1 FUNDAMENTALS OF COMMUNICATION
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FUNDAMENTALS OF
COMMUNICATION
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COMMUNICATION DEFINED
A process in which one person or group evokes a shared or common
meaning to another person or group
Communication Defined
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CommunicationOralAll forms of spoken information and is by far the preferred type of communication used by managers.WrittenIncludes letters, memos, policy manuals, reports, and other documents used to share information used in an organization.NonverbalInvolves all messages that are nonlanguage responses.
Forms of Communication
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The Communication Process
Basic Elements in the Communication Process
Sender Encodes Medium Decodes Receiver
Social context
Feedback
Noise Noise
The Communication Process
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Basic Elements in the Communication Proces4
Element 1 Social ContextThe setting in which a communication takes place.
Element 2 Sender and Message EncodingEncoding - Translating the sender’s ideas into a systematic set of symbols or a language expressing the communicator’s purpose.
Basic Elements in the Communication Process
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Basic Elements in the Communication Proces4
Element 3 Message and MediumMessagesThe tangible forms of coded symbols that are intended to give a particular meaning to the data.MediumThe carrier of the message or the means by which the message is sent.
Basic Elements in the Communication Process
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Element 3 Receiver and Message DecodingDecodingThe translation of received messages into interpreted meanings.
Element 4 FeedbackThe process of verifying messages and the receiver’s attempts to ensure that the message decoded is what the sender meant to convey.Element 5 NoiseAny internal or external interference or distraction with the intended message that can cause distortion in the sending and receiving of messages.
Basic Elements in the Communication Process
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Organizational Communication Flows
Upward
Information
Downward
Instructions Directives
Coordination
Horizontal
Managing Communication Within Diverse Organizations
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Vertical Communication
Downward CommunicationsFlows from individual in higher levels of the organization to those in lower levels.Includes meetings, offical memos, policy statements, manuals, and company publications.Upward CommunicationsConsists of messages sent up the line from subordinates to bosses.Includes (1) personal reports of performance, problems or concerns, (2) reactions to organizational policies, and (3) employee suggestions
Vertical Communication
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The horizontal information flow that occurs both within and between departmentsThe purpose of lateral communications is coordination
Lateral Communication
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BARRIERS TO COMMUNICATION
Sender related Amount of knowledge Too much of knowledge Presentation order Lack of familiarity with audience Lack of experience
Problem in message transmission Problem in reception Problem in receiver comprehension
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Barriers to Effective Communications
Cross-Cultural DiversityThe greater the difference between the sender’s and receiver’s cultures, the greater the chance for miscommunication.Trust and HonestyA lack of trust can cause the receiver to look for hidden meanings in the sender’s message.
Barriers to Effective Communications
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Barriers to Effective Communications
Information OverloadThe increasing use of technology in organizations is often leading to overload when the amount of information we can process is exceeded.Gender DifferencesBecause males and females are often treated differently from childhood, they tend to develop different perspectives, attitudes about life, and communication styles.
Barriers to Effective Communications
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PerceptionTwo people may perceive the same thing in different ways and miscommunication happen.Language CharacteristicsWhen two individuals are using different meanings or interpretations of the same word and do not realize it, a communication barrier exists.Other FactorsTime pressures may cause us to focus on information that helps us make decisions quickly, although the information may not be of high quality. Feedback may be impaired or absent.
Barriers to Effective Communications
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How to Make Communication Effective
Knowledge of the subject Focus on the purpose Know your Audience Be Organized
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Nonverbal Communication
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Characteristics of Non-Verbal Communication
Communicates emotions and Attitude Regulate verbal messages Ambiguous Continuous More reliable
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Nonverbal Communication SkillsNonverbal communication skills are essential for sending and decoding messages with emotional content.Dimensions of nonverbal communication:Paralanguage (Voice quality, Volume, Rate of speech, Voice pitch, Rhythm, Pronunciation)Kinesics (Body movements and gestures – Emblems, Adapters, Illustrators, Regulators)Eye contactTouchPhysical distance
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LISTENING
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