WHAT IS COMMUNICATION?

• Communication is the transferring of a message from the sender to the receiver who understands the message
• It can be either INTERNAL communication (occurs between business departments and employees in the same organization) or EXTERNAL communication (occurs between the business and people outside the business)
• However, what makes some businesses have communication problems and others not? It is the presence of effective communication

EFFECTIVE COMMUNICATION INCLUDES:

• A sender/transmitter: the person who is sending the message with its details
• A receiver: the person who receives the message from the sender and understands it
• A medium of communication: the platform or the way the message was sent (examples: email, letter, etc.)
• Feedback: given by the receiver to ensure the message was received and understood

TYPES OF COMMUNICATION:

1. One-way communication:  when the sender sends a message to the receiver but does not expect feedback to be given. Example: a “no smoking” sign. The message would be received by the receiver but s/he would not give feedback

2. Two-way communication: when the sender sends a message to the receiver and expects  feedback to be given and questions to be asked (back and forth communication). Example: a business deadline is coming up so the manager gives the employee instructions. If the employee does not understand or has further questions, s/he would send a message to ask.

3. Downward communication: goes from the top of the organizational chart hierarchy to the bottom/lower levels. Example: message from the manager to the employee

4. Upward communication: goes from the bottom/lower levels of the chart to the top. Example: a machine broke down midway through processing so the employee sends an urgent notice to the manager to fix/replace it

5. Horizontal communication: occurs between employees of the same level of hierarchy

6. Formal communication: occurs between people within the same organization using a professional language like reports, emails, etc.

7. Informal communication: occurs between people within the same organization using everyday language through texting, calling, etc.

COMMUNICATION METHODS:

1. VERBAL METHODS:

• Done by speaking through meetings, calls, video conferences, etc.
• Advantages: 

1. It is quick and efficient
2. The sender of the message can use body language /presentation skills/voice tone to reinforce the message
3. Feedback will be given at that instant

• Disadvantages: 

1. It can be time consuming if there are many questions/feedback from many people
2. It cannot be guaranteed that everyone in the meeting is paying attention
3. No written record to refer back to it

2. WRITTEN METHODS:

• Where information is given to the receivers through a written language and a written medium like letters, emails, fax, memos, etc.
• Advantages: 

1. There is a written record to refer back to it
2. It can be forwarded to many people
3. It is cheap
4. It can be detailed

• Disadvantages: 

1. Jargon language can be used (hard words that not everyone can understand)
2. Feedback is not always given so its hard to know if the message is received/understood
3. If the message is too long the receiver will not read it all

3. VISUAL METHODS: 

• Where the message is portrayed through pictures, charts, etc.
• Advantages: 

1. Can be used with written messages to look appealing

• Disadvantages: 

1. No feedback received

FACTORS THAT AFFECT THE COMMUNICATION METHODS:

1. Speed: if the message needs to be achieved and understood fast, then using verbal methods may be the best option

2. Cost: if a cheap method is needed, then using written methods may be ideal or a telephone call

3. Leadership style: if the business uses autocratic, then one-way communication like visual can be used. If its democratic, then two-way communication like verbal can be incorporated

4. Message details: if its really detailed, then its best and safest to use written to make sure all the information is given

5. Importance of feedback: if feedback is crucial then using verbal can be the best option

6. Importance of a written record: if the having the message documented is paramount, then using written methods is the best option

COMMUNICATION BARRIERS:

• They reduce the possibility of getting the most effective communication