Presentation3 COMMUNICATION Edited

8/7/2019 Presentation3 COMMUNICATION Edited

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FUNDAMENTALS OF

MANAGEMENT


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WHAT IS

COMMUNICATION ??

A process in which one person or group

evokes (produces) a shared or commanmeaning to another person or group.

People attempt to shared meaning via

the transmission of symbolic messages

(Stoner and Gilbert)


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T

he exchange of messages betweenpeople for the purpose of achievingcomman meanings (Bartol and Martin)

Sending and rceiving messages,includingideals,emotions,and thoughts (Durbinand ireland)

The act of transmitting information(Rue and Byars)


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IMPORTANT POINTS

IN COMMUICATION


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THE COMMUNICATION

PROCESS

1.Encoding

Process that translates the sendersinformation into a systematic set ofsymbols or a language expressing thesenders purpose.

Process of translating a messages intounderstandable symbols or language.

Process of putting a messages intowritten,oral,or symbols form that canbe understood by the receiver.


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2.Decoding

The interpretation and translation of amessage into meaningful information.

Process where the receiver interpretsthe message and try to make sense of amessage.

Process where receiver translate thewritten,oral or any symbolic form of amessage into understood message.

3.Noise

Anything that interferes with thetransmission of the message.


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5 ELEMENTS OF THE

COMMUNICATION PROCESS

Sender

- Is the source of the message whoinitiates the communication by encoding

his meaning and sending the message

through a channel. In an organization,

the sender is a person with information

or needs and a purpose for

communicating them to one or more

people.

Sender

- Is the source of the message whoinitiates the communication by encoding

his meaning and sending the message

through a channel. In an organization,

the sender is a person with information

or needs and a purpose for

communicating them to one or more

people.


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The Channel and Message

- Channel is the formal medium ofcommunication between a sender and a

receiver such as paper for writing

letters.

- Message is the physical form into whichthe sender encodes the information. The

message may be in any form that can be

understood by the senses of the

receiver.

The Channel and Message

- Channel is the formal medium ofcommunication between a sender and a

receiver such as paper for writing

letters.

- Message is the physical form into whichthe sender encodes the information. The

message may be in any form that can be

understood by the senses of the

receiver.


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Receiver-The receiver is the person whose

senses perceive the senders

message by decoding theinformation received.

Receiver-The receiver is the person whose

senses perceive the senders

message by decoding theinformation received.


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Feedback

It is the receivers response or reaction tothe senders message. Upon receiving a

message, the receiver will have toresponse by giving some action. It

indicates the receivers understandingof the message. Feedback makes

senders aware of anymiscommunications and enables them to

continue communicating until the

receiver understands the message.

Feedback

It is the receivers response or reaction tothe senders message. Upon receiving a

message, the receiver will have toresponse by giving some action. It

indicates the receivers understandingof the message. Feedback makes

senders aware of anymiscommunications and enables them to

continue communicating until the

receiver understands the message.


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Noise-It is any internal or external

interference or distraction from the

intended message. It is anydisturbance that interferes or

become a barrier to the message

reaching the receiver.

Noise-It is any internal or external

interference or distraction from the

intended message. It is anydisturbance that interferes or

become a barrier to the message

reaching the receiver.


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TYPES OF MANAGERIAL

COMMUNICATION

1.Oral or verbal communication

It consists of all forms of spoken information and it is the most

preferred type of communication by managers. Managers

prefer face-to-face or telephone communication rather than

written communication because they get immediate

feedback.

2.Written COMMUNICATION

This includes letters, memos, policy manuals, reports, forms and

other documents used to share information in an

organization. In organizations, written communication is often

used in important and official matters.


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3.Non verbal communication:

Kinesics

The movements of the body and face. It is the body

motion, such as gestures, facial expressions, eye

contact, touching and any other movement of the

body provide signals of approval, disbelief or trust.

Physical characteristics

Such as body shape, physique, posture, height, weight

and skin color, which may transmit confidence orfear.


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Paralanguage

Such as voice quality, volume, speech rate, pitch and

laughing that may transmit approval, nervousness,

confidence, enthusiasm or excitement.

Proxemics

Such as the way people use and perceive space, seating

arrangements and conversational distance that

transmit approval or pleasure.


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ENVIRONMENT

Such as building and room design, furniture and

interior decorating, light, noise and cleanliness.

Time

Such as being late or early, keeping otherswaiting.

4. technological communication

It is a broad category of communication that iscontinuously changing and rapidly influencing

how, when and where managers communicate.


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CHANNELS OF

ORGANIZATION

COMMUNICATION

1.Formal organization communication

Aim:For effective communication and theachievement of organizations goals.

(a)Vertical communication:The flow of information both up and down the

chain of command.

~Downward communication

Flows from individuals in higher levels of theorganization to those in the lower levels,such as official memos, policy statements,instructions, rules and work schedules.


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2.Informal organizational

communicationSingle strand

Mr.A tells something to Mr.B,who tells it toMr.C,and so on down the line.As theinformation reaches the person down the line

the news become inaccurate.

Gossip

One person seeks out information and tellseveryone the information that he has

obtained.T

he information conveyed isusuallyintersting and not job-related.

2.Informal organizational

communicationSingle strand

Mr.A tells something to Mr.B,who tells it toMr.C,and so on down the line.As theinformation reaches the person down the line

the news become inaccurate.

Gossip

One person seeks out information and tellseveryone the information that he has

obtained.T

he information conveyed isusuallyintersting and not job-related.


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Probability

The individuals are different about whomthey offer the information to.They tell people

at random and those people in turn tell others

at random or may not convey it to others.The

information conceyed is mildly interesting butnot important.

Cluster

A person conveys the information to a few

selected individuals,some of whom then

inform a few selected others


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COMMUNICATION IS

SUCCESSFUL WHEN??

There is shared

understanding

The receiver understands

the thoughts and feelings

that the sender is sending


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THE COMMUNICATION

PROCESS

The sender initiates the communicationprocess by sending information to thereceiver ( the person for whom the

messages is intended) the sender has ameaning he wishes to communicate andencodes the meaning into symbols(word,sounds)

The sender sends the message througha channel (verbal medium air or writtenmedium-paper)


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The receiver decodes the message

(reads and interprets the meaning)

Receiver may provide feedback.when

there is feedback from the receiver,then

there is two way communication.

The communication process is often

hampered by noise or interference along

the way,that blocks perfect

understanding.


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BARRIERS TO EFFECTIVE

COMMUNICATION

1.Cross cultural diversity~the greater the different between

the senders and receivers cultures,the greater the

chance for miscommunication.

2.Trust and credibility~lack of trust can cause the receiver

to look for hidden meanings in the senders messages.

3.Information overload~

(a)Failing to process or ignoring some of the information]

(b)Processing the information incorrectly

(c)Delaying the process of information until the information

overload abates


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(d)Searching for people to help process some of the

information

(e)Lowering the quality of information processing

(f)Withdrawing from the information flow

4.Language characteristics.

5.Gender differences.

6.Other factor~time-pressure,one way

communication,physical distraction,individual

perceptions,noise.

(d)Searching for people to help process some of the

information

(e)Lowering the quality of information processing

(f)Withdrawing from the information flow

4.Language characteristics.

5.Gender differences.

6.Other factor~time-pressure,one way

communication,physical distraction,individual

perceptions,noise.


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OTHER BARRIERS TO EEFFECTIVE

COMMUNICATION

OTHER BARRIERS TO EEFFECTIVE

COMMUNICATION

Differing perception ~different background of knowledge

and experience often perceive the same things differently.

Language differences~cause different individual

perception.

Noise~disturbs or interferes with communication.


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Emotional reactions~ anger,love,hate,jealousy,fear,embarrassment,can

influence how we understand othersmesegge and how we influence others with

our messeges.

Inconsistent verbaland non verbal communication~ the

messeges that we send and receive are strongly influenced by non verbal factors

Distruct~a senders credibility is always in the mind of the receiver that

influence the receivers trust or distruct of the message.

Emotional reactions~ anger,love,hate,jealousy,fear,embarrassment,can

influence how we understand othersmesegge and how we influence others with

our messeges.

Inconsistent verbaland non verbal communication~ the

messeges that we send and receive are strongly influenced by non verbal factors

Distruct~a senders credibility is always in the mind of the receiver that

influence the receivers trust or distruct of the message.


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OVERCOMING BARRIERS TO EFFECTIVE

COMMUNICATION

OVERCOMING BARRIERS TO EFFECTIVE

COMMUNICATION

1.Overcoming differing perceptions

Explained clearly

Tryto learn the receivers background

Ask question if the subject is not clear

2.Overcoming differences in language The meaning of unfamiliar or technicalterms must be explained in

simple and directlanguages

Senderasks the receiver to confirm or restate the main points of the

message.

3.Overcoming noise

Eliminate it.


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4.Overcoming emotional reactions Understand the situation.

Be a goodlistener

Payattention to what theysay

5.Overcoming inconsistent verbal and non verbal

communication Become aware and guard oneselfagainst sending false

messages

Analyze the non verbalcommunication ofan individualto prevent from getting the wrong signals

6.Overcoming trust Creating trust can be developed through consistent

performances


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ACHIVING COMMUNICATION EFFECTIVENESS

Seek to clarify your ideas before

communication.

Examine the true purpose of each

communication.

Consider the total physical and human setting

whenever you communicate.

Consult with others,when appropriate,in

planning communications


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Be mindful while communicate of the overtones rather

than merely the basic content of you message

Take opportunity,when it arises,to convey something of

help or value to the receiver.

Follow up your communication

Communicate for tomorrow as well as today

Be sure your actions support your communications

Seek to be understood and olso to understand-be a good

listener.


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THE IMPORTANCE OF NONVERBAL

COMMUNICATION

The sharing of information without

using word to encode thoughts.

More influence on the effect of the

messages.

Use nonverbal message to

complement the verbal message

whenever possible.

The sharing of information without

using word to encode thoughts.

More influence on the effect of the

messages.

Use nonverbal message to

complement the verbal message

whenever possible.


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~Thank you

forlistening~

Presentation3 COMMUNICATION Edited

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