1. UNIVERSITY OF CENTRAL PUNJAB
Principles of Management
Topic: Communication and Management
Submitted By:
Name: Sana Riaz
Roll No : 0185
Section: 1A
Submitted To:
Sir Mazhar Hayat

2. COMMUNICATION
Definition:
Communication is the process in which the message moves from source to destination.
OR
The process of transmitting and receiving verbal and nonverbal messages.
Functions of Communication
1. Job Control
Job control is a basic function of communication in the workplace. The communications that
control the duties and behavior of employees on the job include company policies and job
descriptions.
2. Decision Making
The managers and decision makers in an organization rely on communication from
employees to make decisions for the company.. Management can use the information to
determine if more employees or additional equipment is needed to increase production..
3. Motivating Employees
Supervisors and managers use communication to motivate employees to perform to their
highest potential. Supervisors can use written and verbal communication to motivate
workers with incentive programs, rewards, praise and constructive criticism.
4. Information function:
The basic requirement of adapting and adjusting oneself to the environment is information.
The receiving or giving of information underlines all communication functions, either
directly or indirectly.
5. Influence or persuasive

3. Persuasive function of communication i.e. to induce people is extremely important for
extension in changing their behaviour in the desirable direction.
INTERPERSONAL COMMUNICATION
Interpersonal communication is the process by which people exchange information,
feelings, and meaning through verbal and non-verbal messages: it is face-to-face
communication.
Elements of Interpersonal Communication
1. The Communicators
For any communication to occur there must be at least two people involved.In fact
communications are almost always complex, two-way processes, with people sending and
receiving messages to and from each other
2. The Message
Message not only means the speech used or information conveyed, but also the non-verbal
messages exchanged such as facial expressions, tone of voice, gestures and body language. Non-verbal
behavior can convey additional information about the message spoken..

4. 3. Noise
The use of complicated jargon, inappropriate body language, inattention, disinterest, and cultural
differences can be considered 'noise' in the context of interpersonal communication. In other
words, any distortions or inconsistencies that occur during an attempt to communicate can be
seen as noise.
4. Feedback
Feedback consists of messages the receiver returns, which allows the sender to know how
accurately the message has been received, as well as the receiver's reaction. Feedback allows the
sender to regulate, adapt or repeat the message in order to improve communication.
5. Context
All communication is influenced by the context in which it takes place. However, apart from
looking at the situational context of where the interaction takes place, for example in a room,
office, or perhaps outdoors, the social context also needs to be considered, for example the roles,
responsibilities and relative status of the participants etc.
6. Channel
The channel refers to the physical means by which the message is transferred from one person to
another. In face-to-face context the channels which are used are speech and vision, however
during a telephone conversation the channel is limited to speech alone.
Interpersonal communication Methods:
o Nonverbal communication –
Communication transmitted without words.
o Body language -
Gestures, facial configurations, and other body movements that convey meaning.
o Verbal intonation –
An emphasis given to words or phrases that conveys meaning

5. ORGANIZATIONAL COMMUNICATION
There are two types of business communication in an organization:
1. Internal Communication
2. External Communication
1. Internal Communication
Communication within an organization is called "Internal Communication".
Under Internal Business Communication types there come:
a) Upward Communication
b) Downward Communication
c) Horizontal/Literal communication
a) Upward Communication
Upward communication is the flow of information from subordinates to superiors,
or from employees to management
b) Downward Communication
Information flowing from the top of the organizational management hierarchy and
telling people in the organization what is important (mission) and what is valued
c) Horizontal/Literal communication
Horizontal communication normally involves coordinating information, and
allows people with the same or similar rank in an organization to cooperate .
2. External Communication
Communication with people outside the company is called "external communication".
Supervisors communicate with sources outside the organization, such as vendors and
customers.
It leads to better;
o Sales volume
o Public credibility
o Operational efficiency etc.

6. OVERCOMING COMMUNICATION BARRIERS
1. Use of Simple Language:
Use of simple and clear words should be emphasized. Use of ambiguous words
and jargons should be avoided.
2. Reduction and elimination of noise levels:
Noise is the main communication barrier which must be overcome on priority
basis. It is essential to identify the source of noise and then eliminate that source.
3. Active Listening:
Active listening means hearing with proper understanding of the message that is
heard. By asking questions the speaker can ensure whether his/her message is
understood or not by the receiver in the same terms as intended by the speaker.
4. Emotional State:
During communication one should make effective use of body language. He/she
should not show their emotions while communication as the receiver might
misinterpret the message being delivered
5. Simple Organizational Structure:
The organizational structure should not be complex. The number of hierarchical
levels should be optimum. There should be a ideal span of control within the
organization. Simpler the organizational structure, more effective will be the
communication.
6. Give Constructive Feedback:
Avoid giving negative feedback. The contents of the feedback might be negative,
but it should be delivered constructively. Constructive feedback will lead to
effective communication between the superior and subordinate.