Purpose of Communication
The main purpose of communication is to make a fluent flow of information in the organization. Communication is one of the essential parts of management functions. No organization can exist and grow without an effective communication system. The effectiveness of managerial functions depends upon the effectiveness of the communication system of the organization.
At present, communication has been playing an important role in the smooth operations of the business. It is to be considered as blood circulation of the management. A manager has to invest his more official time to communicate among subordinates to fulfill the managerial functions of getting things done through others.
Some of the purpose/objectives of a sound organizational communication system are:
- An aid to decision making
- Smooth functioning
- Facilitates coordination
- Employee motivation and morale
- Overcome resistance to change
- Sound human relation
- Maintain public relation
- Aid to control
#1 An Aid To Decision Making
One purpose of communication is to provide support to the process of decision-making and planning. The Decision-making process requires basic information about the organizational strength and weaknesses along with threats and opportunities from the external environment. The information about these factors can be gained only through means of communication.
The quality of a managerial decision depends upon the effectiveness of communication. Similarly, the decisions and plans of management need to be communicated to the employees. A scientific communication system helps to implement the plan effectively.
#2 Smooth Functioning
The attainment of the organizational goal is the main motive of managerial functions. For this purpose, the smooth functioning of organizational activities is necessary. Communication facilitates the operation of management functions smoothly and efficiently. It helps to provide information on plans, policies, procedures, and systems of works to the subordinates.
Managers provide information of instructions, guidance, and suggestions to subordinates and obtain feedback of achievement of works only through means of communication. In fact, the efficiency of managerial function depends upon the effectiveness of the communication system network.
#3 Facilitates Coordination
Communication is a good and great aid in achieving coordination of individual efforts. Development of feeling of team spirit among worker is must in gaining common goals. Mutual understanding among the workforce doing similar work is essential. Such mutual understanding among co-workers is the outcome of free communication and the exchange of information among them. The concept of the unity of action develops among a workgroup, which facilitates gaining common goals.
#4 Employee Motivation and Morale
One of the objectives of communication is to motivate employees and maintain their morality. Management can keep close contact with employees to fulfill plans, policies, and procedures, and objectives of the organization. Communication facilitates motivating employees and maintains their morality by undoubtedly providing management information. Employees can get proper instruction and guidance from management on time.
In addition, communication is the means through which employees can provide their suggestions, difficulties, and problems to the management. It ensures greater job satisfaction to the employees and encourages them to develop their working efficiency.
#5 Overcome Resistance To Changes
In general, employees resist any unexpected changes in the organization. They try to resist when such changes are either not properly communicated or the purpose of such changes is not clearly explained to them. The proper communication system of the organization facilitates overcoming resistance to changes. Through communication means, management can convince the employees regarding desirable changes that occur in organizational structure and working patterns.
#6 Sound Human Relation
One main purpose of the communication system is to promote sound human relations among the workgroups of the organization. It facilitates the creation of mutual understanding and trust between management and subordinates. Through the means of communication, a manager can establish confidence with all of his subordinates to attain common goals.
In addition, subordinates can maintain mutual relations with their coworkers to transmit performance information. This contributes to developing the feeling of team spirit and unity of action among workgroups.
#7 Maintain Public Relation
The important objective/purpose of communication is to maintain a good image in society. A good relation of enterprise with outside stakeholders especially with customers, creditors, and the public at large is a must. Communication is one of the indispensable means of developing favorable relations with the public.
At present, many business enterprises from a separate “public relation department” to maintain better relations with the public.
#8 An Aid To Control
Following time and situation, the comparison of actual work achieved with that of planned work is necessary. The management can take corrective action if there is any deviation between actual and planned performance. Such remedial measure is only possible when the information of actual performance and deviations from planned are communicated to the management. For this, means of communication have been playing an important role.