Communication[1] Dr m h Shah

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



• 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



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



Elements of Communication Communicator

Communicate



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



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



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



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



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



Formal Communication Information by organizational official structure

Phone Calls,

Staff meetings

Department Meetings

Seminars

Newsletter

Official notes Job instructions

Surveys

Report

Bulletin



Informal Communication It supplement formal communication

It is used as grapevine communication

It can be effective

Accurate Helpful or

Harmful in Managing People



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



Horizontal Communication Flow of information across departmental boundaries

Section to section

Institution to institution



One way communication It does not allow feedback

Speech

Advertisement Policy Manual

The sender does not get feedback what the listener feelabout it



Two communication The sender explicitly seeks feedback

Sender gain valuable information that enhance his

decision making Comparatively better one



Downward Communication From superior to subordinate

Job instruction,

Policy matters, Information about rules and regulations

Procedures and practice

Information to understand the procedure



Upward Channel Communication from subordinate to superior

Provide feedback to the manager

Necessary for coordination of various activities Provide information about execution



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



Communication Process Provides exchange of information between sender and

receiver

This involves sequential steps

Ideating

Encoding

Transmitting

Receiving

Decoding

Acting



Step 1Concern with sender

Planning/Ideating

To develop an idea Or thought that sender wishes to transmit



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



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



Step 4Receiving

Message becomes the receiver’s responsibility

If no receive there is no communication



Step 5 Decoding

Receiver interpretation of message

Involves mental process of receiving It involves meaning, action and

Affect the receiver takes



Step 6 Acting/Response

The receiver action is involved

The receiver ensure receipt of message and try tounderstand it



Step 7 Feedback

Reaction to the message in the form of communicationback to the sender

Follow same step by step process for messaging



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



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



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



Language barriers Wrongly expressed message

Faulty translation

Use of technical language



Organizational barriers Organizational policies

Organizational rules

Organizational relationships Complexity in organizational structure

Organizational facilities



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



Barriers related to subordinates Lack of proper incentives

Unwillingness to communicate

Communication[1] Dr m h Shah

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