CommunicationCommunication

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What is communicationWhat is communication

• The process by which people share meaning through the transmission of symbolic messages.

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The importance of The importance of communicationcommunication

• 1.Communication is the process by which managers accomplish the management functions.• 2.Communication is the activity to

which managers devote an overwhelming proportion of their time

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Three essential points in

communication

1.Communication involve other people

2.Communication involve shared meanings

3.Communication is symbolic e.g gestures, sound, letters

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The communication process / the The communication process / the elements of communicationelements of communication

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1.Sender 2. Encoding3.Message 4. Channel5.Decoding 6. Receiver7.Feedback 8. Noise

Basic Elements in the Communication Process

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Basic Elements in the Communication Process

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SenderSender EncodingEncoding DecodingDecoding ReceiverReceiverMessageMessage

Social context

NoiseNoise

NoiseNoiseNoiseNoise

NoiseNoise

The Communication processThe Communication process1.SenderThe message source.2.Encoding-The sender selects symbols to compose

a message e.g words or pictures3.Message-Information formulated by the sender .4.Channel – The medium carrier through which a

message travels.e.g telephone or paper5.Decoding-The receiver translates and interprets

the message

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6.Receiver-The target audienc7.Feedback-The receivers response or

reaction to the message8.Noise –Any factor which disturbs,

interferes or become a barrier to the message.

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Two types of noise:1.Physical noise e.g noise from

machines2.Psychological noise e.g lack of

attention or poor listening

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One way versus two way One way versus two way communicationcommunication

One way com.-The sender communicates without expecting feedback from the receiver e.g policy statements from top managers

Two way com.-involve feedback e.g group discussion

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Categories of interpersonal Categories of interpersonal communicationcommunication..

1.Oral com.-spoken2.Written com.-e.g letters3.Technology com.e.g e-mail4.Nonverbal com.e.g

gestures,time,physical characteristics, appearance,etc

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Steps in achieving effective communication

1.Clarify your ideas before communicating2.Identify the purpose of com.3.Consult with others.4.Understand your target audience and the

environmental setting5.Communicate for tomorrow as well as today6.Follow up your com.7.Develop supportive com. behavior

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Barriers to effective communicationBarriers to effective communication

1. Differing perceptions-e.g differences in priority, experience and values

2.semantic problems-words may connote different meaning to different people.

3.Filtering-An alteration of ainformation to make it acceptable to the receiver.

4.Noise-factors which interferes or disturb the message

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Barriers to effective communication

5.Emotionality e.g anger or hate6.Distrust-The com. Will be blocked7.Inconsistent verbal and non-verbal

com.-e.g double standard

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Overcoming Barriers to Overcoming Barriers to effective communicationeffective communication

1.Obtain feedback 2.Use simple language3.Recognize emotions4.Do not make own conclusions5.Avoid noise6.Create openess and trust7.Understand verbal and non-verbal com.

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Formal Communication in Formal Communication in organizationorganization

There are two main types of formal com. In organization :

1.Vertical com.-messages move upward or downward

2. Lateral com.-Also known as horizontal com.

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Vertical communicationVertical communication

1.Downward com.-managers pass the info. To the employees e.g co.policies & rules

2.Upward com.-Subordinates convey info to their superior e.g suggestion boxes

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Lateral communicationLateral communication

• Com.between individuals on the same level e.g com.between marketing and finance manager.• Used to share info among co-

workers and increase coordination and cooperation.

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Factors affecting communication in ORG.Factors affecting communication in ORG.

• 1.Formal channels – As org size increases the communication channels becomes more complex.

• 2.Authority structure –A person’s position in the org.• 3.Job specialization – Facilitates com among

members in the same dept.• 4.Information ownership – a person may possess

info. But unwilling to share with others.

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Informal communicationInformal communication

Also known as “The Grapevine”Communication which is not officially

sanction by managers.However it is also important:

1.Facilitate the flow of info.2.Satisfy employees social needs

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Types of grapevines ( informal com.)Types of grapevines ( informal com.)

1.Single strand-The least accurate grapevine because info will be altered at each level

2.Gossip –Used to convey interesting but non job related info.

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Types of grapevines ( informal com.)

3.Probability-also used to convey non job related info.

4.Cluster-The most dominant form of grapevine.Used to convey interesting, job related an up to date info.

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