Engineering Management ( Communicating )

1. 1. COMMUNICATING 02/02/16www.brainybetty.com 1 Cristine Joy E. Santos

2. 2.  It is a process of sharing information through symbols, including words and message. 
Communication may happen between superior and subordinate, between peers, between a
manager and a 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 telephone.  In management, communication must be made for a purpose and because
it has a cost attached to it, it must used effectively. 02/02/16www.brainybetty.com 2
3. 3.  INFORMATION FUNCTION- Information provided through communication may be used
for decision-making at various work levels in the organization.  MOTIVATION FUNCTION-
Communication is also used as a means to motivate employees to commit themselves to the
organization’s objectives.  CONTROL FUNCTION- When properly communicated, report,
policies, and plans define roles, clarify duties, authorities and responsibilities.
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4. 4.  EMOTION FUNCTION- When feelings are repressed in the organization, employees are
affected by anxiety, which, in turn, affects performance. 02/02/16www.brainybetty.com 4
5. 5. 02/02/16www.brainybetty.com 5 DEVELOPS IDEA encodes WHO RECEIVE MESSAGE
decodes Accepts or rejects Then transmits message to Then provides feedback to
COMMUNICATION PROCESS
6. 6.  ENCODE- encode idea into word, illustration, 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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7. 7.  TRANSMIT- After encoding, the message is now ready for transmission through the use
of an appropriate communication channel. Among the various channels used include the
spoken word, body movements, the written word, television, radio, an artist's paint, electronic
mail, etc. 02/02/16www.brainybetty.com 7
8. 8. AREA VOLUME (IN DRUMS) AMOUNT I 1,000 1,000,000 II 1,342 1,342,000 III 2,045
2,045,000 IV 1,089 1,089,000 V 2,686 2,686,000 VI 3,450 3,450,000 TOTAL 11,612
11,612,000 02/02/16www.brainybetty.com 8 Calao West Chemicals Corporation Santiago
City Branch Sales Report for January 1997
9. 9.  RECEIVER- The next step is the communication process is the actual receiving of the
message by the intended receiver. The requirement is for the receiver to be ready to receive
at the precise moment the message relayed by the sender. The message may be initially
received by a machine or by a person. 02/02/16www.brainybetty.com 9
10. 10. DECODE- The next step, decoding , means translating the message from the sender into
a form that will have meaning to the recipient. 02/02/16www.brainybetty.com 10
11. 11.  ACCEPT- The next step is for the receiver o accept or reject the message. Sometimes,
acceptance (rejection) is partial. 02/02/16www.brainybetty.com 11
12. 12. WHERE USED ENCODED DECODED SELLING 5/10;n/30 Sales on account is allowed.
A five percent discount is deducted from total price if settled within 30 days Flowcharting
Indicates beginning of a flowcharting activity. Production departure after service. A basic
queuing system configuration indicating channel, single phase system 02/02/16
www.brainybetty.com 12 start Service facilityarrival
13. 13.  USE- The next step is for the receiver to use the information. If the message provides
information of importance to a relevant activity, then the receiver could store it and retrieve it
when required. 02/02/16www.brainybetty.com 13
14. 14.  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. 02/02/16www.brainybetty.com 14
15. 15.  TWO MAJOR FORMS OF COMMUNICATION  VERBAL  Oral  written 
NONVERBAL 02/02/16www.brainybetty.com 15
16. 16.  Verbal communications are those transmitted trough hearing or sight. These modes of
transmission into two classes: oral and written .  Oral communication- mostly involves
hearing the words of the sender, although sometimes, opportunities are provided for seeing
the sender’s body movements.  Written communication- where the sender seeks to
communicate through the written word. It may prepared as memo and sent to the receiver.
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17. 17.  Non verbal Communication is a means of conveying message through body language,
as well as the use of time, space, touch, clothing, appearance, and aesthetic elements.
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18. 18.  PERSONAL BARRIERS  PHYSICAL BARRIERS  SEMANTIC BARRIERS
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19. 19. 02/02/16www.brainybetty.com 19 PERSONAL BARRIERS It is the hindrance to effective
communication arising from a communicator’s characteristics as a person. PHYSICAL
BARRIERS Refer to interferences to effective communication occurring in the environment
SEMANTIC BARRIERS Is the study of meaning as expressed in symbols. Words, picture, or
action, are symbols that suggest certain meanings.
20. 20.  DOWNWARD COMMUNICATION  To give instructions  To provide information
about policies and procedures  To give feedback about performance  To indoctrinate or
motivate 02/02/16www.brainybetty.com 20
21. 21.  UPWARD COMMUNICATION-There is a need for management to provide employees
with all the necessary material and non material support it can give. The requirement,
however, is for management to know the specific needs of the employees. This is the
primary reason for upward communication. 02/02/16www.brainybetty.com 21
22. 22.  FORMAL GRIEVANCE PROCEDURES  EMPLOYEE ATTITUDE AND OPINION
SURVEYS  SUGGESTION SYSTEMS  OPEN-DOOR POLICY  INFORMAL-DOOR
POLICY  INFORMAL GRIPE SESSIONS  TASK FORCES  EXIT INTERVIEWS
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23. 23. 02/02/16www.brainybetty.com 23 FORMAL GRIEVANCE PROCEDURES EMPLOYEE
ATTITUDE AND OPINION SURVEYS SUGGESTION SYSTEMS -part of a normally
operating organization. To effectively deal with them, organizations provide a system for
employees to air their grievances. -suggestions from employees are important sources of
cast-saving and production enhancing ideas. -finding out what the employees think about the
company is very important. The exercise, however, requires the expertise and the company
may not be prepared to do it.
24. 24. 02/02/16www.brainybetty.com 24 OPEN-DOOR POLICY TASK FORCES INFORMAL
GRIPE SESSIONS -an open-door policy, even on a limited basis, provides the management
with an opportunity to act on difficulties before they became full-blown problems -when a
specific problem or issue arises, a task force may be created and assigned to deal with the
problem or issue. -informal gripe sessions can be used positively if management knows how
to handle them.
25. 25. 02/02/16www.brainybetty.com 25 EXIT INTERVIEWS When employee leave an
organization for any reason, it is to advantages of management to know the real reason. If
there are negative developments in the organization that management is not aware of, exit
interviews may provide some of the answer.
26. 26.  HORIZONTAL COMMUNICATION-refers to messages sent to individuals or groups
from another of the same organizational level or position. 02/02/16www.brainybetty.com 26
27. 27.  To coordinate activities between departments  To persuade others at the same level
of organization  To pass on information about activities or feelings
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28. 28.  Memos  Meetings  Telephones  Picnics  Dinners  Social affairs
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29. 29.  Management Information System (MIS is defined as organized method of providing
past. Present, future and projected information on internal information's and external
intelligence for use in decision making. 02/02/16www.brainybetty.com 29
30. 30.  To provide a basis for analysis for early warnings signals that can originate both
externally and internally.  To automate routine clerical operations like payroll and inventory
reports  To assist managers in making routine decisions like scheduling orders, assigning
orders to machines, and reordering supplies  To provide thee information necessary for
management to make strategic or non programmed decisions.
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31. 31. 02/02/16www.brainybetty.com 31 MANAGEMENT INFORMATION SYSTEM
MANUFACTURING RESEARCH AND DEVELOPMENT PERSONNEL MARKETING
ENGINEERING FINANCE THE MIS AND ITS RELATION WITH DIFFERENT
DEFARTMENTS AND ORGANIZATION