Structure:

Introduction:   Define Communication especially what it means in context of Public Administration.

Body:  In Detail explain the types of Communication with suitable examples.

Conclusion: Conclude with the Positive approach by saying what is the role of communication in administration and why it is called as 1^st principle of administration

Supporting points:

Communications means sharing of Ideas in common in simple words. Communication means the process through which two or more persons  exchange ideas and understanding among themselves. Communication is often used in the Census of imparting knowledge or transmitting information.  But however in public administration it has a wider connotation and it includes interchange of thoughts partaking of ideas and sense of participation and sharing.

The essence of communication is not information but understanding .

Types of communication:

Communication in an organisation may be internal external and interpersonal.  The first deals with the relationship between the organisation and its employees.  The second is concerned with the relations of the agency with the public and is called a public relation.  The third is related to the relationship among the Agencies employees interse.

 In detail communication can be classified as:

1. External communicationexternal communication implies the transmission to people outside the organisation and its receipt from outsiders. It involves exchanges of messages or information with outsiders that we government agencies and other business houses or the public.

          It may be of two types as follows:

          A. Oral communication: external communication is possible with the help of telephone which says valuable time and make government agencies active to take quick decision.

          B. Written communication: written communication is not only cheap but is also inevitable.  It can be more definite and more effectively drafted and formulated than oral communication.  It is transmitted by mail telegraph  newspaper post  magazines written document etc.

2. Internal communication

             Internal communication plays a vital role in efficient conduct of administrative operations.  It refers to exchange of information and messages between persons and departments of organisation.  It is the responsibility of the management or its activities to see that the function of exchange of information and messages is facilitated through a proper system of communication.

             internal communication is divided into

a. Vertical communication: what is communication closed downward as well as a word.  Communication that flows from the superior to the subordinate is known as downward communication.  The higher level uses these devices not only for command and control but to inform the lower officials concerning its attitudes and ideas and to give advice, guidance and direction.

b. Horizontal communication: horizontal communication also known as lateral or crosswise or sideward communication.  This refers to communications among the officials or subordinates or department who are working on the same level of organisation.  Such communication help in coordinating the activities of different departments and also helps to exchange information

c. Grapevine communication: this is known as informal communication.

Communication can also be differentiated into formal and informal communication based on channel and control of communication.

While formal communication, refers to the flow of official information through proper, predefined channels and routes. The flow of information is controlled and needs deliberate effort to be properly communicated.

 Informal communication is casual communication between coworkers in the workplace. It is unofficial in nature and is based in the informal, social relationships that are formed in a workplace outside of the normal hierarchy of business structure.

The well-known  authorities on sociology and psychology point out the inherent tendency of the people in organisation to cut across formal channels. They are based on the communication about organisations matters outside the official network.

Consensus communication:  The process of arriving at general agreement through consultation.   In an organisation,  different groups of people have different choices and interest.  In the interest of the organisation it is felt desirable to achieve the consensus on matters which may affect the working conditions of the employees.

The barriers encountered in the process of communication are:

(Difficulties faced in the process of communication)

1. Physical or environmental barriers: the barriers in the surrounding or in the environment are the physical barriers. Examples of physical barriers are

• Noise: traffic noise or noise of machines in factory create disturbances in communication.
• Time and distance :physical distances between people can create major problems in communication. Time zones around the world are not same. Due to differences in timings between countries we have to adjust with the time difference of that country.
• Defects in communication systems: many times the instruments or machines used in communication such as telephones, fax or computer can develop problems
• Wrong selection of medium : medium means the objects used in communication eg. Emails,mobile phones or telephones etc.
• High temperature and humidity: excess temperature or heat or cold temperature create difficulties in communication

2. Language barriers: barriers arising due to differences in languages, words meaning or pronunciation can create confusion among the people. Linguistic means related to the language. Semantic means the meaning of the words. Following are some of the examples of language barriers:

• Different languages or lack of common language
• Multiplicity of words:
• Words with similar pronunciation but different meaning
• Jargon words

     3. Psychological barriers: psyche means mind. Psychological barriers arise in the minds. Human mind it very complex thing to understand. We face many times some conflicts due to situations or surrounding events. So these barriers are bound to arise. But the real problem is that people do not accept that these barriers exists in their minds. Due to status, old age and ego problems many times psychological barriers are created. These are difficult to overcome. Because people do not accept that they face barriers or they lack proper understanding to face the world. The following are situations or examples of psychological barriers ego, prejudice, halo effect, self image, status, emotions and feelings, closed mind etc.

      4. Socio-cultural barriers: culture is way of life, values or principles .cultural differences between people can create barriers . Different religious practices are followed around the world. Due to many time differences in the culture can create misunderstanding in communication. Due to globalization and liberalized policies in business, people around the world are travelling and working in multinational corporates or companies. This led to mixing or intermingling between people but due to differences in language, religious practices, dressing styles, food habits many times people get confused and are not able to understand each other properly. This led to communication failure. The following are examples or socio-cultural barriers assumption about caste system, etiquettes and

Conclusion:

Communication has come to be recognised as the first principle of administration.  Effective communication is vital to the successful achievement of agency objectives. Communication is considered as the bloodstream of administrative organisation hence   effective communication is to be felt by all concerned of any organisation which should be based on clarity,  correctness,  conciseness,  consideration and courtesy.