Communication

Is talking communicating?
 Communication must include both the transfer and the
understanding of meaning
Perfect communication would occur when a thought or idea
is transmitted so the receiver perceived exactly the same
mental picture as the sender
Functions of Communication
Control
Through communicating guidelines, policies, procedures, Job
description

Motivation
Clarify what is expected
Provide feedback
Reward the desired behavior
Emotional expression
Source of fulfillment of social needs
Can show satisfaction and frustrations
Information
Facilitate decision making
Transmit data needed to identify and evaluate choices
Communication Process
The steps between a source and a receiver that result in the
transfer and understanding of meaning
 Sender
Encoding
The message
The channel
Decoding
The receiver
Noise
Feedback
Formal channels
Communication channels established by an organization to
transmit messages related to the professional activities of
members
Informal channels
Communication channels that are created spontaneously and
that emerge as responses to individual choices
Direction of Communication
Downward communication
Upward communication
Lateral communication
Interpersonal Communication
Oral communication
Includes, speeches, one to one or group discussions, rumors,
grapevine etc

Advantages include speed and feedback

Disadvantage is greater potential of distortion
Written communication
Includes memos, letters, fax, e mail, notices placed on
bulletin boards etc
Tangible and verifiable
Record of communication
Message can be stored
Physically available for future reference
More likely to be well thought out, logical and clear
Drawback could be they are time consuming
Nonverbal communication
Includes body movements
Smile, stare, glance, frown
The intonations or emphasis we give to words
Facial expressions
Physical distance between the sender and receiver
 We lift eyebrow for disbelief
We rub our nose fro puzzlement
We shrug our shoulders for indifference
Tap our fingers for impatience
Slap our forehead for forgetfulness
Messages conveyed through body language
The extent to which we are interested in others views
The perceived status between a sender and a receiver
 Change your tone and you change your meaning:
Placement of the Emphasis What It Means
Why dont I take you to dinner tonight?
I was going to take someone else
Why dont I take you to dinner tonight?
Instead of the guy you were going with
Why dont I take you to dinner tonight?
Im trying to find a reason why I shouldnt take you
 Why dont I take you to dinner tonight?
Do you have a problem with me?
Why dont I take you to dinner tonight? Instead of going
on your own
Why dont I take you to dinner tonight? Instead of lunch
tomorrow
Why dont I take you to dinner tonight?
Not tomorrow night
Organizational Communication
Formal Small Group Networks
Includes chain, wheel and all channel network
The Grapevine - An organizations informal
communication network
Includes rumor and gossips
 Suggestions for reducing the negative consequences
of rumors
Provide information
Explain actions and decisions that may appear inconsistent,
unfair, or secretive
Refrain from shooting the messengerrumors are a natural
fact of organizational life, so respond to them calmly,
rationally, and respectfully
Maintain open communication channels
 Electronic communications
E-mail - uses the Internet to transmit and receive computer-
generated text and documents
Drawbacks of E- mail
Risk of misinterpreting the message
Drawback for communicating negative messages
Time consuming nature
Dont check in the morning
Check in batches
Unsubscribe
Stop sending e mails
Declare e mail bankruptcy
Limited expression of emotions
Privacy concern
Barriers to Effective Communication
Filtering
Selective perception
Information overload
Emotions
Language
Silence
Communication apprehension
Lying