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7/29/2019 Communication[1] Dr m h Shah
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COMMUNICATION, TYPES,
PROCESS, BARRIERS,BY
DR SYED MANZOOR HUSSAIN
SHAH AIOU ISLAMABAD
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• Communication is the transfer of information
and understanding from one person to another
• It is the process of exchanging information and
feelings between two or more people
• Communication is the vehicle that allows to
fulfill each management function
• Communication allow manager to obtain data
for decision making, to identify problems and to
know that actions are needed
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Purpose of Communication Scott and Mitchell has identified 4 objectives that
communication serves within organization .
increase acceptance of organizational rules by subordinates
gain greater commitment to organizational objectives
provide necessary data for decision making
clarify task responsibilities, identify authority positions and provide accountability for performance
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Elements of Communication Communicator
Communicate
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Types of Communication For conveying our thoughts, ideas, intensions,
opinions, desires to person/group of persons
We use variety of means such as spoken words, printed words, graphs, pictorial presentations, facialexpression, bodily movement, gestures.
Purposeful use of these means is essential as they act
on the basis of communication. Organization with effective communication is effective
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Non Verbal Communication Expression without words, through gestures behavior.
Unplanned and even unconscious
Carry more than 90% emotional meaning of themessage
These cues have a great impact on communication
Gestures, Postures, Facial Expressions, Eye
Movements, Vocal cues
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Verbal Communication Expression through use of language
Language which is composed of words and grammar
In sequential way/order The communication can be in oral
Expression of ideas through the spoken words,
Face to Face conversation,
Telephone calls Private Meetings
Group Meetings
Teleconferencing's
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Written Communication Expression of ideas through words that are meant to
be read
This allows people to absorb information at their ownspeed and level
Such as memos, letters, reports, electronic mails
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Media Communication Print Media
Electronic Media
& others
Transmission of information using advanced technologiessuch as;
computer,
electronic mail,
teleconferencing, videocassettes,
video conferencing
and private television network
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Formal Communication Information by organizational official structure
Phone Calls,
Staff meetings
Department Meetings
Seminars
Newsletter
Official notes Job instructions
Surveys
Report
Bulletin
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Informal Communication It supplement formal communication
It is used as grapevine communication
It can be effective
Accurate Helpful or
Harmful in Managing People
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Vertical Communication Flow of information up and down in the
organizational hierarchy
It enables to share information from bottom to top At lower level it provide information about plans,
schedule polices and schedules
At upper level it provide
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Horizontal Communication Flow of information across departmental boundaries
Section to section
Institution to institution
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One way communication It does not allow feedback
Speech
Advertisement Policy Manual
The sender does not get feedback what the listener feelabout it
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Two communication The sender explicitly seeks feedback
Sender gain valuable information that enhance his
decision making Comparatively better one
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Downward Communication From superior to subordinate
Job instruction,
Policy matters, Information about rules and regulations
Procedures and practice
Information to understand the procedure
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Upward Channel Communication from subordinate to superior
Provide feedback to the manager
Necessary for coordination of various activities Provide information about execution
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Efficient and effective
communication Communication within minimum time
Communication within minimum cost
Communication with most accurate mean (sender) Communication with most accurate mean (receiver)
Comprehension of the message by both the groups
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Communication Process Provides exchange of information between sender and
receiver
This involves sequential steps
Ideating
Encoding
Transmitting
Receiving
Decoding
Acting
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Step 1Concern with sender
Planning/Ideating
To develop an idea Or thought that sender wishes to transmit
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Step 2Encoding (Idea becomes a message)
The process of putting the message into the form thereceiver will understand
Encoding in suitable words
Words
Charts or
Symbol for transmission
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Step 3Transmission
The message is transmitted to the receiver
Information from sender to receiver Choice of channel depends on organization
Transmission allow the other person to receive themessage
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Step 4Receiving
Message becomes the receiver’s responsibility
If no receive there is no communication
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Step 5 Decoding
Receiver interpretation of message
Involves mental process of receiving It involves meaning, action and
Affect the receiver takes
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Step 6 Acting/Response
The receiver action is involved
The receiver ensure receipt of message and try tounderstand it
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Step 7 Feedback
Reaction to the message in the form of communicationback to the sender
Follow same step by step process for messaging
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Important points for communicator/Sender Emphasis on planning and organizing information
Most appropriate channel should be used
Efficiency and effectiveness of communication Message should be decoded carefully
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Problems of communication Feedback system Lack of openness Filtering
Fear Language Time constraints Poor listening skills Inefficient communication Incorrect choice of medium Message complexity Lack of trust
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How to improve communication Use of human relations tool
Proper planning
Creation of positive climate Use of grapevine
Avoiding over communication
Meetings, directives and designs
Use of pictures
Utilization of feedback
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Language barriers Wrongly expressed message
Faulty translation
Use of technical language
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Organizational barriers Organizational policies
Organizational rules
Organizational relationships Complexity in organizational structure
Organizational facilities
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Personal Barriers Barriers related to superiors
Attitude of superiors
Fear of position Insistence of improper channel
Lack of confidence in subordinates
Shortage of time
Lack of attention
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