COMMUNICATION

I. THE COMMUNICATION PROCESS 2. Communication formats

 Communication: The act or process of – Written Messages: Messages such
receiving and transmitting messages. as memos and video programs that are
 Sender: Person wishing to transmit a prepared and transmitted by mechanisms
message. other than a face-to-face encounter,
 Message: The actual format of the – Verbal Messages: The actual
communication effort, including verbal and delivery of the message.
nonverbal signals, symbols and language – Nonverbal Messages: The
transmitted. associated signals, body language, facial
 Mode of Transmission: The vehicle by which expressions, voice tone, context, and
a message is sent: oral, written, nonverbal, connotation of the words that are transmitted
recorded, or third party. with the verbal components of the message.
 Receiver: The target of the message, either an
individual or group. 3. Nonverbal language
 Decoding: How a receiver translates the
message. III. PERSONAL AND ORGANIZATION
COMMUNICATION LINKS
II. COMMUNICATION NETWORKS AND  Managers, like all employees, receive
CHANNELS messages from both inside and outside the
organization by maintaining personal contacts
A. Communication Directions with other individuals as well as receiving
– Formal Communication: The information through formal news sources. This
official communication messages (e.g., is done out of both wisdom and necessity.
memos, directives, work orders) generated by  Managers who depend solely on formal
the business activities of organizations. sources of information can lose touch with the
– Vertical Communication: Formal pulse of the company, risk being unprepared
messages that are channeled through the for sudden changes, and miss crucial clues to
hierarchical network of the organization (top what is behind the actions of executives and
bottom). staff.
– Horizontal Communication:  Managers must also cultivate ties with colleagues,
Communication activity that occurs during the fellow professionals, and community sources
normal conduct of business, including the who can provide insights into messages that
exchange of services, information, and work are circulating through both the formal and
orders between departments, managers, and informal communications channels.
staff.
IV. BARRIERS TO COMMUNICATIONS
B. Means and Methods of Communication A. Structural Barriers
– Dynamic Communication: Live – Spatial Constraints: Barriers, such
discourse in which all parties can as geography and job duties, that isolate
simultaneously exchange ideas and people from the normal communication
information and receive spontaneous channels of an organization.
feedback.
– Canned or Packaged Messages: B. Problems of Semantics
Messages that are delivered in formats that – Semantics: The branch of
prevent the recipient and sender from communication science that studies the
responding to each other instantaneously. denotation and connotation of words and
1. Communication routes messages.
 COMMUNICATION
– Denotation: The exact dictionary
meaning of a word or phrase.
– Connotation: The context and
nonverbal messages associated with a word or
phrase.
C. Technical Problems
D. People Barriers
1. Perception factors
Perception: How a message is viewed
from the standpoint of the receiver
2. Interpersonal factors.
Credibility: Worthiness of a person as
perceived by another individual within the
context of trust, honesty, and competence.
E. Outcome Problems.
V. IMPROVING THE COMMUNICATION PROCESS
• A vital part of communication skills is the
ability to be a good listener. Good listening
involves asking questions, seeking feedback,
showing interest in the speaker and subject,
and looking for clues and signals that may
reveal the need for further clarification or
repetition.
• Effective communication also involves
empathy with the person on the other end of
the communication line.
• The receiving end is absolutely essential
to the sender.
IV. IMPORTANCE OF COMMUNICATION
1. The Basis of Co-ordination
The manager explains to the employees
the organizational goals, modes of their
achievement and also the interpersonal
relationships amongst them. This provides
coordination between various employees and
also departments. Thus, communications act
as a basis for coordination in the organization.
2. Fluent Working
A manager coordinates the human and
physical elements of an organization to run it
smoothly and efficiently. This coordination is
not possible without proper communication.
3. The Basis of Decision Making
Proper communication provides
information to the manager that is useful for
decision making. No decisions could be taken
in the absence of information. Thus,
communication is the basis for taking the right
decisions.
4. Increases Managerial Efficiency
The manager conveys the targets and
issues instructions and allocates jobs to the
subordinates. All of these aspects involve
communication. Thus, communication is
essential for the quick and effective
performance of the managers and the entire
organization.
5. Increases Cooperation and
Organizational Peace
The two-way communication process
promotes cooperation and mutual
understanding amongst the workers and also
between them and the management. This
leads to less friction and thus leads to
industrial peace in the factory and efficient
operations.
6. Boosts Morale of the Employees
Good communication helps the workers to
adjust to the physical and social aspect of
work. It also improves good human relations in
the industry. An efficient system of
communication enables the management to
motivate, influence and satisfy the
subordinates which in turn boosts their morale
and keeps them motivated