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Archive for the ‘Communication Systems’ Category

Our communication with others usually starts with our thoughts, resulting in words, tonality and body language. There are many ways to define “thoughts”, and one of them is how we use our senses internally.

We use our senses outwardly to perceive the world, and inwardly to represent experience to ourselves. When recalling experiences, such as a time you went to the beach, what appears in your mind first? Maybe a picture of the beach would appear. Perhaps you hear the sounds of the waves and children playing, or the feeling of how relaxed you were just sitting by the sea.

When you ask a group of students to describe their form teacher, you could get a variety of answers. One student might recall the hairstyle and dressing first, followed by the teacher’s voice, and how he or she feels about the teacher’s lessons. Another might first recall that the teacher has a very deep and powerful voice, followed by how the teacher always makes the class feel interesting, and lastly, how the teacher looks.

This method of taking in and storing information in our minds, through our five senses (Seeing, hearing, feeling, taste and smell) is known as Representational Systems in Neuro Linguistic Programming.

Having different preferred representational systems is also one reason why we encounter difficulties in getting our messages across to others sometimes.

If you are a visual person whose dominant sense is seeing, you will likely speak in a manner that include many pictures and visual words. A kinesthetic person on the other hand, will speak with many feeling words. Also, they will find it easier to relate to feeling words as compared to visual words.

So if you want to build rapport with others and get them to understand you easily, take responsibility for the way you communicate and use words that are suitable for their preferred representational systems.

During the stone ages man used sounds for communication imitating the animals and the birds. He learned to express himself through sounds. This later developed into words, sentences and phrases and later the written language came into existence. Why do we need to communicate? Communication is used to express one’s thoughts and views to another human being basically. Nowadays communication is used to transfer data or messages to even robots and automated machines. For this purpose communication systems and equipment are used. What are communication systems and equipment? It is a group of equipment used for a specific job say like to transfer data or a message to another source of communication. It is used to send and receive messages and hence appropriate equipment or handheld receivers are used for this purpose.

A communication system consists of various equipments like handsets, data receivers, transmitters and transceivers.

Most important equipment for communication is the handset which converts the electrical energy into acoustical energy to receive and send signals. It is a data transmitting device and is usually connected with the control unit. The radio control unit transmits the received and sent signals. If the radio uses HF satellite signals then this control unit functions like a mediator to transmit data via the satellite. It is the most imperative equipment for a communication system. Its capacity and power to transmit is what makes the system effective and powerful. Thus the main equipment of a communication system consist of handset, a control unit and radio switch board.

Radio communication is replaced by satellite communication nowadays.

From the time the first satellite Sputnik was set in orbit until now many satellites are being placed to help mainly for communication purposes. However the military services were the pioneers in using this satellite driven communication first. They are very reliable, fast, secure, dependable and cost effective. Generally this form of communication involves active satellite and several base station or terminals based on the earth. The terminal to sends the data through the Up Link frequency and receives the amplified down link frequency from the earth through the receiving terminal. Handheld devices or transmitters are used to send and receive such HF radio signals.

Satellite communication systems are used mainly by the military and government organisations. Other than this these communication systems are used by the meteorological department to give weather forecasts. The general media uses these satellite communication systems to transmit and telecast television and internet signals. These signals are very reliable as the atmospheric changes do not affect it very badly. The signals from a satellite can be received and used on earth, water and air. Thus it is very useful for military services and other social services during times of natural calamity or war. There are times when the satellite signals get jammed but then it depends on the capacity and power of the satellite to receive and send data’s. Whatever the mode of communication system and equipment the correct usage for the right purpose is what will make it more purposeful to the society.

Communication involves passage of information from the source to the receiver. Communication takes place in different ways. It can be through the world of mouth, documentation, or through electronic means like emails. In the organization, communcaoitn can therefore be defiened as any means through which information is passed from  one point to antoher using different  mediums. Commmuncaiton is the heart of operation of any organization. It is inherent in the manager’s role as well, and takes up a  lot of managers time on the job. Management is  centered around interaction with the people around and this means that without effective communication, it would be difficult for the manager to carry out their duties effectively. Manager require to communicate now and then with those around them to ensure cohesion and coexistence in the workplace. In addition, effective intercultural communication is essential for internatial transactions.

Without a clear understanding between people who hold differentla cultural backgounds, international business transactions would be difficult to transact. As the world become integrated, there has been increased diversity in the workplace. This has brought about difficults in workplace relations and emphasized the important of effective communication in maintaining this diversity.  Therefore, communication is the heart of the organictoin. It is the engine that drives the operation of the organisiotn on daily bases. Organization comprise of systems that coexist in harmony. These systems are run by people who interact now and then. If there is breakdown in communication, it would be difficult to bring these systems together and ensure that the organization work as one system.

To understand the importance of communication to managers and to the organization in general, this paper will assess different ways in which communication affects the operation of the organization in management and coexistence in the work place.

However, it will first seek to have an in-depth understanding of what entails communication in the organization.
Communication

Communication is the prodcss which information is passed form one organizational department to the other.  There are many explicit and implicit definatins of ocmmulniction  that appear in literature but they all point out to one aspect of passage of infoormaiton from the source  to the receiver. It is a process that  is characterized by transfer of  information  which takes place through communication systems.  Commmunicaiton is a process that involves both the sender and the received who must be actively involved in the system.  In addition, communication  cannot be complete if there is incomplete passage of information which means the medium used must be suitable to both the sender and the receiver. For example, a manager must use the most appropriate medium of communication while communicating to the workers.  The manager must understand the most appropriate medium of communication while communication to different people.

Communication can be one-way in which no reply is required.  This can take different forms like a poster that is posted in the notice board.  This communication does not require to be replied to and in most cases, it just gives instructions. For example, a manager may issues an order like “TURN OFF LIGHTS” and posts it on the notice board. No one is expected to give feedback because it is a command.  However, even if people will not give official reply to such messages, they may write comments on it. The other form of communication is two-way communication. This is a form of commluncatoin which require to be replied to. This form of communication is given to targeted receiver only and they are supposed to give back their reply.

Communication in an organization can take  different directions.  The character of communication  varies greatly depending on whether this information is going  downwards, upwards, or sideways.  Vertical communication including  any communication that give orders or instruction or that proived and ask for inforation.  For example this form of communication can take the form of a manager communication with an employee. Vertical upward communication involves communication that describe results of action, provide information as requested, and make requests and appeals. An example of this communication involves employee communication to a manager. Horizontal or sideways communication involves communication that is meant to keep equals information of that action that has been taken or results which have been achieved. It may also discuss means of tackling problems in unison. This form of communication mainly involves communication between colleagues in the workplace.

There are different channels of communication that are used in an organization. The most commlonly used channel of communication is spoken word. Manager will spend a lot of their time speaking to their employes and other management staff. Spoken communication is advantageous in the sense that it elicits prompt reply from the receiver. In addition, both communication parties can clear any doubt lingering  in the information passed. The other  channel of communication is written communication. Written communication in recognized as official communication. Written communication is  also used when managers want to reach many people since it would be difficult to use spoken communication.  In official communication, the commonly used form of written  communication is memorandums. Electronic communication is  the most recent channel of communication that mainly involves passing information through electronic medium. Although this medium of communication is considred faster compared to written communicaiotn, it is expensive and a bit complex because both parties must have access to the used electronic device. However, with increased use of technology  device like phones and  computers, this channel of communication is becoming common. This channel of communication may involve telephone call, emails through computers, local networks, video conferencing, and others.

Apart from just passing the required information, the quality of communication is very essential. The quality of communication varies depending on the kind of information to be passed and parties to be involved.  This means that a manager must understand the quality of communication to be used depending on the individuals that the information is meant to. Therefore, there are different aspects of communication that must be considered in an organization.

Why is communication important to a manager?

Managerial communication mainly  involves communication in management context.  It is aimed at acheiveing the desire results  through passing information to other managers, supervisors, or to junior staff.  Managenment communcaiton takes differne forms from writing a memo, interview applicants, running a conference, preparing presentations, and many others. (http://findarticles.com/p/articles/mi_m1038/is_n3_v36/ai_13183249/)

Communication is important to a manager. Recent research shows that managers use between 50% and 80% of their time communication with different  peoopele and for different purpose.  This  may not be seen like a surprise since it has already been aforementioned that communication is critical in everything that goes on within the organization. Without structured communication, there can be very little  activities  that goes on within the organization.  This implies that without effective communication, there will be little or not performance in management, innovation, communication with clients, cordinations, and implementation of other important duties of management.  If there is not effective communication,  it would become  very difficult for the manager to manage expectations of individuals who are in  position  to make  important decision regarding their future.
Research also shows that most managers fails to communicate well. This affects the whole  organizaztoin because managers are supposed to provide headway for the rest of  the departments and junior staff in the organization.  They do not set up an organizational climate where communication  can effectively take place. This is not suprising because  manager who fails communicate effectively and fails to encourage effective organization communication may not learn about it  because very  few poepl are likely to talk about it. Essentially, poor communcatoin becomes self sustaining because  it eliminate the feedback loop through which managers are likely to get the  informaotni from other people.  Staff become loathe to communicate about tehr concners to mangers  as they find I uselss because managers may not take the message seriously. In other words, a manager may be fostering poor communication without knowing it A manager may see  symptoms of poor communication but unless they take a critical look at it, they may not understand that they are part of the problem. This implies that failure  by managers to sustain  effective communication in an organization destroys the basic facbric the hold the organization together and the organization may slip to failure without knowledge of the manager.

For managers, communication is a necessity rather then an exception. Managers are required to maintain constant communication vertically and horizontally. For managers, effective communication, regaredss of the form it takes must take into consideration the following three things:

It is important the players in the communction process have appropiraet skills and understand  who to communictin. This is because communication is not a simple process. Organizatoial communication  cannot be compared to casual communication since it requires guranteed accuracy of the information communicated.  Not many people inside and outside the organization have understanding  of  communciotn issues which means managers must understand who they are communicating  with  and the kind of informaotin that is being communicated.

Managers must also realize thate effective commlunication in the organization requires a culture that facilitates conditions for effective  communication. This imlies that managers acts as center of the communicaiotn process and they have to create such  an envirometn that everyone feels free to communicate. Managers who uses intimidation and employ their own  allies to spy on what other peoepl are saying throttles effective communication in the organization. They create an atomospher of fear  and people fear to communicate openly. Effective organization communication require an environemtn of trust, openness, reifocing good commulnication practices, and also shared reponsibiltiy, all which contribute to open organiatoin where people can communicate without fear.

Recently text messaging is one of the best ways of communication. Through the mobile phones one can send SMS to any one, any where of the country. No doubt it is the easiest procedure to communicate with each other. And messages can be sending instantly in real times. New generation enjoy this type of communication style. Apart from that, it is the cheapest way than a call.

Nowadays, we are living in an era of informative world, where people are continuously seeking new techniques to communicate with each other. Needless to say it is a unique way of communication. This is not an old procedure of communication. But still it has got the highest popularity for connecting people.

You can use mobile phones for free texting. But through mobile phone the SMS is chargeable.

Now you can send free text message from your personal computer. It is easier than mobile phones. Cause, you can use the key board to type your message. Nowadays, there are various websites in the internet offering this service. You have to log on the website to get this service. And send free text message as you want.

Free texting it is a wireless communication with out any hesitation. Cause you can send the message to your friend very easily and instantly. Sometimes big news can be sent with a short SMS. So really it is the best way of communication. It also has some benefits. Send free text message, it means without any cost of message. But obviously you have to use internet and log on the website. The website will give you the facility.

This online free texting is just like your cell phone.

It has a phone book which can store your important contacts. Through the website you can send various picture message group messages etc. Sometimes it is very difficult to contact with the friends who are living in abroad. The main and foremost difference is time schedule and work schedule. That’s why very often we can connect with them. But truly speaking, it is not a difficult matter any more. Now one can send any information through the internet. If you want to give some information to them, just log in the website and send free SMS as you want.

In these days, free texting is an exceptional way of advertising. First of all it is cheap, speedy, and informative. That’s why reputed advertiser always chooses this type of advertising policy to promote the product or services.

Now we are living in an informative technology where every one wants to give information in a very short time. So the information technology provides you this kind of facility. Just use the facility it will change your life.

In todays world people use many devices to stay in touch or to be get connected to the rest of the world. With so many devices out there, right from the small palm sized one to the ones that takes your desktop space back home, each of these have a different way of communicating with each other. In other words, they dont respond to the same type of human interface, therefore it is all on the humans to keep in mind of different ways to interact with these different devices to get the job done. But then, even if these devices have no way of syncing information with each other or sharing data with each other, the existence of global communication system really becomes questionable. Unified Communications Systems are built to see to it that, no business are affected because of the different types of devices and formats they use to deal and handle calls with each other.

Communicate with one another
One can improve the efficiency of call routing to other devices with the unified communications systems. A Unified communication system is more like a Unified messaging system, but its ads more of a peer to peer capability. The new dynamic call redirection techniques enable the capability for call forwarding and call redirection to another desired number as chosen by default or by the user. This can be carried out if only the devices find a way to communicate with one another through a series of networks.

Just one number
Normally, a person will have to give out a different number to contact them at office, and another different number to contact them directly on their cell phone, and another number for the friends and family to contact them at home after the work hours. What unified communications systems do is that they make this all simpler. With contact centers solutions, all you need to do is pass on just one number to the people who want to be in touch with you.

Divert at its best
Then these unified communications systems will make sure that as specified by you inputs on you working schedule, the calls from that single number will be forwarded to you office line from 9 to 5, the calls would then be diverted to your cell phone the rest of the times, and to your landline at home during the weekends.