🎬 Video explanationOffice Communication: Process, Types, Means and Barriers (कार्यालयमा सञ्चार)
⏱ 4 min read
Without communication no instruction reaches staff, and without coordination different units pull in different directions. Nayab Subba and Section Officer management papers ask about the communication process, its types and barriers, and the meaning and techniques of coordination. This note explains each of these with office examples.
1. Communication: meaning and process
- Communication is the transfer of information and understanding from one person to another.
- Elements of the process: sender → encoding → message → channel → decoding → receiver → feedback.
- Anything that disturbs the message in this process is called noise.
- Feedback shows whether the message was understood correctly; communication is complete only with feedback.
2. Types of communication
| Basis | Types |
|---|---|
| Relationship | Formal (official channels) and informal (grapevine) |
| Direction | Downward (superior to subordinate: orders, circulars), upward (subordinate to superior: reports, suggestions), horizontal (between equals: coordination meetings), diagonal (across levels and departments) |
| Medium | Oral (meetings, phone), written (letters, notes, reports), non-verbal (gestures, expressions), electronic (email, online systems) |
- The grapevine is informal communication; it is fast but may spread rumours.
- Written communication gives a permanent record; oral communication is quicker and allows immediate feedback.
3. Barriers to communication
| Type | Examples |
|---|---|
| Semantic (language) | Difficult words, jargon, different meanings of words |
| Physical | Noise, distance, poor network or equipment |
| Psychological | Prejudice, emotions, lack of attention, distrust |
| Organisational | Too many levels, rigid rules, unclear authority |
| Personal | Ego, fear of superiors, poor listening |
Ways to overcome barriers: use simple and clear language, choose the right channel, listen actively, get feedback, and reduce unnecessary levels.
4. Coordination: meaning and types
- Coordination is linking the work of different people and units so that they work in harmony towards common goals.
- Many writers call coordination the essence of management, because every function needs it.
- Mary Parker Follett gave principles of coordination: direct contact, early stages, reciprocal relations and continuity.
| Type | Meaning |
|---|---|
| Internal | Between units of the same organisation |
| External | With other organisations, e.g. between ministries |
| Vertical | Between different levels (top and lower) |
| Horizontal | Between units at the same level |
5. Techniques of coordination
- Clear objectives, policies and plans.
- A sound organisation structure with clear authority.
- Meetings and committees (e.g. coordination committees at district level).
- Effective communication and information systems.
- Leadership and supervision.
- Liaison officers and joint planning.
- In Nepal, the District Coordination Committee coordinates local levels within a district.
6. Communication and coordination: how they are linked
| Point | Communication | Coordination |
|---|---|---|
| Meaning | Passing information and understanding | Linking the work of units towards common goals |
| Nature | A process (sender to receiver) | A result and a management function |
| Relation | A tool for coordination | Depends on good communication |
| Office example | A circular on new service rules | A joint meeting so all sections apply the rules the same way |
Good coordination is impossible without good communication: units can only work together when they share accurate, timely information.
7. Office example: coordinating a vaccination campaign
- Planning (early stages): the health office, municipality and schools agree on dates and roles at the start.
- Direct contact: the focal persons of each body talk directly by phone and in meetings, not only by letter.
- Communication: a downward circular goes to health posts; ward offices pass notices to the public; schools send upward reports of numbers covered.
- Continuity: daily updates during the campaign let teams fix problems quickly.
- Result: no area is missed and no two teams duplicate the same work.
8. Common coordination problems in Nepal and solutions
- Overlapping work between federal, provincial and local bodies → clear division of responsibilities and joint planning.
- Each ministry working alone → inter-ministerial committees and shared data systems.
- Weak information flow → regular coordination meetings and online reporting.
- Personal ego and rivalry → leadership that sets common goals and rewards teamwork.
9. How this topic is asked in the exam
- Objective: elements of communication, types by direction, types of barriers, Follett’s four principles, and the DCC.
- Short answer: “Write the barriers to communication and ways to overcome them” or “Why is coordination called the essence of management?”
- Long answer: “Explain communication and coordination in public management.” Use sections 1–5 and give an office example like section 7.
📌 Key points to remember
- Communication process: sender, encoding, message, channel, decoding, receiver, feedback.
- Noise is anything that disturbs communication; feedback completes it.
- Directions: downward, upward, horizontal, diagonal.
- Grapevine is informal and fast but may spread rumours.
- Barriers: semantic, physical, psychological, organisational, personal.
- Coordination is the essence of management.
- Mary Parker Follett: direct contact, early stages, reciprocal relations, continuity.
- Techniques: clear goals, sound structure, meetings, communication, leadership, liaison.
📝 Quiz
Test yourself: Communication and Coordination in Management
Practise Communication: meaning and process, Barriers to communication and Techniques of coordination with 50 questions. Each attempt picks 25 at random.
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