What is Communication?

▸ It is a process of sharing information through symbols, including words and

message.
▸ Communication may happen between superior and subordinate,
between peers, between a manager and a client or customer,
between an employee and a government representative.

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 Function of Communication
▸ Informational Function:
I Information provided through communication may be used for
decision-making at various work levels in the organization.

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Motivation Function:

Communication is also used as a means to motivate employees to

commit themselves to the organization’s objectives.
Control Function:
When properly communicated, report, policies, and plans define
roles, clarify duties, authorities and responsibilities.
 Emotion Function:
When feelings are repressed in the organization,
employees are affected by anxiety, which, in
turn, affects performance.

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 Communication Process
Develop an Idea
 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.

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 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.

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 RECEIVER- 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.

 DECODE- The next step, decoding , means translating the message from the
sender into a form that will have meaning to the recipient.

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 ACCEPT- The next step is for the receiver o accept or reject the message.
Sometimes, acceptance (rejection) is partial.

 USE- The next step is for the receiver to use the information. If the message
provides information of importance to a relevant activity, then the receiver could
store it and retrieve it when required.

 PROVIDE FEEDBACK- The last step in the communication process is

for the receiver to provide feedback to the sender. Depending on the perception
of the receiver, however, this important step may not be made.

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 SENDER

Communication
“
DEVELOPS IDEA

encodes Process
Then transmits message to
RECEIVER

WHO RECEIVE
MESSAGE

decodes

Accepts
or
rejects Then provides feedback to 11
Form of Communication
Two Major Forms of Communication

Verbal Non-Verbal

 Oral
 Writtten

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Barriers To Communication
 Personal Barriers  Physical Barriers  Semantic Barriers

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 It is the hindrance to effective
communication arising from a
Personal Barriers communicator’s characteristics
as a person.

Refer to interferences to effective

Physical Barriers communication occurring in the
environment

Is the study of meaning as

expressed in symbols. Words,
Semantic Barriers picture, or action, are symbols
that suggest certain meanings.
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 Techniques For Communicating In
Orgnization
Downward Communication
 To give instruction
 Provide information about policies and procedures
 Give feedback about perfromance
 To indoctrinate or motivate

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 Techniques For Communicating In
Orgnization
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.

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Techniques Used In Upward
Communication
• FORMAL GRIEVANCE PROCEDURES
• EMPLOYEE ATTITUDE AND OPINION
SURVEYS
• SUGGESTION SYSTEMS
• OPEN-DOOR POLICY
• INFORMAL-DOOR POLICY
• INFORMAL GRIPE SESSIONS
• TASK FORCES
• EXIT INTERVIEWS
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 -part of a normally operating
FORMAL GRIEVANCE organization. To effectively deal
PROCEDURES with them, organizations provide
a system for employees to air
their grievances.

EMPLOYEE ATTITUDE -finding out what the employees think

AND OPINION SURVEYS about the company is very important.
The exercise, however, requires the
expertise and the company may not
be prepared to do it.

-suggestions from employees are

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

INFORMAL GRIPE
SESSIONS -informal gripe sessions can be
used positively if management
knows how to handle them.

-when a specific problem or issue

arises, a task force may be
TASK FORCES created and assigned to deal
with the problem or issue.
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 When employee leave an
organization for any reason, it is
to advantages of management
EXIT INTERVIEWS 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.

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Techniques For Communicating In
Orgnization
Horizontal Communication

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Purposes Of Horizontal Communication

 To coordinate activities between departments

 To persuade others at the same level of organization
 To pass on information about activities or feelings

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Techniques For Horizontal
Communication
 Memos
 Meetings
 Telephones
 Picnics
 Dinners
 Social affairs
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 Management Information
System (MIS)
- Defined as organized method of providing past, present,
future and projected information on internal
information's and external intelligence for use in decision
making.

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 Purposes of MIS
- 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 the information necessary for management to make

strategic or non programmed decisions.
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 THE MIS AND ITS RELATION WITH DIFFERENT DEFARTMENTS AND ORGANIZATION

MANUFACTURING MARKETING

MANAGEMENT

FINANCE
INFORMATION SYSTEM PERSONNEL

RESEARCH AND
ENGINEERING DEVELOPMENT
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THANK YOU FOR
WATCHING

Any questions?

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