Communication Chronicle

ARTICLE BY,


VIVEK.M


Communication Chronicle

                         Entire earth geography holds various proofs scattered for the information transmission from moment life evolved. Our home planet, with its medium of land, water, air transmitted information. The process of information exchange or transmission of message is called Communication. Effective communication is defined as the receiver completely understands the information sent by sender and responds a feedback to sender. The message must be carved in an understandable format. Without communication world is like an empty treasure. It plays a vital role in developing personality and community. We differ from animals by thinking and communicating. The Communication travels through the four stages namely encoding, transmission channel, decoding, feedback. Two important fields in communication are sender and receiver.

Communication is basically used for understanding. Starting phase is the transfer of information from the Sender. The sender might be a single person or a group. Sender must ensure the transfer of correct information. The second phase is the Encoding, the process of converting the information into symbols which represents some ideas or facts. Symbols establish language, words, gestures, movements, etc. The symbols must be common to both sender and receiver. Third phase is Transmission Channel. There must be a medium necessary for a transmission to take place. Selection of proper channel is more complex. It must be selected in such manner there is no data loss. Common medium used are oral, written, internet etc. Fourth phase stands with Decoding. It means assigning meaning to the symbols being transmitted to the receiver. Without decoding the receiver is unable to interpret the message and ends in abrupt situation. The final phase is the Receiver, where the message is to be delivered. Receiver may be an individual or a group. The extent to which the receiver understands the message depends on the topic, relationship, importance and knowledge it shares. This is the important phase that emerges at the end is Feedback. It is the response of the receiver to the information sent by the sender. Response may be a query or suggestion or exchange of information. Based on feedback, sender reacts to the situation.

Business communication effectively participates in the long term running of the modern enterprise. It is necessary to differentiate between profit and loss. Current organizations concentrate towards effective communication as the core component. Individuals communicate in work place and discuss about issues and modes of operation in the organization. Communication enhances the increase in productivity and self development of the employees.

In a business lot of transactions are carried out in a day. There is millions of information exchanged per second throughout the world. Without communication no business can proceed. The basic quality an employer seeks in his employees is good communication skill. Communication became the basic needs of the world is information flow from one point to another. Link has been established between the internal and external environment of an organization through the mediums of communication. The information flow is bi-directional i.e it flows from top level to lower level and vice versa.

Business communication involves maintaining a supply chain and employee – employer relationship. The relationship is made stronger and closer only when there is proper communication channel. Effective communication leads to profitability of the organization. Thus many management institutions considered communication skill as the basic in personal development process. Business communication browses around two topics gradually professional communication and technical communication.

Several types of communication methods are

• E-mail
• Presentation
• Notice
• Letter
• Reports
• Telephone
• Oral

Professional communication:

            Communication transmission within an organization is mainly enclosed in delivering information in the professional way. Written and oral communication is enrolled in professional communication. It describes the way of gathering information and process of managing and distributing the information. Professional communicators possess the skills of writing the information, editing the message, delivering information by voice and listening to the information.

Study of professional communication involves

• Study of rhetoric words involved in business.
• Collection of technical terms.
• Face – face communication.

A research has been made on the communication practices of

• Technical professionals like engineers and scientists.
• Professionals in business surroundings.

People sound in professional communication take the organization to a higher standard in the society, culture and technology.

Technical communication:

            It is conveying information through the technical medium. Channels like paper, radio, television, internet are utilized. Main necessity of technical communication is the fast transmission of information and clear understanding of the message. The format used by the channels are reaching the receivers quickly and briefly explain the information. The most used form of technical communication is the Technical Writing.

Steps in technical writing are

·         Purpose:

It is explaining the purpose of the information and the topic being discussed in the message. It explains the audience i.e just an introduction about the topic.

·         Collection of information:

The entire details of the topic is gathered from the different sources available. The collected information is arranged so that it can prioritized for editing.

·         Outline information:

It magnifies the final outline of information for easy understanding and confirmation of correct information.

·         Rough draft:

It is the rough sketching of the information to be recorded or transmitted.

·         Editing and final draft:

The rough draft is edited in a way that information is clear explain what it have to say. It is made error free and the final draft is successfully prepared.

Technical communication provides information regarding E-manuals, journals, articles, magazines, news etc.