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COMMUNICATION FOR

MANAGEMENT
UNIT I
INTRODUCTION

 The word “Communication” derived from the


Latin word “Communicare” that means to
impart, to participate, to share or to make
common.

 It is a process of exchange of facts, ideas, opinions


and as a means that individual or organization
share meaning & understanding with one
another.
ROLE OF COMMUNICATION IN BUSINESS
 Communication is the life blood of the Business. No
Business can develop in the absence of effective
communication systems.
 Communication is the mortar that holds an organization
together, whatever its business or its size.
 When people within the organization communicate with
each other, it is internal communication and when people
in the organization communicate with anyone outside the
organization it is called external communication.
 Ability to work well in teams, to manage your
subordinates & your relationship with seniors, customers
& colleagues depends on your communication skill.
COMMUNICATION IS:

 According to American Management

Association defines, “ Communication is

any behavior that results in an exchange of

meaning”.
PURPOSE OF COMMUNICATION:
 For Instruction
 For Integration

 For Evaluation

 For Direction

 For Teaching

 For Influencing

 For Image Building

 For Employee Training


GATEWAYS TO EFFECTIVE
COMMUNICATION

 Two way channel

 Clarity of message

 Mutual Trust

 Timely message

 Good and healthy relations

 Feedback

 Flexibility
BARRIERS IN COMMUNICATION
1. Wrong Choice of Medium.
2. Physical Barrier:-
a. Noise (ex: through machines)
b. Electronic Noise
c. Word Noise (Ex: Bad Handwriting or Photo
copies)
3. Semantic Barriers:-
a. Interpretation of Words (In the Book written by
Murphy and Peck “Effective Business
Communication”, the little word RUN has 71
meaning as Verb, 35 as Noun and 4 as
adjective).
b. Prefer words which are familiar to the receiver.
c. Denotations and Connotations:-
Denotative – Literal meaning of the word.
Connotative – It allows qualitative judgments and personal
reactions.
Ex: - “He gave us cheap material”
“At this shop, they sell things cheap”
First one is favorable connotation and second
Unfavorable.
4. Socio – Psychological Barriers:-
a. Attitude and Opinions

b. Closed Mind

c. Emotions

d. Status Consciousness
SEVEN C’S OF COMMUNICATION

1.Completeness (Who, What, When, Where and Why)

2.Conciseness (Include only relevant facts, avoid


repetitions)

3.Clarity (Use simple words, avoid ambiguity)

4.Correctness (Give Correct Style, Facts & Time)

5.Consideration (Avoid Gender Bias, Adopt You Attitude)

6.Courtesy (Sorry, Thank you)

7.Concreteness (Definite & Specific)


FORMS OF COMMUNICATION

Communication

On the basis of Regulation On the basis of Expression

Non
Formal Informal Verbal
Verbal

Single Star Body Para


Vertical Horizontal Cluster Oral Written
Chain Chain Language Language

Upward Downward
FORMAL COMMUNICATION
 ADVANTAGES:
- It passes through line and authority and ensures
the authority and accountability.
- It helps to develop healthy relations between
employees.
- Helps in keep uniformity.
- Systematic information.
 DISADVANTAGES:

- Increase in workload of various managers.


- Sometimes widens the gap between executives
and employees.
GRAPEVINE/INFORMAL COMMUNICATION
 ADVANTAGES:
- Grapevine message travel very fast.
- Feedback quickly comes out in this
communication form.
- Employees feel emotional relief.

DISADVANTAGES:
- Great possibility of distortion of message by the
group members.
- Sometimes incomplete information.
NON VERBAL COMMUNICATION
 Nonverbal communication has been defined as
communication without words.

 It includes apparent behaviors such as facial


expressions, eyes, touching, and tone of voice, as
well as less obvious messages such as dress, posture
and spatial distance between two or more people.

 A communication where action speaks louder than


words.
According to the social
anthropologist, Edward
T. Hall, in a normal
conversation between
two persons, less than
35% of the social
meanings is actually
transmitted by words.
So, at least 65% of it is
conveyed through the
body (non-verbal
channel).
TYPES OF NONVERBAL COMMUNICATION

 Kinesics
 Paralanguage
 Vocal interferences
 Spatial Usage
COLOR INFLUENCES COMMUNICATION

Yellow cheers Red excites Blue comforts


and and and
elevates moods stimulates soothes

In some In some
cultures cultures
black suggests white suggests
mourning purity
CULTURAL INFLUENCES

Non verbal
signals vary
form culture to
culture
 In the United States it is a
symbol for good job

 In Germany the number one

 In Japan the number five

 In Ghana an insult

 In Malaysia the thumb is used


to point rather than a finger
IMPORTANCE OF COMMUNICATION IN
MANAGEMENT

 Coordination

 Smooth functioning of the organization

 Effective decision making

 Managerial efficiency

 Cooperation

 Effective Leadership

 Morale Building
IMPACT OF CROSS CULTURAL
COMMUNICATION

 Cross-cultural communication is a field of study


that scrutinizes how people from varying cultural
backgrounds communicate, in similar and
different ways among themselves and how they
Endeavor to communicate across cultures.

 Its charge is producing some guiding principles


that would simplify communication for different
people with different background.
Views of Communication in High-Context and Low-
Context Cultures
High-Context Culture Low-Context Culture
(Examples: Japan, (Examples: Germany,
United Canada, United States)
Arab Emirates)

Preferred Indirectness, politeness, Directness,


communication ambiguity confrontation,
strategy Clarity
Reliance on words to Low High
communicate
Reliance on nonverbal High Low
signs
to communicate
Importance of words Low High
Agreement made in Not Binding Binding
writing
Agreement made orally Binding Not Binding

Source: David A. Victor, ‘ International Business Communication’.


TIPS FOR COMMUNICATING WITH
PEOPLE CROSS-CULTURALLY
1. Learning about a culture:-
a. In Spain, let a handshake last for five or seven strokes; pulling away
instantly may be misinterpreted as a sign of rejection. In France,
however, the handshake is a single stroke.
b. Never gift liquor in Arab countries.
c. In England, placing pens or other objects in the front suit pocket is
considered awkward or clumsy.
2. Handling Written Communication:-
a. Use short, precise words that say what they mean.
b. Stay away from slang, jargon and buzz words.
c. Construct shorter and simpler sentences that are utilized while
writing to someone proficient in English.
d. Use short paragraphs. Each paragraph should stand by one point or
topic and minimum eight to ten lines.