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Welcome to

Managerial Communications

Presenter: Prof. Rajsee Joshi N.R. Institute of Business Management GLS Institute of Computer Technology -

Topics Covered
Communication Roadblocks Overcoming Communication Roadblocks

Concepts and problems of communication

Each persons mind is a unique filter. Problems with communication are more likely to occur when the two communicators filters are sharply different. The communication is said to be effective only when the senders meaning is conveyed to the receiver.

Concepts and problems of communication

The senders meaning and the receivers meaning are affected by a number of factors:
Individual Conventions of Meaning Individual Perception of Reality Individual Values, Attitudes and Opinions

Conventions of Meaning
Fundamental Principle: Use the symbols that have essentially the same meaning in both the senders and receivers minds The closer the common experiences surrounding the symbols, the closer the level of understanding. A sender can never assume that the message that resides in his/her mind will be perfectly transmitted to receivers mind. This is because of differences in semantic understanding.

Laser (Light amplification by stimulated emission of radiation) FIFO (First in first out) SMS (Short messaging service) LOL ASAP

Communication problems in Conventions of Meaning

Miscommunicated Instructions Reactions to Denotations and Connotations Miscommunication occurs when the sender and receiver have different meanings for the symbols used.

A legislature hired a new office manager with the instructions to give in a bimonthly report on all the activities that occurred in the previous period. After a month went by with no report the legislator asked the office manager why he hadnt given the report as requested.

After a short discussion on the definition of bimonthly they discovered that bimonthly means both twice a month and every two months

A woman sold a piece of property and asked her attorney to draw up a contract of sale. When she received the document for her signature, she read that the party of the first part agrees to sell to the party of the second part the tenement located at the 1st lane, mainland plot. She quickly called her attorney to point out that the land had no tenement on it and, in fact, had no building at all. Her attorney had to point out that the word tenement in the law means only a holding of land.

Denotation: Usually the dictionary definition of a word. Inform the receiver without indicating positive or negative qualities. E.g. Car, book, house, water

Connotation: Is an implication of a word that arouse qualitative judgments and personal reactions. E.g. House: Mansion, villa, home, cottage, hut. Student: Bookworm, scholar, dropout.

Communications Problems in Perceptions of Reality

Abstracting is a process of focusing on some details and omitting others. Abstracting is necessary in countless situations, as the communicator has limited time, money, space and purpose. The communicator and communicatee should ensure that the facts they are acquainted with are truly representative of whole. Slanting is unfair in reporting and creates communication problems.

Communications Problems in Perceptions of Reality

Inferring: Conclusions made by reasoning from
evidence are called inferences. When based on direct observation or on reasonable evidence, they are likely to be dependable. E.g. When we send a fax to Frankfurt, Germany, we assume it will reach the intended receiver. When we enter an elevator, we hope it will take us to the desired floor.

Communications Problems in Perceptions of Reality

Risk of Inferences Inferences made without factual support or sufficient evidence prove to wrong and they remain mere assumptions. Example: So far our company is doing well, but if current economic slowdown continues further, many of our colleagues might have to lose their jobs. (The employee may or may not lose jobs)

1. Do they have a 15th of August in England? 2. How many birthdays does the average man have? 3. Why cant a man living in Kashmir, be buried west of the Gujarat? 4. If you only had one match and entered a room in which there were a kerosene lamp, and oil heater, and a wood burning stove, which would you light first? 5. Some months have 30 days, some have 31, but how many have 28?

6. A farmer had 17 sheep: all but nine died. How many are left? 7. Divide 30 by , add 10. What is the answer? 8. A woman gives a beggar 50 cents. The woman is the beggars sister, but the beggar is not the womans brother. Why not? 9. Is it legal in Texas for a man to marry his widows sister? 10. Can you name three consecutive days of the week without naming Sunday, Tuesday, or Friday?

1. 2. 3. 4. 5. 6. 7. 8. 9. Yes, they have 15th August One He cannot be buried because he is alive. Lit up the match first All the months have 28 days Nine sheep are living 70 (30*2) + 10 She is the sister He cannot marry as he is dead

10. Yesterday, Today & Tommorrow

Values, Attitudes and Opinions

A receivers attitude, value and opinion toward a message can determine whether it is accepted, rejected, distorted, or avoided.

Communication problems involving values, attitudes, opinions

Favorable or Unfavorable Information
Receivers often react to unfavorable information by rejecting, distorting or avoiding it.

Inadequate or Incorrect Information

Creates confusion about the meaning when message is incorrect.

Closed Minds
Some people hold rigid views on certain subjects. It is very difficult to communicate with people who have closed minds.

Communication problems involving values, attitudes, opinions

Senders Credibility
Attitude towards the sender is very important in determining the credibility of sender and therefore authenticity of information. Sender has to win the confidence of the audience before sending any message to them.

Other Circumstances
Lifes stresses affect communicators ability to communicate effectively. Sensitivity to ones own mind as well a to that of the receiver helps communicate better.

Overcoming Communication Roadblocks

Convention of Meanings a)Choose, if possible, the denotative word over the connotative word. b)Through audience analysis, select the term with which the audience has had more experiences and understanding. Perceptions of Reality a)Be sure to provide sufficient information b)Choose wisely while inferring, enough data must be used to draw a valid conclusion. c) Be careful when abstracting.

Overcoming Communication Roadblocks

Values and Opinions a)Realize that some audiences do not desire information at odds with their own biases and limited information. b)Spend sufficient time collecting information that is valid and credible.

1. Alls well that is finalized effectively. 2. Be it a minimal dwelling in a depressed socioeconomic area, there is no place like home.

3. All programmed activity and nonutilization of recreational outlets make Jack a less than fully realized personality. 4. Do not attempt statistical estimates of your chickens before it is feasible to correlate volume variances with projected expectations.

5.The utilization of a superfluity of culinary personnel maximizes disorganization and has a deleterious effect on the broth. 6. A single unit of predecimal currency parsimoniously hoarded is the equivalent of a similar pecuniary token received as wages.

7.A quality of useless material is invariable created whenever a project is performed with undue alacrity. 8.A joyful feeling contentment is not a commodity that can be obtained through the normal channels of currency exchange.

9. If your initial efforts are unsuccessful, perseverance will eventually lead to a satisfactory conclusion. 10.A basic writing implement, used judiciously, has the potential of greater impact that an ancient, double-edged weapon.

1. Alls well that ends well. 2. Home is where the heart is. 3. All work and no play makes Jack a dull boy. 4. Dont count your chickens before they are hatched. 5. Too many cooks spoil the broth.

6.A penny saved is a penny earned. 7.Haste makes waste. 8.Money cant buy happiness. 9.Try, try till you succeed 10.The pen is mightier than the sword.

Thank You