Communication: By:anurag Chopra Bbs-1 Year

COMMUNICATION by:Anurag Chopra BBS- 1 year

Overview       

Definition of Communication Process of Communication Functions of communication Importance of communication Direction of communication Types of communication Barriers of communication

Communication 

According to Koontz and O’ Donnell, “ communication is an intercourse by words, letters, symbols or message, and is a way that one organization member shares meaning and understanding with another ’’.

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According to Louis Allen, “ communication is the sum of all the things one person does when he wants to create understanding in the mind of another.

The Communication Process 

The communication model consists of seven parts:  Source  Encoding  Message  Channel  Decoding  Receiver

and  Feedback.

Cont… 

Source: initiates a message by encoding a thought.

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Message: is the actual physical product from the source encoding.

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Channel: is the medium through which the message travels.

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Receiver: is the object to which the message is directed.

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Decoding: The process of reconverting a coded message to the message from which it was encoded .

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Feedback: It determines whether understanding has been achieved.

Functions of Communication 

Control: Organizations have authority hierarchies and formal guidelines that employees are required to follow.

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Motivation: clarifies to employees what is to be done, how well they are doing, and what can be done to improve performance.

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Emotional expression :provides a release for the emotional expression of feelings and for fulfillment of social needs.

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Information :provides the necessary knowledge and information to the employees

Significance of communication          

Basis of decision-making Sound planning Effective implementation of plans Better controlling Employee motivation Coordination Facilities change Employee participation Human relations Public relations

Communication Fundamentals Direction:   

Downward Upward horizontal

Interpersonal: Interpersonal  

Written oral

Organizational:   

Formal Informal Computer aided

Direction of communication 

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Downward Communication : flows from higher level of an organization to lower level. e.g.. managers communicating with employees. Upward communication :flows to a higher level in the group from lower level .e.g.. feedback from employee. Horizontal communication: within the members of the same work group . e.g.. Coordination among employees at same level helps to save repetition of work.

Interpersonal communication 

Oral communication: Speeches, interviews, meetings, group discussions, grapevine.

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Written communication: letters, electronic mail, fax transmission, organizational periodicals, notices

Cont… 

Non-verbal communication: body movements, gestures,touch,smell,emphas is on words, facial expressions, and physical distance

Cont..

Organizational communication 

Formal communication:

1)

chain : follows the formal chain of command . wheel :relies on a central figure to act as the conduit. all-channel network: permits all group members to actively communicate with each other .

2) 3)

Formal Communication Networks

Chain

Wheel

All Channels

Cont.. 

Informal communication

It has following characteristics: 1. It is not controlled by management. 2. It is perceived as being more believable and reliable than formal communiqués issued by the top management. 3. It is largely used to serve the self-interests of the people within it.

Cont… Computer aided communication: 1. electronic mail: uses the Internet to transmit and receive computer-generated text and documents. 2. intranet and extranet links: Intranet links act like a Website but to which only people in an organization have access . Extranet links connect internal employees with selected suppliers, customers, and strategic partners 3.Videoconferencing: It permits employees in an organization to have meetings with people at different locations. 

Barriers to Effective Communication     

Wrong choice of medium: decision whether to choose written, oral or non verbal form of communication Physical barriers: noise,distance,time,information overload Semantic Barriers:words with different meaning,denotion and connotation,bad expression,faulty translations Different comprehension of reality:abstracting,slanting,inferring Socio psychological barriers: attitudes and opinions,emotions,status and fear, closed mind,inattension,distrust,premature evaluation, poor retention, resistance to change.

Current issues in communication The current issues related to communication in organizations are :  Communication barriers b/w women and men  Silence as communication  Politically correct communication

Guidelines for effective communication 1.)Completeness:   

Provide all necessary information. Answer all question asked. Give something extra when desirable.

2.)conciseness:  eliminate wordy expressions.  Include all relevant material.  Avoid unnecessary repetition. 3.)consideration:   

Focus on “you” instead of “I” and “we”. Show audience interest in receiver. Emphasize positive pleasant facts

Cont.. 4.)Concreteness:   

Use specific facts and figures. Put action in your verbs. Choose vivid image building words.

5.)clarity:  Choose precise, concrete and familiar words.  Construct effective sentences and paragrap.

Cont.. 6.)courtesy:   

Be sincerely tactful,thoughtful,appreciative. Use expressions that show respect. Choose non discriminatory expressions.

7.)correctness:  Use the right level of language.  Check accuracy of facts, figures and words.  Maintain acceptable writing mechanism.

Thank you…