Role and Importance of Communication in Management :
Several studies have revealed that most of the managers spend about three-fourths of their time in communicating with others: Through communication, the manager informs the employees about what they have to do and how the work has to be done.Communication helps managers in performing each of these roles effectively.
According to Henry Mintzberg, managers perform three major roles: Interpersonal Role,Informational Role and Decisional Role. In Interpersonal Roles, managers interact with their superior, peer and subordinates; in Informational Roles they receive and given information to people inside and outside the organisation and in the Decisional Roles, they take important decisions and communicate them to organisational members for their effective implementation.
The importance of effective communication system increases with the increase in the size of business,growing competition and advancement in technology.
The importance of effective communication can be better understood from the points mentioned below:
1. Effective Communication Facilitates Better Planning: Effective communication facilitates planning in a number of ways. Participation of executives in planning is a pre-condition for getting the task done,This can be secured only through interaction and communication. Further, to be realistic, planning should be based on accurate information. Such information can be available only when there is systematic communication in the enterprise. Thus, the entire plan will depend on information regarding latest development in market available to planners, which is possible through effective communication.
2. Effective Communication Facilitates Basis for Better Decision-Making: Effective communication helps management in arriving at vital decisions. If the right type of information is not available at the proper time due to lack of communication, it may not be possible for management to consider all the pros and cons before taking a decision. Moreover, it is through effective communication that management comes closer to the subordinates and is able to identify real problems and take appropriate decisions. Thus, effective communication is essential for decision-making.
3. Effective Communication Facilitates Effective Co-ordination: Effective communication helps is synchronizing activities of different individuals and groups to bring about unity of action. Liaison men who are employed co-ordinate work of different individuals in the organisation need to evolve communication between different part of the organisation. Group meetings as a means of coordination must necessarily involve exchange of ideas and knowledge and transfer of information and understanding
4. Effective Communication Facilitates Better Administration: Effective communication is important in the performance of all managerial functions. Planning which is one of the primary functions of management requires detailed communication among the managerial and other personnel. Moreover, effective communication is important in executing the plans and then controlling the activities organisation. Thus, communication is an indispensable part of the management process.
5. Effective Communication Facilitates Mutual Trust and Confidence : An effective communication system helps the manager to convey his ideas, views, decisions, suggestions and feelings to the employees. On the other hand, the employees also get the opportunity to express their feelings and communicate their ideas and reactions. Thus builds an atmosphere of mutual trust and confidence and the management is able to lead and guide the employees effectively.
6.Effective Communication Facilitates Motivation of Employees: Motivation of employees largely depend upon the effectiveness of communication. Sharing of information with employees helps management to secure their willing cooperation. Discussion on matters of common concerns between managers and employees is a source of satisfaction for the employees as it signifies recognition of their importance. Information sharing and consultation act as strong motivating factors.
7. Effective Communication Facilitates Building up of Employee Morale: Communication in industries is the basis for morale building. Under an effective system of communication, it is quite convenient for the employees to bring their relevances to the notice of the management and get a proper adjustment. It creates mutual trust and faith, and ultimately ensures job satisfaction amongst the employees, creates confidence in the ability of managers and promotes their loyalty towards the enterprise. It satisfies their personal and social needs and stimulates their job interest and enthusiasm.Grievances suppressed for lack of communication may lead to serious conflicts.
8. Effective Communication Facilitates Effective Control: Controlling is an important aspect of managing. It helps the managers to measure and evaluate the performance of their subordinates, and provide them feedback on their performance. Communication helps in control by transmitting information about, the performance of the subordinates to the manager. If the information received by the manager reveals that the performance of the subordinates is not up to the mark, he can take corrective action immediately.
9. Effective Communication Facilitates Better External Environment : It is very essential fora business enterprise to keep in touch with the external environment as it influences its functioning a great deal. A manager cannot decide wisely on whether to offer a new product line, if he has no knowledge of market potential, organisational changes involved and capital required etc. Similarly, he cannot decide upon inventory levels Without knowledge of sales programme requirements, production and shipping schedules, availability prospects and price trends ètc. His ability to get results depends primarily adequate and timely information.
10. Effective Communication Facilitates Handling of Competition :Modern business is highly competitive in nature. It must have adequate information about the competitors, their products, programs and policies to meet the challenge of competition. Such information is useful only if it is properly transmitted to the right persons for proper assessment of the state of competition so that steps may be initiated to meet the challenge of competition.
11. Effective Communication Facilitates Building of Public Relations :Communication is a tool for building relationship with customers, employees, suppliers, press and other stakeholders. Business executive are aware that the ability to get along with people, to advance in their career and to sell their goods, depends on clear communication.
To sum up, communication system plays the same in an organisation as the nervous system in the human body. It keeps the members of organisation informed about the internal and external happenings- relevant to their task and interest. Since the success of organisation depends upon coordinated efforts of people working at different levels to achieve a common goal, effective communication becomes a must to enable them to think together and to act together.
Thus from the above explanation, it is clear that effective communication has acquire distinct identity of its own.
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