Communication Communication

COMMUNICATION COMMUNICATION

CONCEPT OF COMMUNICATION It is an exchange of facts, ideas, opinions, or emotions by two or more persons. OR It’s a process by which people seek to share meaning via the transmission of symbolic languages.

Functions of Communication • • • •

Control Motivation Emotional Expression Information

The Communication Process

Source

Encoding

Channel

Feedback

Decoding

Receiver

COMMUNICATION PROCESS • SENDER:The sender of the message is the person who intends to make contact with the objective of passing the message to the other person. • ENCODING:since the subject matter of communication is abstract and intangible,its its transmission requires the use of certain symbols such as words,pictures,gestures e.t.c

• CHANNEL: message encoded in symbols is transmitted by the sender through a channel like written form,persnol contact,phone call e.t.c. • DECODING:It’s a reverse process of encoding.the reciver of the message decodes the symbolic message. • RECIEVER:The person to whome the symbols are transmitted,is deemed to be the reciever of the message.

SIGNIFICANCE OF COMMUNICATION INFORMATION PURPOSE COMMAND AND INSTRUCTIVE PURPOSE. INFLUENCE AND PERSUASSIVE FUNCTION INTEGRATIVE FUNCTION.

COMMUNICATION SYMBOLS • Written Communication • Oral Communication • Non Verbal communication • Pictorial Communication

ORAL COMMUNICATION Includes face-to-face conversation, Conversation over phone, radio, interviews, group discussion, meetings, conferences, seminars, etc.

MERITS OF ORAL COMMUNICATION • • • • • • • •

Saves time Saves money More forceful Conveys shades of meaning Immediate clarification Immediate feedback Can be informal More effective with groups

DEMERITS OF ORAL COMMUNICATION • Not possible for distant people in the absence of mechanical devices • Unsuitable for lengthy messages • Messages cannot be retained for long • No legal validity • Greater chances of misunderstanding

WRITTEN COMMUNICATION Includes letters, circulars, memos, reports, forms and manuals, etc. Everything that has to be written and transmitted in the written form falls in the area of written communication.

MERITS OF WRITTEN COMMUNICATION • • • •

Accurate Permanent record Legal document Can reach large no. of people simultaneously.

DEMERITS OF WRITTEN COMMUNICATION • • • • •

Time consuming Lack of secrecy Expensive Quick clarification not possible Overemphasis on formalization

NON VERBAL COMMUNICATION Includes body movements,intonations,facial expressions,and the physical distance between the sender and receiver of the message.

PICTORIAL COMMUNICATION • Includes pictures,graph,diagrams,charts,e.t.c. • Organization make extensive use of pictures,such as blueprits,programme charts,maps,visual aids in training programmes.

COMMUNICATION NETWORK • A network is a structured fabric of organization,made up of system of lines,or channels,which are interconnected. • These network channels or lines used to pass information serially from one person to another…

TYPES OF COMMUNICATION NETWORK

• FORMAL CHANNEL • INFORMAL CHANNEL

FORMAL CHANNEL

CHAIN

WHEEL

FREE FLOW

INFORMAL CHANNEL

SINGLE STRAND

GOSSIP

COMPUTER BASED COMMUNICATION • ELECTRONIC MAIL • INTRANET AND EXTRANET LINK • VIDEOCONFERENCING

DIRECTION OF COMMUNICATION FLOW • DOWNWARD COMMUNICATION FLOW: Communication in this type of flow includes 1.Order and direction about job. 2.Directions about understanding of job & relation with other job. 3.Organizational policies and procedures. 4.Feedback of subordinates’ performance. 5.Reprimands and criticism. 6.Questions inviting upward communication

UPWARD COMMUNICATION FLOW •

This type of communication includes:

• • • • • • • • • •

1. subordinates’ work performance 2. problems relating to work. 3. performance appraisal for subordinate. 4. feedback of understanding instructions,orders e.t.c. 5. clarifications of order. 6. opinion,attitude,feelinf e.t.c. 7. procedures,methods,practices. 8.criticism 9.new idea &suggessiom 10. personal and family problem.

HORIZONTAL COMMUNICATION • It is the flow of information between persons of the same hierarchical level. • Horizontal communication is impended in the organization that overstresses functional departmentalization.

BARRIERS IN COMMUNICATION • • • •

SEMANTIC BARRIERS PSYCOLOGICAL BARRIERS ORGANIZATIONAL BARRIERS PERSONAL BARRIERS

SEMANTIC BARRIERS • • • • •

1. Symbols with different meaning. 2. Badly expressed message 3. Faculty Translations 4. Unclarified Assumption 5. Specialist’s language

PSYCOLOGICAL BARRIERS

• Premature Evaluation • Inattention • Loss by transmission and poor Retention • Undue reliance on the written word • Distrust of communicator • Failure to communicate

ORGANISATIONAL BARRIERS • • • • •

Organisational policy Organisational rules and regulation Status relationship Complexity in organisation structure Organisational Facilities

PERSONAL BARRIERS • • • • • • •

Attitude of seniors Fear of challenge to authority Insistance on Proper channel Lack of confidence in subordinates Ignoring communication Lack of time Lack of awareness

ESSENTIALS OF EFFECTIVE COMMUNICATION • • • •

ADEQUACY CLARITY TIMING INTEGRITY

STEPS TO MAKE COMMUNICATION EFFECTIVE • • • • • • • •

Clarity in idea Purpose of communication Empathy in communication Two-way Communication Appropriate language Supporting words with action Credibility in communication Good listning