Communication In Organization

Introduction, Meaning & Concept

Chapter ONE

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An Outline

 Definition

 Important of business communication

 Process of business communication
 Types and forms of communication
 Barriers of business communication
 Solution of communication
 Diversity in workplace
 Others

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Definition

Communication?
It is derived from the Latin word “communis” which
means to share.
It is basically the exchange of thoughts, messages or
information, via speech, visuals, signals (5 Sense),
writing or behavior.
In other words, it is the transmission of feeling, so that
both sender & receiver share the same
understanding.

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Business Communication?
It is the sharing of Information between people within
an organization that is performed for the commercial
benefit of the organization.
An organization 
It is an organized group of people to undertake certain activities
for same purposes.

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Important of Business Communication

No doubt, that in the organization, the better

communication the higher chance of touching
the zenith of success.
The new global & diverse workplace requires
excellent spoken & written communication
skills.

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Process of Communication

The process is to encode, channeled and sent to a sender to a

receiver through medium.
All forms of communication require a sender, a channel, a
message, a receiver and the feedback.
A hindrance in the communication process is called Noise.

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Sender:
The person starts the communication by
developing an idea into a message known as
encoding.
Channel
The sender transmits the message through a
channel, or a method of delivery: E.g. Email,
Phone conversation, Face-to Face discussion or even
a text message.
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A receiver
This message then moves through the channel to the
receiver, who completes the communication process
by interpreting and assigning meaning to the
message known as decoding.
Feedback
This is a critical component in the communication
process as it ensures a message was properly
received and interpret.
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Forms of Communication

A. One-way Communication
This type of communication involves the transfer of information
in ONE direction, from the sender to the receiver.
There is no opportunity for the feedback to the sender
E.g. Television news, Orations on stage, newspaper, recorded music on the
CD, Billboard messages and others.

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B. Two-ways communication
It is a form of transmission in which both parties
involved.
It is also knows as interpersonal communication
E.g. chat rooms, instant messages, telephone conversations,
class-room lecturers, reporting to your superior.

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Types of Communication

Facial
Written Oral Paralanguage Visual Expression

Gesture

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Communication in the Workplace

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a. Downward Communication
All information in this medium is usually in form of
instructions, guidance, and orders and comes from
the upper level of the organization.

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b. Upward Communication
It is a process of information flowing from the lower level of
hierarchy to the top.
It’s function is to send information, suggestions, complains and
others to the people in charge authority.

How can you motivate employees to

participate upward communication?
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c. Lateral/Horizontal
This type of communication takes place between
persons at the same level or working under the same
executives.
The main use of this is to maintain coordination and
review activities assigned to various subordinates.

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d. Diagonal Communication
It is a communication takes place at different levels in the
hierarchy.
It occurs both ways (Upper Vs Lower) and Vice Versa, the path
is a mixture of vertical & Horizontal.

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What do you think the blockages of communication are?

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Communication Barriers

When there is a problem which might cause our

communication to be distorted/problematic, it is
known as a barrier communication.
There are 4 types
a) Physical barriers
b) Psychological barriers
c) Semantic blocks
d) Organizational barriers

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A. Physical Barriers
 Distance:
Communication is found unsuccessful in long distance. E.g.
cross-continant or boundaries (International or Overseas)
 Background Noise:
This is another factor and usually has
a great affects. Noisy & Crowd places
 Outdated equipment
 Weather & Climate issue

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B. Psychological Barriers
 Perception
It is based on the degree of acceptance of information,
people receive things differently for a various
number of reasons.
 Emotions
Situations is another undeniable factor to effective
communication like anger & sorrow, hate, mistrust,
jealousy etc.
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 Defensiveness/Resistance
If the receiver receives the message as threat, no doubt
the communication will stopped.
 Viewpoint
It is also barrier if the receiver doesn’t clear the
message & ignore without hearing.
 Poor communication skills
Luck of technique of persuading message

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C. Semantic Barriers
 Languages
A meaning sent by the sender can be quite different from the
meaning understood by the receiver, long & complex sentences.
 Jargons
Technical or unfamiliar language creates barriers, make it simple
words, so that no confusion is created like Accent & Dialogue.
 Pronunciation in words
 Use Nouns, not Pronouns

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Organizational Barriers
 Status difference (more ego & use supremacy)
 Staff shortage
 Information overload
 Insufficient time
 Workplace convenient
 Others What are the solution of communication barriers?
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Solution to Communication Barriers

 Listen carefully, pay attention

 Be optimistic
 Precise & Concise (straight to a point)
 Patience
 Recognize the differences
 Avoid multi-tasking at a time
 Train expats for the local culture
 Hire linguistics, at least One person
 Forgive and move
 Others

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Diversity in the Workplace

Elements of Diversity : Culture (ethnocentric), Religion , Language, Ethnic &

Race, Gender and Others
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Workforce Diversity

Hiring people with different human qualities is better than with

focusing on multi-nationals.
Workforce Diversity

• Norms • Life style (food, dress-code,

• Seniority relationships)
• Marital status • Physical Ability
• Experience • Sexual orientation
• Educational background • Geographical location
• Perception •Values
• Behavior and attitude

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Multiculturalism

It is a system of beliefs and behaviors that

recognizes and respects the presence of all
diverse groups in an organizations or society.

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 Any
Thank you
Questions

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