Meaning of Communication
Communication refers to the process by which a person (known as sender) transmits information or messages to another person (known as receiver).
Importance of communication
- It is used to express facts, figures and ideas.
- It is used within the firm as a means of controlling its operations, coordinating the activities of departments and employees and motivating personnel.
- It provides important external links between the firm, its suppliers and customers.
- Communication helps business to operate efficiently and creates good public image .
- Communication educates people, widens their knowledge and broadens their outlook.
- It tries to overcome the barriers of language and personal contact.
- It helps people to know about new discoveries, new techniques, new products etc.
- Due to communication more and more people are able to take advantage of achievements made by others.
Means of communication
There are various ways through which we communicate with each other.
Letters are a written form of communication, used by individuals or organisations.
Letters can be delivered to the receivers through special messenger, post offices or private couriers.
This method is suitable where fact-to-face communication is difficult or other means are not easily available.
It helps in keeping a record of the communication.
The cost involved is low in this means of communication.
It is a form of written communication by which messages can be sent quickly to distant places.
It is generally used when there is an urgency of communicating any important message. Charges are payable on the basis of number of words used in writing the message including the address of the receiver and sender’s name.
To send telegrams to foreign countries cablegrams are used.
Telegrams can also be sent by using telephone, which is called as phonogram.
Telephone is a very popular, widely used for internal and external business communications.
STD (Subscriber Trunk Dialing) is used for long distance communication .
ISD (International Subscriber Dialing) is suitable for international communication .
Both government and private agencies provide telecom services.
Telephone is helps in establishing instant contact between the parties.
Private automatic branch exchange (PABX) is installed in business firms, government and private offices to facilitate internal as well as external communication.
Mobile phones are very popular these days as they give an access to the receiver
at anytime, anywhere. It possesses many modern features like Short Messaging Services (SMS), Multi Media Messaging Services (MMS) etc. Both private as well as government organizations provide these services.
Telex provides a means of printed communication using Teleprinter. Teleprinters consist of machines installed at different places helping in written and instant transmission.
Fax is an electronic device using telephone lines that enables instant transmission of any matter- handwritten or printed like letters, diagrams, graphs, sketches, etc. exactly.
The main advantages of Fax system are easy operation, instant transmission, over any distance.
The only limitation is that fax machine accepts document up to a standard size.
E-mail (Electronic mail) is a modern means of communication. In this case individuals, through the internet, open an e-mail account in their name from any ISP (Internet Service Provider). Then message is sent through their computer to the e-mail accounts of other individuals. Whenever the other person will access his email account he receives the message.
This is the fastest means and can be used for any type of message, audio, visual or audio-visual.
Voice Mail :
It is a computer-based system for receiving and responding to incoming telephone calls. It records and stores telephone messages through computer memory. It is used for getting information regarding admission, examination and results through an interactive Voice Mail System.
Conference generally refers to meeting of people for face to face discussion on any common issue. But, in teleconferencing people interact with each other without physically sitting in front of others using of modern electronic derives like telephone, computers, television etc. There are two types of teleconferencing audio-conferencing and video-conferencing.
It is a two-way audio communication system in which the participants listen to the voice and respond immediately sitting at different places.
In this case, the participants of the conference can see the picture of each other while talking themselves.
There are two different types of videoconferencing process.
One-way video and two-way audio :
It this system, the participants can listen to the voice and see the picture of the persons sitting in the studio. The audience maintains a contact with the studio through telephone and the persons in the studio listen to the voice of the participants.
Both way audio and video :
Here participants at both the ends i.e. studio as well as audience end, are able to listen to the voice and see the picture of each other while talking amongst themselves.