COMMUNICATION CYCLE

What Is the Communication Cycle?

Communication is one of the most vital elements of society. People need people, and to interact, it's
essential they be able to convey messages and understand each other. The communication
cycle expresses how the system of conveying and understanding messages operates. The scope of
communication is not limited to only two or more people, instead , it involves the whole society. Man
is a social animal, and he cannot remain in isolation. It is his basic need to interact with others.
Communicaton is the foundation of all humanrelationship. We communicate every day with our
famile , teachers , friends , and pets . The need for communication has evolved from the stage of
early huan and sign language which contribute to the development of verbal and wrriten messages .

Communication A- two way process

1. Simple language : The language used in the communication should be simple and understandable.

2. Clearness : The communicator should be clear in his mind about the objective of his
communication. There should not be any ambiguity in communication.

3. Adequacy of information : It should contain adequate information and should be complete in all
respect; otherwise it will not serve the purpose of communication.

4. Proper medium of communication : The communicator should select the proper media of
communication by considering such factors as the nature of communication, urgency of
communication, distance between communicator and recipient of communication etc.
5. Accurate : An effective communication should be accurate. False and misleading statement will
seriously undermine the reputation of the business. It may also lead to expensive litigation.

6. Courtesy : Politeness is, of course, one of the important attributes of good business
communication. A polite language should be used in communication. It helps improve business
relations.

IMPORTANCE OF COMMUNICATION SKILLS

Communication is one of the important functions of a manager. Every manager must communicate in
order to get things done through others. Communication is indispensable for all managerial
controlling. In the opinion of Chester Barnard “The first executive function is to develop and
maintain a system of communication. In the words of George R.
Terry “Communication serves as the lubricant, fostering for the
smooth operations of the management process ”.

The importance of communication could be stated as under :

a) Communication is the basis for decision making and planning.

b) It helps in smooth and efficient working of an organisation.

c) It facilitates co-ordination.

d) It increases managerial efficiency.

e) It promotes co-operation and industrial peace.

f) It motivates employees and increases employee morale

g) It helps in effective control of the entire operations of the organisation.

h) It helps to maintain public relations.

ELEMENTS OF COMMUNICATION CYCLE

1. Sender:
He is the person who sends his ideas
to another person. For example, if a
manager wants to inform his
subordinates about the introduction
of a new product, he is the sender.

2. Message:
The idea, feeling, suggestion, guidelines, orders or any content which is intended to be
communicated is message. For example, message is the introduction of new product.

3. Media:

It is the medium, passage or route through which encoded message is passed by the sender
to the receiver. There can be various forms of media-face to face communication, letters,
radio, television, e-mail etc. For example manager inform about the introduction of a new
product in a meeting through presentation.

4. Encoding:
It is the process of converting the idea, thinking or any other component of message into
symbols, words, actions, diagram etc. For example, message is connected in words and
actions.

5. Decoding:
It means translating the encoded message into
language understandable by the receiver.

6. Receiver:
He is the person to whom the message has been
sent. For example, subordinates are receivers.

7. Feedback:
It is the response by the receiver. It marks the completion of the communication process.
8. Noise:

It is the hindrance in the process of communication. It can take place at any step in the
entire process. It reduces the accuracy of communication e.g. 1) Disturbance in the
telephone lines, 2) An inattentive receiver 3) Improper Decoding of Message etc.