without being received the communication is said to be incomplete.
- The receiver should understand the information passed from the sender in the same sense, by doing so the communication will be an effective one.
- The receiver should be capable of translating the received information into ideas.
- Communication may be in any form oral, written or gestural.
- It can be either formal or informal.
Elements of communication:
- A communicator, i.e. person who sends information about the key issues to others.
- A communicatee i.e. receiver or addressee who receives the messages.
- Message i.e. content of information.
- Communication channels i.e. it deals with whom the communication is sought.
- Response i.e. reacting to the communicatee.
How to make a communication system effective one:
- Clarity, the communication should be clear about the ideas, information etc.
- Timing and presentation of information, communication should be timely. He should be able to convey the message clearly to the communicatee.
- Consistency, information should be passed only if the sender feels the information is correct and proper.
- Depending upon the needs the frequency varies i.e. how many times communications should be done.
- Format, in which format the communication should be followed either in oral or written.
- Follow-up, Communication will be an effective one if the messages are followed up systematically.
- Important aspect of the communication management system is that it should a bi-directional system.

The simplest communication method is that Weekly reporting method i.e. employers should report to their Higher Authority. For e.g. in a manufacturing company which manufactures specific parts for Trucks such as Brass lever, Spacer ring etc. The Concern is having their staff from lowest level to highest level.

Ø Daily Laborers
Ø Production Supervisor
Ø Production Head
Ø Manager
Ø Director of the Company

The Daily Laborer Should report to his Production Supervisor on a daily basis i.e. about his productions on that day. The Production Supervisor should report to his head about their production for every two days. And they should innovate some new ideas how they can improve their productivity at low cost. The Head should conduct staff meetings regularly with workers and the supervisors, so that he can know what are the difficulties the workers are facing and he should give detailed explanations about various aspects of productions.

Ø How to minimize errors during production and their by cutting costs.
Ø Utilize the available resources.
Ø Build a good team Work and better coordination within the staffs.
Ø Resources needed for future production.
The Production Head should report to his Manager.
Ø Current weeks production.
Ø Resources needed for the Production unit in future.
Ø Target for the next week in Production.
Ø Whether more manpower is needed or not

The managers should also consider what will be the impact on the customers side, How to solve logical problems in the implemented system. How to manage the problems properly without affecting other levels of the system. If the communication system needs changes it should be done to all the levels of the system. The Manager would be conveying these production details to the Directors and to the Members of the company.

Communication stands out as an important tool in the process of management. Communication may be referred as inter-connection of lines; it may be either in unidirectional, circular or serial system. The communication should have multiple channels, standard procedures to communicate with other members in the enterprise. The communication does provide a competitive edge. The balance of the system should be maintained within and outside the organization. The channels in an organization should be wide enough so that new innovative ideas will be emerged out, by doing so the stability, credibility will be improved a lot. The channel outside should also be considered i.e. the vendors or buyers whom the organization depends on they should know what the customers are expecting from them. The communication system should overlooked because it is the most important business function of an organization. We can interrelate power within the organization, which is helpful to the organization.


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