communication stephen robin

Made By: Asfand & Tooba (DIHE Sukkur Campus)

CommunicationPresented By:Asfand Siddiqui & Tooba Fatima


CommunicationCommunication is simply the act of transferring information from one place to another.


Communication Functions

Functions

Control: Communication controls member behavior in several ways

Motivation: Communication fosters motivation by clarifying for employees what is to be done, how well they are doing, and what can be done to improve performance.

Emotional expression: For many employees, their work group is a primary source for social interac tion.

Information: The final function that communication performs is related to its role in facilitating decision making.


Communication Process(1) Sender:The person who intends to convey the message with the intention of passing information and ideas to others is known as sender or communicator.

(2) Ideas:This is the subject matter of the communication. This may be an opinion, attitude, feelings, views, orders, or suggestions.

(3) Encoding:Since the subject matter of communication is theoretical and intangible, its further passing requires use of certain symbols such as words, actions or pictures etc. Conversion of subject matter into these symbols is the process of encoding.

(4) Communication Channel:The person who is interested in communicating has to choose the channel for sending the required information, ideas etc. This information is transmitted to the receiver through certain channels which may be either formal or informal.


Communication Process(5) Receiver: Receiver is the person who receives the message or for whom the message is meant for. It is the receiver who tries to understand the message in the best possible manner in achieving the desired objectives.

(6) Decoding: The person who receives the message or symbol from the communicator tries to convert the same in such a way so that he may extract its meaning to his complete understanding.

(7) Feedback:Feedback is the process of ensuring that the receiver has received the message and understood in the same sense as sender meant it.


Communication ModelIDEA

Encoding

Decoding


Sources of Distortion

Communication Apprehension

Distortion of the message can take place at any step of communication.For example, voice of sender may get mixed up with other environmental noises. The receiver may again receive only part of the message, and may also distort the message during the process of receipt

Communication apprehension is fear associated with communication with another person. According to research, 31 percent of elementary school students experience some level of communication apprehension.


Direction of CommunicationThe basic purpose of designing such communication is to connect various sub-systems of Organization and coordinating their functioning for achieving Organizational goals. Such communication is official and part of formal Organization which operates through formal relationship of superior and subordinate.


Direction of Communication

President

Manager

Employee

DOWNWARD

DOWNWARD



President

Manager

Employee

UPWARD

UPWARD



Sales Manager Production Manager Purchase Manager

HORIZONTOL OR LATERAL


Formal Vs Informal Networks

Formal

• Formal communication networks facilitate official communication within any organization.

Informal

• Informal communication networks are characterized by unofficial and unpredictable communication.

Both networks may include small or large groups of people


Formal Vs Informal Networks


Non-Verbal CommunicationNonverbal Communication has been defined as communication without words between two or more people.

Haptics

FacialExpression

s

Gestures

Posture

Signs &

Symbols


Choice of Communication ChannelsCommunication Channel isA medium through which a message is transmitted to its intended audience, such as print media or broadcast (electronic) media.

Channel richness refers to the amount of information that can be transmitted from one person to another during any given communication. The more information that can be passed, the richer the channel


Barriers to Effective Communication

Filtering: Filtering implies willful distortion of information. This problem usually arise in upward communication. In upward communication, employees tend to pass only those messages that create positive impression about them.

Defensiveness: Defensive behavior is the primary barrier to effective communication because when a person is being defensive they actually don’t really listen to the other person.

Language barriers are the most common communication barriers which cause misunderstandings and misinterpretations between people.

Selective perception is the process by which individuals perceive what they want to in media messages while ignoring opposing viewpoints. It is a broad term to identify the behavior all people exhibit to tend to "see things" based on their particular frame of reference.


The CEO Must Be committed to the Importance of Communication

The CEO helps a transformation succeed by communicating its

significance, modeling the desired changes, building a strong top team,

and getting personally involved.


Managers Match Actions and Words

Commitment to Two Way Communication

Ineffective programs are dominated by downward Communication. Successful Programs Balance downward Communication and Upward Communication.

As We have noted Previously, Actions Speak Louder than words. The Employees will listen to what management has to say regarding changes being made and where the company is going, but these words must be backed up by matching actions .


Emphasis On Face to Face Communication

In face to Face Communication the rich material of Information can be transferred. Non verbal cues can be analyzed, the receiver satisfied more than e-mail, letters etc, and the quick response we gain.

Shared Responsibility for Employee Communications

There is a responsibility on the shoulders of Supervisor or Manger to share information among employees or works who work under them taking from Top Management in order to minimize ambiguity.


Dealing With Bad News

The Message is shaped for its Intended Audience

Different people in the organization have different information needs. Managers designs the communication programs according to the need of employees, what they have to know? When do they need to know it? etc

All Organizations face Complaints, have product failure, delivery delays, or similar problems. So, they communicate for better solutions.


Treat Communication as Ongoing Process

These leading companies viewed employee communications as a critical management process. This is illustrated by five common activities in which these firms engaged

Managers convey the Rational Underlying Decisions

Timeliness is Vital

Communicate Continuously

Link the “Big Picture” with the “Little Picture”

Don’t dictate the way people should feel about the News


Current Issues in Communication

Men speak and hear a language of status, power and independence.For many men, conversations are a means to preserve independence and maintain status.Women speak and hear the language of connection and intimacy.For many women, conversations are negotiations for closeness in which people try to seek and give confirmation and support.


In an increasingly diverse workforce, we must be sensitive to how words might offered others.

But eliminating words reduces options for conveying messages in the cleanest and most accurate form.


1. Semantics: Words mean different things to Different people.

2. Word Connotations: Words imply different things in different languages.

3. Tone Differences: in some cultures tone changes depending on context.

4. Difference among perception: Different words views.


Possible to work even you are away from the workstation.For Example: E-mail: Workers devote about 28% of their days to email. It doesn’t provide non verbal cues that the face to face

communication do. Nor does the email communication convey the

emotions. People with high need for social contact, Electronic

communication likely to lead to low job satisfaction.

The EndThank You

communication stephen robin

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