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8/9/2019 Bus Comm 0897-2003


Effective Communication

Functions of Communication

Roles of a Manager Communication Process

Communication Network

Communication skills for Managers. Effective Internal Communication

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Increased Awareness among employees

Improved Customer Relations

Healthier Business Relationships

Quicker Problem Solving Stronger Decision Making

Increased Productivity

Enhanced Professional Image Better quality of documents

Lesser misunderstanding

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Information

Control

Motivation

Emotional Expression

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Interpersonal RolesFigurehead,Leader ,Liaison person

Informational RolesMonitor,Disseminator,Spokesperson

Decisional RolesEntrepreneur,Disturbance handler,Resource allocator,Negotiator

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Phases of the Communication Process:

Transmission phase in which information is shared by

two or more people. Feedback phase in which a common understanding is

assured.

The process starts with a sender (an individual or

group) who wants to share information. Senders must decide what information to share and

puts the message into symbols or language(encoding).

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Barriers to Effective Communication

Messages that are unclear, incomplete, difficult tounderstand

Messages sent over the an inappropriate medium Messages with no provision for feedback

Messages that are received but ignored

Messages that are misunderstood

Messages delivered through automated systems thatlack the human element

Absence of common frame of reference

Semantic difficulties.

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Managers as Senders Send clear and complete messages.

Encode messages in symbols the receiver understands.

Select a medium appropriate for the message and,

importantly, one that is monitored by the receiver.

Avoid filtering (holding back information) and distortionas the message passes through other workers.

Ensure a feedback mechanism is included in themessage.

Provide accurate information to avoid rumors.

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Managers as Receivers

Pay attention to what is sent as a message.

Be a good listener: dont interrupt. Ask questions to clarify your understanding.

Be empathetic: try to understand what the sender

feels. Understand linguistic styles: different people

speak differently.

Speed, tone, pausing all impact communication.

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Downward Communication-Every employee should receive strategic plan copy.

- Every employee should receive an employee handbook containing

updated personnel policies.- A basic set of procedures on how routine tasks are conducted to be

developed and included in the Standard Operating Manual.- Every employee should have a copy of job description and Organizational

Chart.

-Management meetings(Fortnightly) and Full Staff meetings ( monthly) to

be held regularly.- Every employee should receive yearly performance reviews.

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Upward Communication

- Every employee should give regular status report.

- All Supervisors should meet one-on-one regularly (monthly once)

- Feedback from subordinates/others to be acted upon.

-The grapevine communication should be respected.

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The President of an Event

management company ExpoInternational has just come back

from his/her international tour. He /

She wishes to share some importantinformation with everybody in the

company.

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The Supervisor of a Production unit

of a manufacturing company needssome immediate clarifications from

his/her manager on a proposal

he/she has to submit.

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One of your close friend and

fellow Officer Mr. Amit wants toshare with you, in the Company

Canteen, some unhappy incident

that occurred that morning.

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You are team comprising of

Vice President MarketingVice President OperationsVice president HRManager - Marketing

Manager - OperationsManager - HR

Devise Dialogues for a discussion on a new policyrelated to improving communication strategy.

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Observe for a week how people communicate

with you.

Note down the situations where youexperience some difficulty in understanding the

message.

During the next week, discuss these barriers in

the class.

You may work out some strategies for

overcoming the same.

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Study the way news is presented ontelevision, particularly

- timing,- integration of spoken word- pictures, and

- the use of different speakers.

Which techniques did you think were

particularly effective?

bus comm 0897-2003

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