COMMUNICATION SYSTEM

• Illustrate the communication process

• Identify the impact of communication in organization
• Describe the transactional analysis
• Identify and discuss several barriers to communication

Communication is vital to organizations—it’s how we coordinate actions and achieve goals.

The Communication Process

• A sender, such as a boss, coworker, or customer, originates the message with a thought.
• The sender encodes the message, translating the idea into words.
• The medium of this encoded message may be spoken words, written words, or signs.
• The receiver is the person who receives the message.
• The receiver decodes the message by assigning meaning to the words.
• The meaning that the receiver assigns may not be the meaning that the sender intended,
because of factors such as noise. Noise is anything that interferes with or distorts the
message being transformed.
Communication fulfills three main functions within an organization, including coordination,
transmission of information, and sharing emotions and feelings. All these functions are vital to
a successful organization. The coordination of effort within an organization helps people work
toward the same goals. Transmitting information is a vital part of this process. Sharing emotions
and feelings bonds teams and unites people in times of celebration and crisis. Effective
communication helps people grasp issues, build rapport with coworkers, and achieve consensus.
 Transactional Analysis
Transactional analysis is a technique which helps to understand the behaviour of other person
so that communication becomes effective.
1. Ego States
o It represents a person’s way of thinking, feeling and behaving.

2. Life Position
(a) I am OK, You are OK.
- This life position represents adult ego of a person. They feel confident about
themselves and others.
(b) I am OK, You are not OK.
- This life position represents parent ego of a person who is brought up as a
rebellious child. They believe whatever they do is right and blame others for their wrong
acts.
(c) I am not OK, You are OK.
- This life position represents a state of distrust in the person himself.
(d) I am not OK, You are not OK.
- This life position represents a desperate state of persons who have lost interest in
life
Communication Barriers
“The biggest single problem in communication is the illusion that it has taken place.”
George Bernard Shaw

1. Filtering
• the distortion or withholding of information to manage a person’s reactions.
2. Selective Perception
• filtering what we see and hear to suit our own needs.
3. Information Overload
• which occurs “when the information processing demands on an individual’s time to
perform interactions and internal calculations exceed the supply or capacity of time
available for such processing” (Schick, Gordon, & Haka, 1990)
4. Emotional Disconnects
• An effective communication requires a sender and a receiver who are open to speaking and
listening to one another, despite possible differences in opinion or personality.
5. Lack of Source Familiarity or Credibility
• Lack of familiarity with the sender can lead to misinterpreting humor.
• If the sender lacks credibility or is untrustworthy, the message will not get through.
6. Workplace Gossip
• The informal gossip network known as the grapevine is a lifeline for many employees
seeking information about their company.
7. Semantics
• Words can mean different things to different people, or they might not mean anything to
another person.
• Personal
- Words
- Picture
- Action
• Physical
- Structure of the building
- And the like…

L isten
I nterest
S incere
T ake chargge
E ncounter
N atural
https://open.lib.umn.edu/organizationalbehavior/chapter/8-2-understanding-communication/
https://www.businessmanagementideas.com/notes/management-notes/communication-
management-notes/use-of-transactional-analysis-technique-in-an-organisation-for-effective-
communication/5215
https://open.lib.umn.edu/organizationalbehavior/chapter/8-3-communication-barriers/