Communication is a two-way process in which there is an exchange and progression of ideas towards a mutually accepted direction or goal. For this process to materialize, it is essential that the basic elements of communication be identified. These elements are.

1. Sender / Encoder/ Speaker

2. Receiver/ Decoder/ Listener

3. Message

4. Medium

5. Feedback

Sender/ Encoder/ Speaker

The person who initiates the communication process is normally referred to as the sender. From his personal data bank he selects ideas, encodes and finally transits them to the receiver. The entire burden of communication then rests upon the sender or encoder. His choice of images and words the combination of the two is what goads the receiver to listen carefully. In this process a number of factors come into play, primary among them being an understanding of the recipient and his needs. If the message can be formulated in accordance with the expectations of the receiver, the level of acceptance is going to be higher. For example, a consultant wishes to communicate with the HRD manager of a company. The objective is to secure consultancy projects on training of personnel. If the consultant wishes the HRD manager to communicate with him, he has to ensure that their goals converge. He has a tough task ahead of him. The manager had been interacting with many consultants. Why should he pay heed to the proposal of this consultant? In a situation such as this, a good strategy to be adop0ted is to expand the purview of the proposal and make it company specific. The result could be highlighted and spelt out in terms of increase in sales. If sufficient preparation has been done, the message too would increase in sales. If sufficient preparation has been done, the message too would be formulated in a manner conducive to the interests of the HRD manager.

Receiver/ Decoder/ Listener

The listener receives an encoded message which he attempts to decode. This process is carried on in relation to the work environment and the value

perceived in terms of the work situation. If the goal of the

Decoding of sender is envisioned as similar to his own, the listener

Message becomes more receptive. The decoding of the message is done in almost entirely the same terms as were intended by the sender. In the example cited above, as soon as the HRD manager realizes that the proposal of the consultant is going to result in tangible benefits, he becomes more receptive and his interest in communication is reinforced.

Message

Message is the encoded idea transmitted by the sender. The formulation of the message is very important, for an incorrect patterning can turn the receiver

Formulation of message

Hostile or make him lose interest. At this stage the sender

Has to be extremely cautious. What is the order in which he

Would like to present his ideas? Suppose he has four points to make would he (a) move in the stereotyped manner of presenting them in a sequence or (b) would he like to be innovative and proceed in a creative way? Probability is high that in case (a)

he might become monotonous and in case (b) he might touch a wrong spot. How then should the message be formulated and transmitted? The ordering, as stated earlier, should be based on the requirements of the listener so that its significance is immediately grasped. The minute the receiver finds his goals codified in the message, he sits up, listens and responds. The message thus has made an impact.

Medium

Another important element of communication is the medium or channel. It could be oral, written or non-verbal. Prior to the composition of the message, the medium / channel should be decided. Each medium follows its own set of

Selection of rules and regulations. For example, in oral communication one can

medium —oral, afford to be a little informal, but when using the written mode, all

written or non- rules of communication need to be observed. It must be remember-

verbal ed that anything in writing is a document that would be filed for records or circulated to all concerned.

Feedback

This is the most important component of communication. Effective communication takes place only when there is feedback. The errors and flaws that abound in business situations are a result of lack of feedback. Le us take

Feedback Completes Loop of Communication

A look at the typical responses of people involved in miscommunication: “ this is not what I meant” or “ This is not what I said”, or “this was not my intention”. If feedback is solicited on all occasions, this error can be minimized or even completely done away with. Fallacious statements or erroneous conclusions are made because of lack of confirmation through feedback and discrepancy between the message transmitted and understood.

Half the world is composed of people who have something to say and can’t, and the other half who have nothing to say and keep on saying it. -Robert Frost

Introduction

This unit identifies Public speaking as a type of communicative event. Uses and occasions of public speaking. Essentials of public speaking, attitudes required for the same and the paralinguistic and non verbal aspects of pubic speaking.

Distinction between Media and Channel

Media are to be distinguished. Media are concerned with the form or mode into which the message is placed. The channel is the technical transmission of that medium to reach the receiver. Combination of these two put together act as the means of communication. Both are necessary. Selection of media cannot be planned without the channel. In an organization a channel provides a link between various levels. The link may be between individuals, between individuals and departments and between departments. The organization structure may create a formal channel from top to bottom. It is an officially fixed route through which the flow of communication is directed. The channel is based on officially designated positions and functions. Formal channel is official and official messages move. Informal channel called a’ grapevine is an unofficial channel. Thus communication channel has different directions – flat network, tall network, formal channel, informal channel, upward channel, horizontal channel, internal and external channel.

Communication Rules:

Communication rules are such implicit understandings (generally unwritten and unspoken) that allow people to read behaviour in similar ways (in other words, to share meanings) and that specify just and appropriate ways to communicate with others in given roles and contexts.

There are two principal kinds of rules: constitutive rules and regulative rules. Constitutive rules tell us what a certain behaviour means. Regulative rules, on the other hand, tell us what we should and should not do. These rules become instrumental in structuring and coordinating interactions by providing answers to questions such as the following:

1. How should conversations be initiated?

2. How are interruptions handled?

3. What topics will be discussed?

4. How will these topics be discussed?

5. Whose topics get priority?

6. How are conversations terminated?

7. When and where may communication occur? Who may initiate a conversation?

8. Can the rules themselves be discussed?

The regulative rules in organizations are framed and, adopted in order to prescribe:

_ Access,

_ Priority of topics and

_ Interruptions.

You might have noticed that some organizations formulate rules relating to who has access to whom, but the degree of rigidity of the rule, however, may vary from organization to organization. The people at the senior level, who decide what topics need to be discussed, often decide the rules relating to the priority of topics and the order of discussions as determined by the urgency of the topic.

HRM becomes significant for business organization due to the following reasons.

1. Objective :-

HRM helps a company to achieve its objective from time to time by creating a positive attitude among workers. Reducing wastage and making maximum use of resources etc.

2. Facilitates professional growth :-

Due to proper HR policies employees are trained well and this makes them ready for future promotions. Their talent can be utilized not only in the company in which they are currently working but also in other companies which the employees may join in the future.

3. Better relations between union and management :-

Healthy HRM practices can help the organization to maintain co-ordinal relationship with the unions. Union members start realizing that the company is also interested in the workers and will not go against them therefore chances of going on strike are greatly reduced.

4. Helps an individual to work in a team/group :-

Effective HR practices teach individuals team work and adjustment. The individuals are now very comfortable while working in team thus team work improves.

5. Identifies person for the future :-

Since employees are constantly trained, they are ready to meet the job requirements. The company is also able to identify potential employees who can be promoted in the future for the top level jobs. Thus one of the advantages of HRM is preparing people for the future.

6. Allocating the jobs to the right person :-

If proper recruitment and selection methods are followed, the company will be able to select the right people for the right job. When this happens the number of people leaving the job will reduce as the will be satisfied with their job leading to decrease in labour turnover.

7. Improves the economy :-

Effective HR practices lead to higher profits and better performance by companies due to this the company achieves a chance to enter into new business and start new ventured thus industrial development increases and the economy improves.

Personnel management which is know as human resource management has adapted itself to the changing work environment, however these changes are still taking place and will continue in the future therefore the challenges before the HR manager are

1. Retention of the employees :-

One of the most important challenge the HR manager faces is retention of labour force. Many companies have a very high rate of labour turnover therefore HR manager are required to take some action to reduce the turnover

2. Multicultural work force :-

With the number of multi cultural companies are increasing operations in different nations. The work force consists of people from different cultures. Dealing with each of the needs which are different the challenge before the HR manager is integration of multicultural labour work force.

3. Women in the work force :-

The number of women who have joined the work force has drastically increased over a few years. Women employees face totally different problems. They also have responsibility towards the family. The organization needs to consider this aspect also. The challenge before the HR manager lies in creating gender sensitivity and in providing a good working environment to the women employees.

4. Handicapped employees :-

This section of the population normally faces a lot of problems on the job, very few organization have jobs and facilities specially designed for handicapped workers. Therefore the challenge before the HR manager lies in creating atmosphere suitable for such employees and encouraging them to work better.

5. Retrenchment for employees :-

In many places companies have reduced the work force due to changing economic situations, labourers or workers who are displaced face sever problems. It also leads to a negative atmosphere and attitude among the employees. There is fear and increasing resentment against the management. The challenge before the HR manager lies in implementing the retrenchment policy without hurting the sentiments of the workers, without antagonizing the labour union and by creating positive attitude in the existing employees.

6. Change in demand of government :-

Most of the time government rules keep changing. While a lot of freedom is given to companies some strict rules and regulations have also been passed. The government has also undertaken the disinvestment in certain companies due to which there is fear among the employees regarding their job. The challenge before the HR manager lies in convincing employees that their interest will not be sacrificed.

7. Initiating the process of change :-

Changing the method of working, changing the attitude of people and changing the perception and values of organization have become necessary today. Although the company may want to change it is actually very difficult to make the workers accept the change. The challenge before the HR manager is to make people accept change.

The scope of HRM refers to all the activities that come under the banner of HRM. These activities are as follows

1. Human resources planning :-

Human resource planning or HRP refers to a process by which the company to identify the number of jobs vacant, whether the company has excess staff or shortage of staff and to deal with this excess or shortage.

2. Job analysis design :-

Another important area of HRM is job analysis. Job analysis gives a detailed explanation about each and every job in the company. Based on this job analysis the company prepares advertisements.

3. Recruitment and selection :-

Based on information collected from job analysis the company prepares advertisements and publishes them in the news papers. This is recruitment. A number of applications are received after the advertisement is published, interviews are conducted and the right employee is selected thus recruitment and selection are yet another important area of HRM.

4. Orientation and induction :-

Once the employees have been selected an induction or orientation program is conducted. This is another important area of HRM. The employees are informed about the background of the company, explain about the organizational culture and values and work ethics and introduce to the other employees.

5. Training and development :-

Every employee goes under training program which helps him to put up a better performance on the job. Training program is also conducted for existing staff that have a lot of experience. This is called refresher training. Training and development is one area were the company spends a huge amount.

6. Performance appraisal :-

Once the employee has put in around 1 year of service, performance appraisal is conducted that is the HR department checks the performance of the employee. Based on these appraisal future promotions, incentives, increments in salary are decided.

7. Compensation planning and remuneration :-

There are various rules regarding compensation and other benefits. It is the job of the HR department to look into remuneration and compensation planning.

8. Motivation, welfare, health and safety :-

Motivation becomes important to sustain the number of employees in the company. It is the job of the HR department to look into the different methods of motivation. Apart from this certain health and safety regulations have to be followed for the benefits of the employees. This is also handled by the HR department.

9. Industrial relations :-

Another important area of HRM is maintaining co-ordinal relations with the union members. This will help the organization to prevent strikes lockouts and ensure smooth working in the company.