Communication

• Communicare means share or

participate
 Communication
 Communication constitutes a very important
management function.It is an established fact
that managers spend 75% to 90% of their
working time in communication with others.
 Communication Defined
According to Brown;
“ A process of transmitting ideas or thoughts from one
person to another ……for the purpose of creating
understanding in the thinking of the person receiving the
communication.”
Luthan defines communication as; “The
transmission of commonly meaningful information. It
is a personal process that involves the exchange of
behaviours.”
 Nature of communication

• Involves at least Two people

• message is must
• Communication may be written, oral
• Communication is a two way process
• It can be formal or informal
• it’s a integral part of process of exchange
•
•
Main objective of communication is supplying
and receiving information through verbal and
nonverbal medium
Information is different from data . Data are

signs, symbols or character without meaning

and information is processed data with
meaning

vertical
ADVICE CAN BE

Horizontal
EFFECTIVE ADVICER
 Should be work oriented
 Should Friendly in nature
 should Promote understanding
 Two way channel of communication




vti
It is an authoritative
communication
vIt is ether internal or
downward communication
FOR AN EFFECTIVE ORDER
 Information should be Clear And
Complete
 Execution should be possible
 Order should be given in friendly way
suggestion
 Proposals to higher authority by subordinates .
 It indicates change required in the existing

procedural and operational matters .
 Horizontal or vertically upward .
 Make the provision of suggestion boxes.



The Communication Process
Basic Model
5.
Feedback travels
to sender

1. 2. 3. 4.
Sender Sender Message Receiver
has idea encodes travels decodes
idea in over message
message channel

6.
Possible additional
feedback to receiver
 Eight essential parts

– Sender: initiates information

– Encoding: process to prepare information
– Message: information to be communicated
– Channel: medium of the message
– Receiver: person to whom message is sent
– Decoding: process of translation by receiver
– Feedback: message returned by receiver to
sender

 Human/personal barriers
1.Personal emotions
2.Biases
3.Perceptual variation
4.Competencies
5.Sensual abilities
6.Mental faculties (sight ,taste ,hearing)
 Semantic
1.Word interpretation
2.Gesture decoding
3.Language translation
4.Sign and symbol
5.Cue meanings
 Technical

1.Space and geographical distance

2.Mechanical failures
3.Physical obstruction
4.Time lag
5.Technological malfunctioning
 Overcoming the Obstacles
• Realize that communication is imperfect.
• Adapt the message to the receiver.
• Improve your language and listening skills.
• Question your preconceptions.
• Plan for feedback.
•
 Type of communication
On the basis of Direction


§ Downward communication
§ Upward communication
§ Horizontal communication
§ Diagonal communication

 Upward / downward
Types of communication
diagonal
horizontal

xxxxx

xxxxx xxxxx xxxxx

xxxxx xxxxx xxxxx xxxxx xxxxx xxxxx

 Communication Flowing
through Formal Channels

Downward Horizontal Upward

Management directives Task coordination Employee feedback
Job plans, policies Information sharing Progress reports
Company goals Problem solving Reports of customer
Mission statements Conflict resolution interaction, feedback
Suggestions for
improvement
Anonymous hotline
On the basis of relationship
Formal communication
Informal communication

Formal communication:
Associated with Organization
structure and travels
through formal channels.
Eg. Departmental Meeting
Special Interviews
15-13

The Grapevine
The Grapevine: represents the unofficial communication
system of the informal organization.

Ø The grapevine is characterized most frequently as a

cluster pattern in which
Ø one individual passes along information to other
people,
Ø who in turn communicate the information to selected
others
Ø faster than formal channels
Ø about 75 percent accurate
Ø used when people are insecure and faced
 with organizational change
Ø used by employees to acquire the majority of
their on-the-job information
 Type of communication (cont.)
On the basis of channel
a.Verbal Communication
Oral and Written
b. Non-Verbal Communication
Facial expressions
Gestures and mannerisms
Body position
 Forms of Communication Flowing
through Formal Channels

Written Electronic
Oral
Executive memos, letters E-mail
Telephone
Annual report Voicemail
Face-to-face conversation
Company newsletter Instant Messaging
Company meetings
Bulletin board postings Pagers
Team meetings
Orientation manual Cell Phones
Intranet
Web Sites
Videoconferencing
What to communicate? Factual information ,opinions
and attitudes

How to communicate? Verbally and non verbally

What to expect ? Compliance behaviour;changed

behaviour
 Essentials of effective
communication in business;

1.Make communication a top priority.

2.Be open to other people.
3.“Create a receptive environment for
communication
4.Choose a common platform of
understanding (language, vocabulary
…)
Barriers to communication
 Human/personal barriers
1.Personal emotions
2.Biases
3.Perceptual variation
4.Competencies
5.Sensual abilities
6.Mental faculties (sight ,taste ,hearing)
 Semantic
1.Word interpretation
2.Gesture decoding
3.Language translation
4.Sign and symbol
5.Cue meanings
 Technical
1.Space and geographical distance
2.Mechanical failures
3.Physical obstruction
4.Time lag
5.Technological malfunctioning
 Overcoming the Obstacles
• Realize that communication is imperfect.
• Adapt the message to the receiver.
• Improve your language and listening skills.
• Question your preconceptions.
• Plan for feedback.
•
 7 C’s of communication-

• 1. Candid
• 2. Clear
• 3. Complete
• 4. Concise
• 5. Concrete
• 6. Correct
• 7. Courteous
THANK YOU