Communication Management - From Debacle To Miracle

Effective communication is very crucial process in every aspect of life. Nearly 80 per cent of our active hours are engaged with communication; either oral or written so as verbal and non verbal communication.

The definitions of communication, as the saying goes, are dime a dozen. Depending upon the situation and one's perception and point of view, communication is: transmission of information to elicit a response; coordinating favorable response between a person and an audience, sharing information, an idea or an attitude, or "a meeting of minds, a bringing about of a common set of symbols in the minds of the participants - in nut shell, an understanding". However, an effective communication is only brought about if it evokes the desired response or stimulus. In today's world (read business) an effective communication and its proper management is a real need of the hour.

If one gives a glance at Indian organizations today, it would appear that communication is given least importance, and most of the managements do not handle communication effectively specially with their employees.

Communication in management, therefore, covers two important aspects. Firstly, there is the individual's ability, to articulate based on his or her personality, clear thinking, and skill in expression. Secondly, there is a whole system of organizational communication through verbal, written, committee systems and so on. Both groups of activities are vast, complicated, but are vital, and inter-connected. An examination of almost any problem in human relations will probably reveal communication failure which is either organizational or personal, or a combination of both.

Therefore an effective communication can be very helpful to uplift the morale of the employees so as the organization as a whole. In any organization, an effective communication serves many purposes and benefits it in many ways:

-It acts as a basic foundation of management. Since communication provides the key to facilitate the exchange of ideas, information as well as meeting of minds, it can further aptly be described as the "ears and eyes" of management.

-Communication plays a crucial role in planning. The making of a plan requires facts and figures which can only be made available through effective communication. In India, one of the main reasons for the failure of planning is the communication gap between the planners and the masses for whom the plan has been made.

-The formal organization structure hinges on an effective communication system. Similarly, informal communication within the organization is sometimes responsible for holding together the members of a primary social group.

-Communication also plays a pivotal role in rational decision making, organizational control, as well as building and maintenance of employees’ morale.

Conflicts are not always detrimental or dysfunctional. While functional conflicts may result in striving for excellence, creativity, a sense of identity and responsibility, the dysfunctional conflicts will not only lower the effectiveness of an individual but also that of organization. An effective communication management has got the potentiality to eradicate this fatal malady.

However people generally attempt to manage conflict, once it exists, in one of the following ways:

-By avoiding the issue;
-By approaching the problem, and attempting to reach a solution;
-By diffusing the situation and sharing in problem solving;
-Inter-personal conflict is best confronted, not smoothed over, denied, or run away from;
-In conflict situations, personal prejudices become rife and complicate situations. A limited understanding on issues unrelated to the conflict can improve the climate for broader cooperation.

Moreover, Communication is seldom perfect. The reason is that there are many obstacles and barriers to it, though there are several ways of minimizing ineffectiveness of communication and improving its effectiveness.

Above all, management should be aware of its own limitations. No "Chain of command" or "Line of communication" will ever be completely successful in passing on information. Where there is a probability of crisis or collapse, either individual or organizational, the management should try to select a communication appropriate to the circumstances.

A proper communication management can do miracle, but a wrong, and a dogmatic one can create debacle too.