Professional Documents
Culture Documents
Communication
is
the
process
of
exchanging
information, usually through a common system of symbols. It takes wide verity of forms from two people having a face-to-face conversion to hand signals to messages sent over the global tele-communication
network.
Characteristics
It is a 2-way process. Communication process happens between or among two or more
Communication.
Objectives
Information Motivation
Rising morale
Information
The main objective of a business is to pass on information and
making people more informed, E.g.- all the advertisement activity that we see around as are an attempt to inform and pass the
or any other.
Motivation
Communication in business is also necessary to increase the
motivation in the workers. So if the communication is done properly and is successful in motivating the workers and workers are
motivated enough the work gets done easily, efficiently and they will
work independently and with out supervision.
Communication should be used to create a right working
Rising Morale
Another
very
important
objective
of
business
communication (internal) is to keep the moral of the workers high so that they work with vigour (energy) and confidence as a team. This is a major factor that can have very serious impact on the success of a business house.
modifying an activity. This form of communication is internal and is carried out within a business house. Order may be written or verbal.
Written orders are given when the nature of work is very important
or the person who would perform the task is far away. We should always be careful while handing out written orders and should
Components of communication
Sender
Encoding
Channel
Feedback
Receiver
Decoding
Components of communication
Message
Sender
Encoding
Channel
Receiver Decoding Acting Feedback
Message
The message is the information, written or spoken, which
is to be sent from one person to another. Here, the word person represents the two ends of a system and may represent an individual, a group of individual or even electronic machines.
Sender
The person who transmits, spreads, or communicates a
message or operates an electronic device is the one who conceives and initiates the message with the purpose of informing, persuading, influencing or changing the attitude, opinion or behavior of the receiver.
Encoding
Encoding is the process of changing the message into
Channel
This is the medium that facilitates the sending of the
Receiver
A receiver is the targeted audience of the message.
The receiver understands, interprets and tries to perceive
the total meaning of the total meaning of the message as transmitted by the sender.
Decoding
This is the act of translating into their ordinary meanings.
However, the total meaning lies in the meaning of the
words (symbols) together with the one and attitude of the sender reflected by the structure of the message.
Acting
Communication manipulates the receiver to act in a
desired manner.
A receivers response action shows that he has understood
the message.
Finally,
the
receiver
completes
the
chain
of
Feedback
This is the loop that connects the receiver with the sender,
who, in turn, acts as a feedback receiver and thus learns the communication has been accomplished
Functions of Communication
Communication serves four major functions in an organization:
Information
Control
Motivation Emotional expression
Information
Information refer to the role of communication in
by
means
of
adequate
and
effective
communication, receive and transmit information that enables them to solve problems and make decisions.
For e.g. Strike in an organization. The manager is suppose
Control
In the organizational context, Control refers to the power to
accordance with) with company policies and procedures, adhere to their job description, or first communicate their jobrelated grievances to their immediate boss, Communication performs the control faction.
Motivation
Motivation refers to the fostering of motivational spirit
clear goals, giving feedback on the progress made in achieving these goals, and reinforcing the desired
behavior.
Emotional Expressions
Emotional
expression
refers
to
the
function
of
communication in expressing or letting out the feelings and emotions of employees under various circumstances.
By
showing
dissatisfaction
and
disagreement
or
Roles of a Manager
Managers engage themselves in a large number of varied,
Interpersonal Roles
Informational Roles
Decisional Role
Interpersonal Roles
(communication between people)
symbolic in nature.
While performing such duties a manager plays an inter-
Informational Roles
Collection of information by managers from organizations
and institutions in their external environment indicates the informational roles played by them.
A manager becomes monitor when he reads the
Decisional Roles
The decisional roles played by a manager comprises four
subcategories.
meaning
affects
meaning
Problems
No perceived benefits to the audience (no relevance) Noise, outside disturbance
Cultural differences
Complexity of a subjects
Difficult questions
Sensitive issues
Communication Basics
Communication Process
Communication network
Communication Process
Step 1: Sender conceives an idea depending on the purpose of
communication.
(oral or written).
sender.
Forms of Communication
Formal Communication
Line Relationship Functional Relationship Staff Relationship
Informal Communication
Chat
Grapevine
Line Relationship
Line relationship refers to the line of authority that sets
down the path of communication from supervisor to subordinates and vice versa.
Functional Relationship
Functional Relationship are those between departments
within an organization. Communication that occurs when departments share information regarding work and related organizational matters with each other is a formal line of organizational communication.
Staff Relationship
It
management, marketing, and production. They do not carry the executive authority of line relationship. Communication relating to personnel, public relations, administration or finance are part of staff relationship.
Chat
Horizontal or lateral communication between managers
from different departments or within the same peer group. Managers of same level enjoys the same level of authority. Often, informal communication, which is usually in the form of a chat, has to be confirmed in writing before it
The Grapevine
Grapevine is an informal channel of business communication.
It is called so because it stretches throughout the organization in all directions irrespective of the authority levels. Man as we
Communication network
President
I N F O R M A T I O N
Vice President
Vice President
Manager
Manager
Manager
Manager
I N S T R U C T I O N S
Efforts at Co-ordination
Oral
More personal and informal
Advantages
Written
and opinion.
pleasure.
Can be circulated
feedback
Provides opportunity to refer back to a more
permanent record.
Better
for
keeping
records
of
messages
exchanged
Oral
Demands
Limitation
Written
ability
to
think
possible
Many people do not like
taken back
Hard to control voice pitch and
impersonal
and
remote
Is more time consuming
of body language
going practice the round table approach to hear from each person.
Act on feedback from others. Respect the grapevine.
Miscommunication
Communication barriers are not limited to an individual
follows:
Significance causes
Organizational structure Difference in status
Lack of trust
Information Overload
Message Complexity
Message competition
Unethical communication
Physical distraction
to the receipts
Allow time to respond
Listening
Body language
choice of words, tone of voice, fumbling, silence or omission. It is a message communicated not by words but along with words.
Kinesic Communication:- is the message conveyed through
non-verbal acts in the form of body movements such as gestures, winking, smiling, postures, style of dressing and grooming.
implies something non-physical that keeps people apart or prevents activity, movement and so on.
Examples are:
Language barriers
Lack of confidence
Loss by transition
Poor retention Goal conflicts Offensive style Abstracting
Slanting (Variations)
Inferring (coclude)
message
Unshared or incorrect assumptions Wrong choice of channel
Bias
Different perception of reality Lack of trust Attitudinal clash with a sender Unfit physical state
A common barrier for the sender and the receiver can be created by
the absence of a common frame of reference affecting the smooth interpretation of thoughts, feelings and attitude from the sender to the
2. Clarity
3. Completeness
4. Conciseness
5. Concreteness
6. Correctness
7. Courtesy
Candidness (open-hearted)
In all business transaction, ones view of a matter should
be honest and sincere and should reject prejudice and bias. The guiding principle should be fairness to self and to others involved in the situation.
Clarity
The principle of clarity is most important in all
communications, especially in face-to-face conversation. It is not always easy to verbalize ideas accurately on the on the spot during conversations, presentations or other oral forms of interaction.
Completeness
Clarity is ensured also by completeness of message. In
conversations or oral presentations, one can easily one part of communication. It is, therefore, oral
avoid being repetitive. One should try to say the entire message in brief.
Superfluous statement
As regards the fact that.. Because of the fact that ..
Concise statement
Considering.. As.., or because..
Need..
Nearby. Or close by
Concreteness
Concreteness means being specific and definite in
describing events and things. Avoid such uncertain words which that dont mean much.
Correctness
In the spoken form of communication, grammatical errors
are not uncommon. The speaker can forget the number and the person of the subject of the verb if the sentence is too long. Sometimes the sequence of tenses is incorrect, especially in indirect narration or reported speech.
Courtesy
In
conversational
situation,
meetings,
and
group
discussions, an effective speaker maintains the proper decorum of speaking. One should say things assertively, but without being rude. Courtesy demands not using
autocratic style.
technology, more and more business are crossing national boundaries to compare on a global scale.
Understanding the gesture, greetings, perception are
organization express itself internally, it influences the values of its employees; when it communicates externally,
or a CEO, it is necessary for professional to have access to the latest technological tool.
message flow efficiently from across (inside) and outside their organization.
Such reasons which are not effective for flow of communication are
as follows:
Information overload Lack of efficiency Lack of adequate training
immediate value.
In a study it was found that five CEOs received about 40
Avoid Overload
Be a good listeners