ENGINEERING

MANAGEMENT
Communication
 Welcome!!
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WHAT COMMUNICATION IS
01 It is a process of sharing information through
symbols, including words and message.

02 Communication may happen between superior

and subordinate, between peers, between a
manager and a client or customer, between an
employee and a government representative.

03 It may be done face- to-face or through printed

materials, or through an electronics device like
telephone.

04 In management, communication must be made

for a purpose and because it has a cost attached
to it, it must used effectively.
 Functions of Communication

INFORMATION FUNCTION CONTROL FUNCTION

01 Information
provided through communication may be 03 When properly
communicated, report, policies, and plans
used for decision-making at various work define roles, clarify duties, authorities and
levels in the organization.. responsibilities.

MOTIVATION FUNCTION
02 Communication is
04 EMOTION FUNCTION
When feelings are
also used as a means to motivate employees
repressed in the organization, employees are
to commit themselves to the organization’s
affected by anxiety, which, in turn, affects
objectives.
performance.
THE COMMUNICATION PROCESS

DEVELOP AN IDEA
Most important step in effective communication. Idea
must be useful/valuable.

ENCODE
Encode idea into word, illustration, figures, or
other symbols suitable for transmission. The method
of transmission should be determined in advance so
that the idea may be encoded to conform with the
specific requirements of the identified method..
THE COMMUNICATION PROCESS
TRANSMIT
After encoding, the message is
now ready for transmission through the use
of an appropriate communication channel.
Among the various channels used include the
spoken word, body movements, the written
word, television, radio, an artist's paint,
electronic mail, etc.

RECEIVE
The next step is the communication process is the actual
receiving of the message by the intended receiver. The
requirement is for the receiver to be ready to receive at the
precise moment the message relayed by the sender. The
message may be initially received by a machine or by a
person.
THE COMMUNICATION PROCESS
DECODE
The next step, decoding , means
translating the message from the sender into a
form that will have meaning to the recipient.

ACCEPT/REJECT
The next step is for the receiver o accept or
reject the message.

USE

If the message provides information of

importance to a relevant activity, then the receiver
could store it and retrieve it when required.
THE COMMUNICATION PROCESS
DECODE
The next step, decoding , means translating the message
from the sender into a form that will have meaning to the
recipient.

ACCEPT/REJECT
The next step is for the receiver o accept or reject the
message.

USE
If the message provides information of importance to a
relevant activity, then the receiver could store it and retrieve it
when required.

PROVIDE FEEDBACK
to provide feedback to the sender. Depending on the
perception of the receiver, however, this important step may
not be made.
FORMS OF COMMUNICATION
1. VERBAL
are those transmitted trough hearing or sight.
A.ORAL COMMUNICATION
mostly involves hearing the words of the sender, although
sometimes, opportunities are provided for seeing the sender’s body
movements.
B.WRITTEN COMMUNICATION
where the sender seeks to communicate through the written word.
It may prepared as memo and sent to the receiver. reports, bulletins,
job descriptions, employee manuals, and electronic mail
2.NON-VERBAL
a means of conveying message through body language, as
well as the use of time, space, touch, clothing, appearance,
and aesthetic elements.
 /
BARRIERS TO
COMMUNICATION
FORMS OF COMMUNICATION

/
1.PERSONAL BARRIERS
hindrances to effective communication arising from
communicator’s characteristics as a person(emotions, values, poor
listening,etc.)

2. PHYSICAL BARRIERS
interference to effective communication occurring in the
environment where the communication is undertaken.

3.SEMANTIC BARRIERS
interference with the reception of a message that occurs when the
message is misunderstood even though it is received exactly as
transmitted
Overcoming Barriers to Communication

D
C use simplified language that is
easily understandable and which

B
eliminates the possibility of
use multiple channels people getting mixed-up with
so that the accuracy of

A
meanings.
the information may be
repeat messages in enhanced.
order to provide
assurance that they are
use feedback to facilitate properly
understanding and increase received
the potential for appropriate
action
TECHNIQUES FOR COMMUNICATING IN ORGANIZATIONS

DOWNWARD COMMUNICATION

To provide information about policies and procedures

To give instructions

To give feedback about performance

To indoctrinate or motivate
UPWARD COMMUNICATION
There is a need for management to provide
employees with all the necessary material and
non material support it can give. The requirement,
however, is for management to know the specific
needs of the employees. This is the primary
reason for upward communication.
Techniques used in upward communication
FORMAL GRIEVANCE PROCEDURES
Part of a normally operating organization. To effectively deal with them,
organizations provide a system for employees
to air their grievances.

EMPLOYEE ATTITUDE AND OPINION SURVEYS

Finding out what the employees think about the company is very
important. The exercise, however, requires the expertise
and the company may not be prepared to do it.

SUGGESTION SYSTEMS
Suggestions from employees are important sources of cast-saving
and production enhancing ideas.
Techniques used in upward communication
OPEN-DOOR POLICY
an open-door policy, even on a limited basis, provides the
management with an opportunity to act on difficulties before they became full-blown
problems

TASK FORCES
when a specific problem or issue arises, a task force may be
created and assigned to deal with the problem or issue.

INFORMAL GRIPE SESSIONS

informal gripe sessions can be used positively if management knows how to handle them.

EXIT INTERVIEWS
When employee leave an organization for any reason, it
is to advantages of management to know the real reason. If there are negative
developments in the organization that management is not aware of, exit interviews may
provide some of the answer.
Purposes of horizontal communication

HORIZONTAL  To coordinate activities

01 between departments me level o
f
COMMUNICATION t the s
a
oth er s a
de
r sua
To pe ization
Refers to messages sent to orga
n
 To persuade others at the same
02
individuals or groups from level of organization
s
c tivitie
another of the same tion
abou
t a
f orma
organizational level or position. ToTo
in
s on on information about
paspass s
03 f e e.ling or feelings
activities
r
o
Management Information System
(MIS)
MIS is defined as organized method of
providing past. Present, future and
projected information on internal
information's and external intelligence for
use in decision making.
Purposes of Management Information
System
 To provide a basis for analysis for early warnings signals that can originate
both externally and internally.

 To automate routine clerical operations like payroll and inventory reports

 To assist managers in making routine decisions like scheduling orders,

assigning orders to machines, and reordering supplies
 To provide thee information necessary for management to make
strategic or non programmed decisions.
Summary
• COMMUNICATING IS A VITAL FUNCTION OF THE ENGINEER MANAGER. ORGANIZATIONS
CANNOT FUNCTION WELL WITHOUT EFFECTIVE
COMMUNICATION.

• THE COMMUNICATION PROCESS CONSIST OF VARIOUS STEPS

NAMELY, DEVELOP AN IDEA, ENCODE, TRANSIT, RECEIVE, DECODE,ACCEPT/REJECT, USE,
AND PROVIDE FEEDBACK

• THE FORMS OF COMMUNICATION ARE VERBAL AND NON VERBAL

• THE BARRIERS OF COMMUNICATION MAY BE CLASSIFIED AS PERSONAL, PHYSICCAL OR

SEMANTIC.

• COMMUNICATION FLOWS EITHER DOWNWARD, UPWARD OR HORIZONTAL

• MANAGEMENT INFORMATION SYSTEMS ARE USEFUL MEANS OF COMMUNICATION