communicating frederick bassig
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CommunicatingCommunicating
Prepared by:
Frederick Bassig
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CommunicatingCommunicating
y What Communication is
y Functions of Communication
y The Communication Process
y Forms of Communication
y
The Barriers to Communicationy Techniques for Communicating in Organizations
y Management Information System
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CommunicatingCommunicating
The achievement of the objectives of the engineering
organization will depend on the performance of the human
and non-human elements attached to it. The task of
management is to ́ programµ these elements correctly so
that each will respond accordingly to their assigned tasks.
Standard programming methods have already been adapted
by technologists for most machines and equipment.
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What Communicating isWhat Communicating is
Morris Philip Wolf and Shirley Kuiper define communication as
´a process of sharing information through symbols, including words
and message.µ
Communication may happen between superior andsubordinate, between peers, between a manager and client or
customer, between an employee and a government representative. It
may be done face-to-face, or through printed materials, or through
an electronics device like the telephone, etc.In management, communication must be made for a purpose
and because it has a cost attached to it, it must be used effectively.
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Functions of CommunicationFunctions of Communication
1. Information Function
2. Motivation Function
3. Control Function
4. Emotive Function
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Information FunctionInformation Function
Information provided through communication may
be used for decision-making at various work levels in
the organization. A construction worker, for instance,
may be given instructions on the proper use of certain
equipment. This will later provide him with a guide in
deciding which equipment to use in particularcircumstances.
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Motivation FunctionMotivation Function
Communication is also oftentimes used as a
means to motivate employees to commit
themselves to the organization·s objectives.
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Control FunctionsControl Functions
When properly communicated, reports,
policies, and plans define roles, clarify duties,
authorities and responsibilities. Effective
control is, then, facilitated
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Emotive FunctionEmotive Function
When feelings are repressed in the organization,
employees are affected by anxiety, which, in turn, affects
performance. Whatever types of emotions are involved,
whether satisfaction, dissatisfaction, happiness, or bitterness,
communication provides a means to decrease the internal
pressure affecting the individual.
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The Communication ProcessThe Communication Process
The communication process consists of eight steps:
1. Develop an Idea
2. Encode
3. Transmit4. Receive
5. Decode
6. Accept
7. Use8. Provide Feedback
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Develop an IdeaDevelop an Idea
The most important steps in effective
communication is developing an idea. It is
important that the idea to be conveyed must be
useful or of some value. An example of a useful
idea is how to prevent accidents in workplaces.
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EncodeEncode
The next step is to encode the idea into words,
illustrations, figures, or other symbols suitable for
transmission. The method of transmission should be
determined in advance so that the idea may be encoded
to conform with the specific requirements of the
identified method.
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TransmitTransmit
After encoding, the message is now ready for
transmission through the use of an appropriate
communication channel. Among the various channelsused include the spoken word, body movements, the
written word, television, telephone, radio, an artist's
paint, electronic mail, etc.
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ReceiveReceive
The next step is the communication process is the
actual receiving of the message by the intended receiver.
The requirements is for the receiver to be ready to
receive at the precise moment the message relayed by
the sender.
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DecodeDecode
Decode next step, decoding, means translating
the message from the sender into a form that will
have meaning to the recipient. If the receiver knows
the language and terminology used in the message,
successful decoding may be achieved.
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AcceptAccept
The next step is for the receiver to
accept or reject the message. Sometimes,
acceptance (or rejection) is partial.
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UseUseThe next step is for the receiver to use the
formation. If the message provides information of
importance to a relevant activity, then the receiver
could store it and retrieve it when required. If the
message requires a certain action to be made, then he
may do so, otherwise, he discards it as soon as it is
received. All of the above mentioned options will
depend on his perception of the message.
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Provide Feedback Provide Feedback
The last step in the communication process is
for the receiver to provide feedback to the sender.
Depending on the perception of the receiver,
however, this important step may not be made.
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The Communication ProcessThe Communication Process
Sender
develops
idea
encodes
RECEIVER
who
receivesmessage
decodes
accepts
or
rejects
thentransmitsmessage
to
then
provides
feedback to
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Forms of CommunicationForms of Communication
Communication consists of two major parts:
1. Verbal
2. Nonverbal
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Verbal CommunicationVerbal CommunicationVerbal communications are those transmitted
through hearing or sight. These modes of transmission
categorizes verbal communication into two classes:
a. Oral and
b. Written
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A. Oral CommunicationA. Oral Communication
Oral communication mostly involves hearing the
words of the sender, although sometimes, opportunities
are provided for seeing the sender·s body movements,
facial expression, gestures, and eye contact. Sometimes,
feeling, smelling, tasting, and touching are involved.
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B. Written CommunicationB. Written Communication
The written communication, however, has
limitations and to remedy these, some means are
devised. Perfume advertisers, for instance, lace their
written message with the smell of their products. In the
same light, the now popular musical Christmas card is
an attempt to enhance the effects of the written note.
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Nonverbal CommunicationNonverbal Communication
Nonverbal communication is a means of conveying
message through body language, as well as the use of time,
space, touch, clothing, appearance, and aesthetic elements.
Body language consists of gestures, bodily movement,
posture, facial expression, and mannerisms of all kinds.
Nonverbal expressions barriers threaten effective
meaning and it is to the advantage of the communicator to
understand what message are relayed.
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The Barriers to CommunicationThe Barriers to Communication
The barriers to communication may be classified generally as:
1. Personal barriers
2. Physical barriers
3. Semantic barriers
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Personal BarriersPersonal Barriers
Personal barriers are hindrances to effective
communication arising from a communicator·s
characteristics as a person, such as emotions,
values, poor listening habits, sex, age, race,
socioeconomic status, religion, education, etc.
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Physical BarriersPhysical Barriers
Physical barriers refer to interferences to effective
communication occurring in the environment where the
communication is undertaken. The very loud sound
produced by a passing jet temporarily drowns out the
voice of a guest delivering a speech. Such distraction
does not allow full understanding of the meaning of the
entire message and is an example of a physical barrier.
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Semantic BarriersSemantic Barriers
Semantic is the study of meaning as expressed
in symbols. Words, pictures, or actions are symbols
that suggest certain meanings. When the wrong
meaning has been chosen by the receiver,
misunderstanding occurs. Such error constitutes a
barrier to communication.
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Overcoming Barriers toOvercoming Barriers to
CommunicationCommunicationWhen communication barriers threaten effective
performance, certain measures must be instituted toeliminate them. To eliminate problems due to noise,selective perception, and distraction, the following arerecommended:
1. Use feedback to facilitate understanding and increase thepotential for appropriate action.
2. Repeat messages in order to provide assurance that theyare properly received.
3. Use multiple channels so that the accuracy of theinformation may be enhanced.
4. Use simplified language that is easily understandable andwhich eliminates the possibility of people getting mixed-upwith meanings.
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Techniques for Communicating inTechniques for Communicating in
OrganizationOrganization
Communication may be classified as to the types of
flow of the message which are as follows:
1. Downward Communication
2. Upward Communication
3. Horizontal Communication
Each types of message flow has its own purposesand techniques.
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Downward CommunicationDownward Communication
Downward communication refers to message flowsfrom higher levels of authority to lower levels. Among the
purposes of downward communication are:
1. To give instruction
2. To provide information about policies and procedures
3. To give feedback about performance
4. To indoctrinate or motivate
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Upward CommunicationUpward Communication
There is a need for management to provide
employees with all the necessary material and non-
material support it can give. The first requirement,however, is for management to know the specific needs
of the employees. This is the primary reason for upward
communication.
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Horizontal CommunicationHorizontal Communication
Horizontal communication refers to messages sent to
individuals or groups from another of the same organization level
or position.
The purposes of horizontal communication are:
1. To coordinate activities between departments
2. To persuade other at the same level of organization
3. To pass on information about activities or feelings
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Management Information SystemManagement Information System
It was mentioned at the beginning of this chapter that
communication may be used to serve the information
function. This means that a way must be devised to allow
the organization to absorb information necessary for
effective decision-making. In this regard, companies of
various sizes have organized systems to gather information
that will be useful to management.
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The MIS and its Relation with the DifferentThe MIS and its Relation with the Different
Departments of the OrganizationDepartments of the Organization
Management
Information
System
Personnel
Marketing
Research
andDevelopment
Finance
Manufacturing
Engineering
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The Purpose of MISThe Purpose of MIS
1. To provide a basis for the analysis of early warning
signals that can originate both externally and internally.
2. To automate routine electrical operations like payroll
and inventory reports.
3. To assists managers in making routine decisions like
scheduling orders, assigning orders to machines, and
reordering supplies.
4. To provide the information necessary for management
to make strategic nonprogrammed decisions.
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