(5th year)me lab2 rev1

8/11/2019 (5th Year)ME LAB2 Rev1

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Communication


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COMMUNICATING

The achievement of the objectives of the organization will depend on the human and non-human elements attached to it. The task of management is to progcorrectly so that each will respond accordingly to their assigned tasks. Standard prohave already been adapted by technologists for most machines programming appelement is different and must be dealt with using methods espoused by behavioral scieperform according to the dictates of their minds. If this is really so, then manageme

through powerful means of persuasion under an atmosphere conducive to effective co

WHAT COMMUNICATION IS

Morris Philip Wolf and Shirley Kuiper define communication as a process othrough symbols, including words and message. Communication may happen besubordinate, between peers, between a manager and a client or customer, betweengovernment representative, etc. It may be done face-to-face, or through printed maelectronic device like the telephone, etc. In management, communication must be

and because it has a cost attached to it, it must be used effectively.


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Communication

Functionof


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FUNCTION OF COMMUNICATION

1.Information information provided through communication may be used for decisiwork levels in the organization. a construction worker, for instance, may be given instruuse of certain equipment. This will later provide him with a guide in deciding which particular circumstances. Another concern is the manager who wants to make surepromoting an employee to a higher position is correct. Through communication, the

will minimize if not eliminate the risk.

2.Motivation function Communication is also oftentimes used as a means to mocommit themselves to the organizationsobjectives.

3.Control function - When properly communicated, reports, policies, and plans definand responsibilities. Effective control is then facilitated.

4.Emotive function When feelings are repressed in the organization, employees are which, in turn, affects performance. Whatever types of emotions are involved, wdissatisfaction, happiness, or bitterness, a means to decrease internal pressure affecting


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Communication

Formsof


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Forms of

Communication

Verbal Communication

Non-Verbal Communication


Oral

Written


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Oral Communication

involves hearing the words o

the sender, although sometimesopportunities are provided for seeing th

senders body movements, faciaexpression, gestures, and eye contacSometimes, feeling, smelling, tasting, andtouching are involved.


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Written Communication

alternative to oral communication is thewritten communication where the sende

seeks to communicate through

the written word.


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The written communication is, sometimes

preferred over the oral communication

because of time and cost constraints.When a sender for instance, cannot

meet personally the receiver due to

some reason, a written letter or memo is

prepared and sent to the receiver.

Written Communication


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Forms of

Communication


Non-Verbal Communication

Non-Verbal Communica


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Non-Verbal

Communicationa means of conveying message

through body language, as well athe use of time, space, touch, clothingappearance, and aesthetic elements.


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Process

CommunicationThe


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Factors that willaffect acceptance

or rejection The accuracy of the message

Whether or not the sender hathe authority to send thmessage and/or require

action; and The behavioral implications fo

the receiver.

TheCommunicat

Process


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Provide Feedback

Depends on the perception of thereceiver, however, this is importanstep may not be made. Even if feedbacis relayed, it may not reach the originasender of the message. This may battributed to the effects of any of thecommunication barriers.


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Communication

Barriersto

THE BARRIERS TO COMMUNICATION


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THE BARRIERS TO COMMUNICATION

Various factors may impede the efficient flow of communication. Any or all, of any point, derail the process. Even if the message is transmitted by the channel, the timof the message may be affected by the factors. These are:

1.Personal barriers2.Physical barriers

3.Semantic barriers

Personal Barriers

Personal barriers are hindrances to effective communication arising fromcharacteristics as a person, sex, age, race, socioeconomic status, religion, education, e

Emotions cloud the communicators ability to judge correctly the real mreceived. People with different values will find it hard to communicate with each other

of a receiver frustrate the communication efforts of the sender.

ys ca arr ersPh i l b i f t i t f t ff ti i ti i


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yPhysical barriers refer to interferences to effective communication occurring

where the communication is undertaken. The very loud sound produced by a passing jeout the voice of a guest delivering a speech. Such distraction does not allow full umeaning of the entire message and is an example of a physical barrier. Physical distances between people, walls, a noisy jukebox near a telephone, etc. An office sometime inhibit a person from meeting the occupant of the office face-to-face. A msecretary) posted near the door may also prevent a person from directly communica

person behind the door. A communication channel that is overloaded may alsoinformation to reach the intended user. Another physical barrier to communicationinstance, how may one expect a person who has lost a loved one to act on an employee?

Semantic Barriers

Semantics is the study of meaning as expressed in symbols. Words, pictures, othat suggest certain meanings. When the wrong meaning has been chosemisunderstanding occurs. Such error constitutes a barrier to communication. A semadefined as an interference with the reception of a message that occurs whmisunderstood even though it is received exactly as transmitted. For example, thsalvagewill have different meanings to an English speaking foreigner than to an ordin

OVERCOMING BARRIERS TO COMMUNICATION


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When communication barriers threaten effective performance, certain measures meliminate them. To eliminate problems due to noise, selective perception, and distractrecommended:

1.Use feedback to facilitate understanding and increase the potential for appropriate a

2.Repeat messages in order to provide assurance that they are properly received.

3.Use multiple channels so that the accuracy of the information may be enhanced.

4.Use simplified language that is easily understandable and which eliminates the possibmixed-up with meanings.

TECHNIQUES FOR COMMUNICATING IN ORGANIZATIONS


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Downward Communication Downward Communication refers to message flows frauthority to lower levels. Among the purposes of downward communication are:

1.to give instructions2.to provide information about policies and procedures3.to give feedback about performance4.to indoctrinate or motivate

Among techniques used in downward communication are as follows: letters, mmanuals, handbooks, and newsletters.Letters are appropriate when directives are complex and precise actions are requiresimple but the result depends largely on employee morale, techniques that provide plike meetings and the telephone, are appropriate. Modern technology has made it phold meetings even if they are thousands of kilometers apart from each other.

Manuals are useful sources of information regarding company policy, procedu

Unlike using persons as sources of information, manuals are available whenever it is neeHandbooks provide more specific information about the duties and privilegworker. It has also the advantage of being available whenever provide a mixture of work-related information. Articles about new hiring, promotions, birthdays of emploanswers about work related issues are presented.

UPWARD COMMUNICATION CONCERNS:


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1.problems and exceptions2.suggestions for improvement3.performance reports4.grievances and reports5.financial and accounting information

DOWNWARD COMMUNICATION CONCERNS:

1.implementation of goals, strategies and objectives2.job instructions and rationale3.procedures and practices4.performance feedback5.Indoctrination

HORIZONTAL COMMUNICATION CONCERNS:

1.interdepartmental coordination2.intradepartmental problem-solving3.staff advice to the departments

Upward Communication


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There is a need for management to provide employees with all the necessamaterial support it can give. The first requirement, however, is for management to knthe employees. This is the primary reason for upward communication. Upward commessages from persons in lower-level positions to persons to persons in lower-level phigher positions. The message sent usually provide information on work progress, prosuggestions for improving output, and personal feelings about work and non-work activ

Among the techniques used in upward communication are: formal griemployee attitude and opinion surveys, suggestion systems, open-door policy, informforces, and exit interviews.

Formal Grievance Procedures- Grievances are part of a normally operating organizatiowith them, organizations provide a system for employees to air their grievances.

Holley and Jennings define grievance as any employees concern over aof the labor agreement that is submitted to the grievance procedure for eventual rerepresent an open, upward communication channel whereby employees can management.

Depending on the size and nature of the company, the grievance procedusingle step or a number of steps. Companies with a collective bargaining agreemenrefer to the grievance procedure spelled out in the law on labor relations.

Employee Attitude and Opinion Surveys-

Finding out what the employees think about


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important. The exercise, however, requires expertise and the company may not be preorganizationsoperation is large enough to justify such activity, then it must be done. Ifoutside research firm is considered, a benefit-cost analysis must be used as a deciding f

Suggestions Systems - Suggestions from employees are important sources of cost-saenhancing ideas. Even if majority of the suggestions are not feasible, a simple meanthem contributes to employee morale.

Open-Door Policy - An open-door policy, even on a limited basis, provides the mopportunity to act on difficulties before they become full-blown problems.

Informal Gripe Sessions-Informal gripe sessions can be used positively if management them. When employees feel free to talk and they are assured of not being penalizemanagement will be spared with lots of efforts determining the real causes of problems

Task Force-When a specific problem or issue arises, a task force may be created and the problem or issue. Since membership of task forces consists of management anpersonnel, integration and teamwork are fostered, creativity is enhanced, and indeveloped.

Exit interviews. When employees leave an organization for any reason, it is of management to know the real reason. If there are negative developments in t

management is not aware of, exit interviews may provide some of the answers.

Horizontal CommunicationH i t l i ti f t t t i di id l f


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Horizontal communication refers to messages sent to individuals or groups from aorganizational level or position. The purposes of horizontal communications are:

1.to coordinate activities between departments

2.to persuade others at the same level of organization

3.to pass on information about activities or feelings.

Among the techniques appropriate for horizontal communications are:telephones, picnics, dinners, and other social affairs.

MANAGEMNT INFORMATION SYSTEM

It was mentioned at the beginning of this chapter that communication may

information function. This means that a way must be devised to allow the organization necessary for effective decision-making. In this regard, companies of various sizes havegather information that will be useful to management.

Management information systems (MIS) is defined by Boone and Kurtz as anproviding past, present, and projected information on internal operations and external decision-making.

The MIS currently used by corporate firms consists of writtenand electronicasending reports, memos, bulletins, and the like. The system allows mangers of the d

within the firm to communicate each other.

The Purposes of MISTh MIS i t bli h d f i Wh l d H t th f ll


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The MIS is established for various reasons. Wheelen and Hunger enumerate them as follo

1.To provide a basis for the analysis of early warning signals that can originate both exte

2.To automate routine clerical operations like payroll and inventory reports.

3.To assist managers in making routine decisions like scheduling orders, assigning ordereordering supplies.

4.To provide the information necessary for management to make strategies or non-prog

Figure 6.5 The MIS and Its Relation with the Different Departments of the Organization


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(5th year)me lab2 rev1

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