Communication is the exchange of formal or informal thoughts, opinions, ideas, information, etc. between two or more persons, institutions, or offices.
Communication is usually done through language. It requires sender, channel, and receiver. The sender transmits his message through language or signal.
If the medium helps to convey the message to the recipient, then the one-sided process of communication ends when the recipient understands the message he/she has received.
The importance of communication in the office
- In connection with the day-to-day work of the office, communication is required only in orders given from top to bottom and reporting from bottom to top. No work can be done in the office without communication.
- The most important tool for coordination and control is communication.
- Employees can be motivated through effective communication.
- Communication is also considered to be very important for the training provided to the employees to improve their knowledge and skills.
- Communication is needed to exchange services and information between person to person and office to office or person to the office.
- Communication has an important place in informing the service recipients about the services provided by the organization.
- Effective communication is needed to maintain standardization and transparency in decision-making.
- Communication is also considered very important for conflict management and grievance redressal.
Types of communication
1. On an institutional basis, communication can be classified into two parts, internal and external. Communication heard in one unit of an organization and another unit or different person etc. is internal communication while communication between one organization and another organization is called external communication.
2. Communication can be divided into written (petition, verbal, comment and order, letter, circular, fax, etc. teleprinter, telex, telegraph, email), oral (face to face or using the device), or sign communication depending on the medium of expression.
3. On the basis of formality, formal and informal communication can be classified into two parts. Applications, letters, circulars, etc. written by a person, body to another office, person, or body are considered as formal communication, while conversations between individuals are informal communication.
4. Communication can be categorized as downward, upward or flat communication depending on the flow.
Means of communication
- Petitions, Speeches, Comments and Orders, Letters, Circulars, Faxes, etc. W., teleprinter, telex, telegraph
- Laws, Circulars, and Guidelines
- Direct contact (between person, person, or any two parties)
- Seminars etc.
- Mutual discussion
- Communication equipment such as radio, T.V., email, internet, video conferencing, etc.
- Symbols, hoarding boards, etc.
The need and importance of Management Information System (MIS) in the office.
The management information system is the modern system that makes information and communication simple, effective, fast, and systematic.
It combines technology and humanware to operate the system of input, processing, and output of information.
MIS is a network of information and data collected, processed and classified, and stored in a state of readiness.
The diagram below shows how much difference there is between the use of traditional information systems and modern management systems, which simplifies the inconvenience of communication.
The need and importance of management information system
- To get reliable and trustworthy information
- To maintain uniformity in information and data and to make arrangements for automatic updating
- To get the necessary information from one place
- To minimize the impact of personal relationships for access to information
- To receive prompt notification
- It is easier to plan and decide a policy, program, etc., or to make a decision.
- Increases the effectiveness, efficiency and efficiency of the organization.
- Assists in control and coordination.
- Works as a comparative basis of information which helps in choosing the best option.
- Assists change management.
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