Communication: Meaning, Features, Importance, Types and Barriers

Meaning and Definitions of Communication

Communication is derived from the Latin word communicare, which means “to share” or “to make common”. Communication is the process of exchanging information, ideas, feelings, or emotions between two or more people. It is an essential skill for any business management as it helps them to interact effectively with others, express their thoughts clearly, and achieve organizational goals.

There are many definitions of communication given by different scholars and experts. Some popular definitions of communication are:

Harold D. Lasswell: Communication is “who says what to whom in what channel with what effect”.

David K. Berlo: Communication is “the process by which one person stimulates meaning in the mind of another person by means of verbal and non-verbal symbols”.

Peter Little: Communication is “the process by which information is transmitted between individuals and/or organizations so that an understanding response results”.

Raymond Zeuschner: Communication is “a social process in which individuals employ symbols to establish and interpret meaning in their environment”.

These definitions highlight some of the key elements of communication, such as the sender, the receiver, the message, the channel, the feedback, the context, and the effect. Communication can be classified into various types, such as verbal, non-verbal, written, oral, formal, informal, interpersonal, intrapersonal, group, mass, etc.

Features of Communication

Communication has some distinctive features that make it a unique and complex phenomenon. Some of the features of communication are:

1. Minimum Two Persons: Communication involves at least two persons, the sender and the receiver. The sender is the one who initiates the communication by encoding and transmitting the message. The receiver is the one who receives, decodes, and interprets the message. Without a sender and a receiver, there can be no communication.

2. Two-Way Process: Communication is not a one-way or linear process, but a two-way or circular process. It involves a continuous exchange of messages and feedback between the sender and the receiver. Feedback is the response or reaction of the receiver to the message of the sender. It helps to confirm or clarify the meaning of the message, and to improve the effectiveness of communication.

3. Pervasive Function: Communication is a pervasive function that occurs in all aspects of human life. It is not limited to any particular field, situation, or context. Communication is essential for personal, social, professional, and organizational development. It is also vital for maintaining relationships, resolving conflicts, influencing others, and achieving goals.

4. Continuous Function: Communication is a continuous function that never stops or ends. It is an ongoing and dynamic process that changes and evolves with time, situation, and people. Communication is influenced by various factors, such as the purpose, the audience, the channel, the environment, the culture, the emotions, the attitudes, the perceptions, the expectations, the feedback, etc. Communication requires constant adaptation and adjustment to these factors.

5. Oral or Written: Communication can be either oral or written, depending on the mode or medium of expression. Oral communication is the communication that takes place through spoken words, such as face-to-face conversation, telephone call, video conference, presentation, etc. Written communication is the communication that takes place through written words, such as letter, email, report, memo, etc. Both oral and written communication have their own advantages and disadvantages, and require different skills and techniques.

6. Formal or Informal: Communication can be either formal or informal, depending on the degree of rules and regulations that govern it. Formal communication is the communication that follows a predefined structure, format, style, and protocol. It is usually official, authoritative, and documented. Formal communication is used for official purposes, such as business, education, law, etc. Informal communication is the communication that does not follow any specific rules or norms. It is usually casual, personal, and spontaneous. Informal communication is used for social purposes, such as friendship, family, leisure, etc.

7. Complete and Rational Process: Communication is a complete and rational process that involves the use of logic and reasoning. Communication is not just a random or arbitrary act, but a purposeful and intentional one. Communication aims to convey a specific message or information to a specific audience or person, with a specific objective or goal. Communication requires the use of critical thinking and problem-solving skills, as well as creativity and innovation.

Importance of Communication

Some of the reasons why communication is important for business management are:

1. Basis of Management Function: Communication is the basis of all the management functions, such as planning, organizing, staffing, directing, and controlling. Communication helps to formulate and implement plans, to coordinate and allocate resources, to assign and supervise tasks, to motivate and guide employees, to monitor and evaluate performance, and to take corrective actions. Communication also helps to establish and maintain authority, responsibility, and accountability in the organization.

2. An Aid to Decision Making: Communication is an aid to decision making, as it helps to collect, process, analyze, and interpret data and information. Communication helps to identify and define problems, to generate and evaluate alternatives, to select and implement solutions, and to review and revise outcomes. Communication also helps to communicate and justify decisions, to seek and provide feedback, and to learn from mistakes and successes.

3. Facilitates Coordination: Communication facilitates coordination, as it helps to integrate and harmonize the activities and efforts of different individuals and groups. Communication helps to create and maintain a common vision, mission, and goal, to share and exchange information and ideas, to resolve and prevent conflicts, to build and sustain trust and cooperation, and to achieve synergy and efficiency.

4. Encourages to changes: Communication encourages to changes, as it helps to cope with and adapt to the dynamic and uncertain environment. Communication helps to identify and anticipate opportunities and threats, to initiate and implement innovations and improvements, to manage and reduce risks and uncertainties, and to facilitate and support change and transformation. Communication also helps to communicate and explain the need and benefits of change, to overcome and minimize resistance and barriers, and to involve and empower stakeholders.

5. Helps in Controlling: Communication helps in controlling, as it helps to measure and compare the actual and desired results. Communication helps to set and communicate standards and expectations, to monitor and report progress and performance, to identify and correct deviations and errors, and to recognize and reward achievements and contributions. Communication also helps to communicate and enforce rules and regulations, to ensure and maintain quality and compliance, and to prevent and detect fraud and corruption.

6. Basis of Sound Human Relation: Communication is the basis of sound human relation, as it helps to create and maintain positive and healthy relationships with others. Communication helps to express and understand feelings and emotions, to listen and empathize with others, to appreciate and respect diversity and differences, to persuade and influence others, and to negotiate and compromise with others. Communication also helps to communicate and demonstrate values and ethics, to acknowledge and apologize for mistakes, to praise and compliment others, and to provide and receive constructive criticism and feedback.

7. Facilitates delegation of Authority: Communication facilitates delegation of authority, as it helps to assign and transfer tasks and responsibilities to others. Communication helps to communicate and clarify roles and expectations, to provide and seek guidance and support, to delegate and empower others, and to follow up and evaluate results. Communication also helps to communicate and foster trust and confidence, to encourage and motivate others, to develop and mentor others, and to delegate and share credit and recognition.

Principles of Effective Communication (7Cs):

1. Clear: The message should be clear and unambiguous, using simple and familiar language. The purpose and aim of the communication should be evident to the receiver.

2. Concise: The message should be brief and to the point, avoiding unnecessary or redundant information. The message should respect the receiver’s time and attention span.

3. Concrete: The message should be specific and precise, using examples, images, or comparisons to illustrate the ideas. The message should create a vivid and realistic picture in the receiver’s mind.

4. Correct: The message should be accurate and factual, using appropriate grammar, spelling, and punctuation. The message should also be consistent and coherent, avoiding contradictions or confusion.

5. Courteous: The message should be polite and respectful, using positive and friendly tone and language. The message should also be empathetic and considerate, taking into account the receiver’s feelings and needs.

6. Complete: The message should be comprehensive and thorough, providing all the relevant and necessary information. The message should also be well-organized and structured, using headings, bullet points, or paragraphs to enhance readability.

7. Constructive: The message should be positive and helpful, providing feedback, suggestions, or solutions. The message should also be encouraging and motivating, acknowledging achievements and contributions.

Types/ Systems of Communication in Management

Communication in management can be classified into three main types or systems, depending on the direction or flow of communication. These are:

A. Horizontal Communication: 

Horizontal communication is the communication that takes place between people who are at the same level or rank in the organization, such as peers, colleagues, or co-workers. Horizontal communication helps to share and exchange information and ideas, to coordinate and cooperate activities and efforts, to resolve and prevent conflicts, and to build and maintain relationships. For example, horizontal communication can occur between two managers of different departments, who discuss and agree on a common budget and plan.

B. Vertical Communication: 

Vertical communication is the communication that takes place between people who are at different levels or ranks in the organization, such as superiors and subordinates, or managers and employees. Vertical communication helps to establish and maintain authority, responsibility, and accountability, to provide and seek guidance and support, to motivate and direct employees, and to monitor and evaluate performance. Vertical communication can be further divided into two subtypes:

1. Downward Communication: 

Downward communication is the communication that flows from the higher level to the lower level in the organization, such as from managers to employees, or from leaders to followers. Downward communication helps to communicate and enforce rules and regulations, to set and communicate standards and expectations, to delegate and assign tasks and responsibilities, and to provide feedback and recognition. For example, downward communication can occur when a manager gives instructions and directions to an employee, or when a leader announces a new policy or vision to the followers.

2. Upward Communication: 

Upward communication is the communication that flows from the lower level to the higher level in the organization, such as from employees to managers, or from followers to leaders. Upward communication helps to communicate and report progress and performance, to identify and solve problems, to seek and provide suggestions or solutions, and to express and satisfy needs and grievances. For example, upward communication can occur when an employee gives a status update or a feedback to a manager, or when a follower raises a concern or a complaint to a leader.

C. Diagonal Communication: 

Diagonal communication is the communication that takes place between people who are at different levels and different departments or functions in the organization, such as cross-functional or cross-hierarchical communication. Diagonal communication helps to facilitate and support coordination and collaboration, to initiate and implement innovations and improvements, to manage and reduce risks and uncertainties, and to facilitate and support change and transformation. For example, diagonal communication can occur when a marketing manager communicates with a production supervisor, or when a finance employee communicates with a human resource manager.

Process of Communication

Communication is a complex and dynamic process that involves eight main steps or elements. These are:

1. Sender: The sender is the one who initiates the communication by encoding and transmitting the message. The sender has a specific purpose or goal for the communication, and selects the appropriate channel and medium for the message.

2. Encoding: Encoding is the process of converting the message into a form that can be transmitted and understood by the receiver, such as words, symbols, gestures, etc. The sender has to consider the receiver’s background, knowledge, and preferences, and use clear and concise language and format.

3. Message: The message is the content or information that the sender wants to communicate to the receiver. The message should be relevant, accurate, and complete, and should convey the intended meaning and effect.

4. Medium: The medium is the mode or tool that the sender uses to transmit the message, such as oral, written, visual, etc. The medium should be suitable and effective for the message, the channel, the receiver, and the context.

5. Channel: The channel is the path or route that the message follows from the sender to the receiver, such as face-to-face, telephone, email, etc. The channel should be reliable and accessible, and should avoid or minimize noise and distortion.

6. Receiver: The receiver is the one who receives, decodes, and interprets the message. The receiver has to pay attention and listen carefully to the message, and use their background, knowledge, and preferences to understand the message.

7. Decoding: Decoding is the process of converting the message into a form that can be comprehended and responded by the receiver, such as thoughts, feelings, actions, etc. The receiver has to consider the sender’s background, knowledge, and intentions, and use critical thinking and problem-solving skills to analyze and evaluate the message.

8. Response/ Feedback: Response or feedback is the reaction or reply of the receiver to the message of the sender. Response or feedback helps to confirm or clarify the meaning and effect of the message, and to improve the effectiveness and efficiency of communication.

9. Noise: Noise is any factor or disturbance that interferes with or disrupts the communication process, such as physical, psychological, semantic, or technological barriers. Noise can affect any or all of the steps or elements of communication, and can cause misunderstanding, confusion, or distortion of the message.

Barriers to Effective Communication in Organization

Communication is the process of exchanging information, ideas, feelings, or emotions between two or more people. It is an essential skill for any business organization, as it helps them to interact effectively with others, express their thoughts clearly, and achieve their goals. 

However, communication is not always smooth and successful. There are many factors that can hinder or distort the communication process, resulting in misunderstanding, confusion, or conflict. These factors are called barriers to effective communication.

Barriers to effective communication can be classified into five categories: organizational, physical, psychological, semantic, and technological.

A. Organizational Barriers

Organizational barriers are the barriers that arise from the structure, culture, or policies of the organization. They can affect the flow, direction, or quality of communication within or between different levels or units of the organization. Some of the organizational barriers are:

a. Complexity: Complexity is the degree of difficulty or complication involved in the communication process. Complexity can arise from the size, diversity, or specialization of the organization, which can create multiple layers, channels, or modes of communication. Complexity can also arise from the nature, scope, or purpose of the communication, which can involve technical, legal, or ethical issues. Complexity can make communication more time-consuming, confusing, or ambiguous.

b. Centralization: Centralization is the degree of concentration or control of the decision-making authority or power in the organization. Centralization can affect the communication process by limiting or restricting the access, participation, or feedback of the lower-level or peripheral members of the organization. Centralization can also affect the communication process by creating a hierarchy, bureaucracy, or formalism that can delay, distort, or filter the communication.

c. Status: Status is the relative position or rank of a person or a group in the organization. Status can affect the communication process by creating a gap or a barrier between the superior and the subordinate, or between the different groups or departments of the organization. Status can also affect the communication process by influencing the attitude, behavior, or perception of the communicator or the receiver, such as respect, fear, or bias.

d. Conflict: Conflict is the disagreement or opposition between two or more parties over their interests, values, or goals. Conflict can affect the communication process by creating a negative or hostile environment that can reduce the trust, cooperation, or openness of the communication. Conflict can also affect the communication process by causing distortion, distortion, or avoidance of the communication.

e. Culture: Culture is the set of beliefs, values, norms, or practices that are shared by the members of the organization. Culture can affect the communication process by providing a common framework, language, or understanding of the communication. Culture can also affect the communication process by creating differences, misunderstandings, or misinterpretations of the communication, especially when the organization is diverse or multicultural.

B. Physical Barriers

Physical barriers are the barriers that arise from the physical or environmental factors that affect the communication process. They can affect the transmission, reception, or interpretation of the message or the feedback. Some of the physical barriers are:

a. Distance: Distance is the physical or geographical separation between the communicator and the receiver. Distance can affect the communication process by reducing the frequency, intensity, or quality of the communication. Distance can also affect the communication process by increasing the cost, time, or difficulty of the communication, especially when the communication involves multiple or remote parties.

b. Noise: Noise is the unwanted or irrelevant sound or signal that interferes with the communication process. Noise can affect the communication process by distorting, masking, or interrupting the message or the feedback. Noise can also affect the communication process by distracting, annoying, or irritating the communicator or the receiver, reducing their attention, concentration, or comprehension.

c. Time: Time is the duration or interval of the communication process. Time can affect the communication process by creating a gap or a delay between the sending and receiving of the message or the feedback. Time can also affect the communication process by creating a mismatch or a conflict between the availability, preference, or expectation of the communicator or the receiver, such as urgency, priority, or schedule.

d. Climate: Climate is the weather or atmospheric condition of the communication environment. Climate can affect the communication process by affecting the physical or mental state of the communicator or the receiver, such as comfort, mood, or health. Climate can also affect the communication process by affecting the performance or functionality of the communication equipment or medium, such as visibility, audibility, or reliability.

e. Space: Space is the physical or spatial arrangement of the communication environment. Space can affect the communication process by affecting the interaction, participation, or feedback of the communicator or the receiver, such as proximity, orientation, or layout. Space can also affect the communication process by affecting the impression, expression, or interpretation of the communication, such as privacy, intimacy, or formality.

C. Psychological Barriers

Psychological barriers are the barriers that arise from the psychological or mental factors that affect the communication process. They can affect the encoding, decoding, or feedback of the message or the feedback. Some of the psychological barriers are:

a. Perception: Perception is the process of selecting, organizing, or interpreting the sensory information or stimuli. Perception can affect the communication process by creating a subjective or biased view of the reality or the situation. Perception can also affect the communication process by creating differences, discrepancies, or distortions between the intended and the received message or feedback, such as selective attention, selective exposure, or selective retention.

b. Emotion: Emotion is the feeling or affective state of the communicator or the receiver. Emotion can affect the communication process by influencing the mood, tone, or style of the communication. Emotion can also affect the communication process by influencing the attitude, behavior, or response of the communicator or the receiver, such as anger, fear, or joy.

c. Motivation: Motivation is the drive or incentive of the communicator or the receiver to communicate or to receive the communication. Motivation can affect the communication process by influencing the interest, involvement, or commitment of the communication. Motivation can also affect the communication process by influencing the goal, expectation, or outcome of the communication, such as satisfaction, reward, or feedback.

d. Attitude: Attitude is the evaluation or judgment of the communicator or the receiver towards the message, the feedback, or the communication partner. Attitude can affect the communication process by influencing the acceptance, rejection, or resistance of the communication. Attitude can also affect the communication process by influencing the opinion, belief, or value of the communication, such as agreement, disagreement, or indifference.

e. Personality: Personality is the set of traits or characteristics that define the identity or individuality of the communicator or the receiver. Personality can affect the communication process by influencing the preference, style, or behavior of the communication. Personality can also affect the communication process by influencing the compatibility, rapport, or relationship of the communication, such as similarity, difference, or complementarity.

D. Semantic Barriers

Semantic barriers are the barriers that arise from the meaning or interpretation of the words, symbols, or signs used in the communication process. They can affect the clarity, accuracy, or effectiveness of the message or the feedback. Some of the semantic barriers are:

a. Ambiguity: Ambiguity is the lack or uncertainty of the meaning or interpretation of the words, symbols, or signs used in the communication process. Ambiguity can affect the communication process by creating confusion, misunderstanding, or miscommunication. Ambiguity can also affect the communication process by creating multiple, vague, or contradictory meanings or interpretations of the communication, such as homonyms, synonyms, or antonyms.

b. Jargon: Jargon is the specialized or technical language or terminology used by a specific group, profession, or field. Jargon can affect the communication process by creating a barrier or a gap between the communicator and the receiver who do not share the same knowledge, background, or context. Jargon can also affect the communication process by creating a difficulty or a challenge in understanding or explaining the communication, especially when the communication involves complex, abstract, or unfamiliar concepts or ideas.

c. Slang: Slang is the informal or colloquial language or expression used by a specific group, region, or culture. Slang can affect the communication process by creating a difference or a variation in the meaning or interpretation of the words, symbols, or signs used in the communication process. Slang can also affect the communication process by creating a difficulty or a challenge in translating or adapting the communication, especially when the communication involves different or diverse groups, regions, or cultures.

d. Inconsistency: Inconsistency is the lack or discrepancy of the meaning or interpretation of the words, symbols, or signs used in the communication process. Inconsistency can affect the communication process by creating a contradiction or a conflict in the message or the feedback. Inconsistency can also affect the communication process by creating a confusion or a doubt in the credibility or reliability of the communication, such as errors, mistakes, or contradictions.

e. Symbolism: Symbolism is the use of words, symbols, or signs to represent or convey a meaning or a message that is different from their literal or obvious meaning or message. Symbolism can affect the communication process by creating a difference or a variation in the meaning or interpretation of the words, symbols, or signs used in the communication process. Symbolism can also affect the communication process by creating a difficulty or a challenge in understanding or expressing the communication.

E. Technological Barriers

Technological barriers are the barriers that arise from the use or misuse of the technology or equipment that support the communication process. They can affect the transmission, reception, or interpretation of the message or the feedback. Some of the technological barriers are:

a. Inadequate Facilities: Inadequate facilities are the lack or insufficiency of the resources or equipment that support the communication process, such as computers, phones, internet, etc. Inadequate facilities can affect the communication process by reducing the availability, accessibility, or quality of the communication. Inadequate facilities can also affect the communication process by increasing the cost, time, or difficulty of the communication, especially when the communication involves multiple or remote parties.

b. Malfunction: Malfunction is the failure or breakdown of the technology or equipment that support the communication process, such as power outage, network error, hardware damage, etc. Malfunction can affect the communication process by interrupting, disrupting, or terminating the communication. Malfunction can also affect the communication process by causing loss, corruption, or distortion of the message or the feedback.

c. Incompatibility: Incompatibility is the lack or mismatch of the compatibility or interoperability of the technology or equipment that support the communication process, such as different formats, standards, or protocols. Incompatibility can affect the communication process by creating a barrier or a gap between the communicator and the receiver who use different or incompatible technology or equipment. Incompatibility can also affect the communication process by creating a difficulty or a challenge in converting, adapting, or integrating the message or the feedback.

d. Overload: Overload is the excess or surplus of the information or stimuli that the technology or equipment can handle or process. Overload can affect the communication process by creating a congestion or a bottleneck in the communication. Overload can also affect the communication process by creating a distraction, confusion, or stress for the communicator or the receiver, reducing their attention, concentration, or comprehension.

e. Misuse: Misuse is the improper or inappropriate use of the technology or equipment that support the communication process, such as spam, hacking, phishing, etc. Misuse can affect the communication process by creating a threat or a risk to the security, privacy, or integrity of the communication. Misuse can also affect the communication process by creating a damage or a harm to the reputation, credibility, or relationship of the communicator or the receiver.