Communication is a two – way traffic. Messages, polices, programmes, directions, opinions etc., are communicated downward. Grievances, complaints , suggestions etc., are communicated upward. Thus, it is a two – way process. A communication follows give and take principle . Thus, feedback is important. Any organization should not ignore the feedback. Reactions, acceptances, viewpoints, suggestions etc., of the receiver of the communication must be taken in a right spirit. Instead they must be invited. such a feedback policy always pays in the long run. Oral communication provides such an opportunity in a better manner as compared to written one.

Communication is a means to achieve the objectives of the enterprise. Communication seeks cooperation of all. It aims at getting the work completed satisfactorily with minimum efforts and minimum cost. It is based on the policy of integration of efforts in order to avoid confusion and to help in better understanding. It should be such which may ensure the understanding and creation of genuine spirit of cooperation among the personnel of the organization.

Informality in any sphere of life is a good principle and the executive should always try to remain informal in his behavior with his subordinates. However, in certain situation, of which the individual executive is the sole and best judge, he may bid good bye to informality and become formal in his relations and conduct.

The communication should be consistent with the plans, policies, programmes and objectives of the enterprise. Among themselves also communication should be consistent. Inconsistency creates confusion. Better coordination is achieved by a consistent communication

Communication should be adequate and complete. It should not be broken, neither be incomplete in any way. Inadequate communication delays action and spoils understating as well as good relations. Efficiency of both the communication and recipient is also affected.

The message communicated must be clear enough. It should be communicated in simple, easy and commonly understood language. The words “don’t speak” they only convey. It is the communicator who makes the words meaningful and it is the receiver who interprets them. Communication in clear language is effective and usually ensures compliance.

To make the communication effective it is necessary that the attention of the receiver must have been drawn to the communication. Attention cannot be drawn to the communication unless the communicator shows sympathy and translated his own words into action. In fact people think with their heart and not with their mind. This norm warrants that the manager should be capable of deciding the right time of communication so as to ensure the attention of the receiver and also its compliance.

Communication is an exchange of written or verbal information. Communication aims at influencing the thinking, ideas and behavior of others. “Communication”, defines Louise Allen, “is the sum of all the things one person does when he wants to create understanding in the mind of another. It involves systematic and continuous process of telling, listening and understanding”.
“Communication”, according to M.W. Cumming, “is the process of conveying messages (facts, ideas, attitudes and opinions) from one person to another so that they are understood”.
Communication is, therefore, to tell, to inform, to show to spread information. It is referred to as an inter – exchange of thoughts and informations. Communication is :

a two – way traffic

a continuous process

a short period process (as long as messages etc., are being made, understood or receive) and

process of conveying messages etc., by adopting different media of communication

The first executive function is to develop and maintain a system of communication which is a two way traffic, communication is a composite :

i) of informations given and received
ii) of a learning experience on the part of those who are receptive to the alternations in the behaviour and who are interested in changing themselves according to the change which has taken place in human attitude, his knowledge and skill.
iii) of a listening effort by all who are involved in the process
iv) of a sympathetic fresh analysis of the problem
v) of giving due consideration to the viewpoints of others and
vi) of striking a balance between various viewpoints expressed and stressed upon by all who are involved

Too hot, too cold or humid atmosphere does not create a proper working conditions in an office. A balance has to be struck taking into consideration the weather conditions and requirements of an individual office. The ideal room temperature is said to be 700 to 800F or 250 to 300C. This can be managed and controlled artificially by the man. However, controlling involves cost which ever office cannot bear.
Lighting does affect the temperature and humidity of the room. While arranging for light this point must be borne in mind.