COMMUNICATION Interact Before You Act

CONCEPTS

Words Mean Different Things to Different People.

The Initiation of a Message Provides No Assurance It Has Been Received.

Communications Often Become Distorted as They Are Transmitted.

DEFINITION

“Communication is transfer of information from one person to another, whether or not it elicits confidence. But the information transferred must be understandable to the receiver.” – G.G. Brown

“ A tool that makes societies possible and distinguish human from other societies.”- Schramm  

“The transmission of information, ideas, emotions, skills through the use of symbols, words, pictures, figures, and graph.” - Berelson and Steiner

“Communication is the process of transmitting ideas, information and attitudes from the source to a receiver for the purpose of influencing with intent.”- Rogers

“All those planned or unplanned processes through which one person influences behaviour of others.” - Kar

FUNCTIONS OF COMMUNICATION

ControlMotivationEmotional Expression Information

THE COMMUNICATION PROCESS

What is the nature of communication in organizations?

Source: encodes an intended meaning into a messageReceiver :decodes the message into a perceived

meaning

Noise :any disturbance that disrupts and interferes with the transference of messages

DIRECTION OF COMMUNICATION UPWARD – Message flows from lower level to upper level

DOWNWARD – Message flows from higher level to a lower level

LATERAL - Message flows in the same horizontal level

INTERPERSONAL COMMUNICATION

Oral Communication: Oral communication implies communication through mouth i.e.  face to face communication.

Written Communication:Written communication involves any type of interaction that makes use of the written word.

Nonverbal Communication: Nonverbal communication is usually understood as the process of communication through sending and receiving wordless messages between people.

Oral Communication:

Advantages: More effective Speedy and Economical Immediate feedback More transparent

Disadvantages: Fear of distortion of message No permanent records Unsuitable for lengthy communication Emotional barriers Spontaneous response not well thought

Written Communication:

Advantages: More precise and explicit Permanent records Less distortion of message Emotional barriers avoided Suitable for lengthy communication

Disadvantages: Costly Need not clear doubts  Time-consuming  Feedback is not immediate. 

Nonverbal Communication:

Advantages: More precise and explicit Permanent records Less distortion of message Emotional barriers avoided Suitable for lengthy communication

Disadvantages: Costly Need not clear doubts  Time-consuming  Feedback is not immediate. 

Organizational Communication:

Formal Small-Group NetworksThe GrapevineComputer- Aided CommunicationKnowledge Management

Organizational Communication: (cont..)

Formal Small-Group Networks1.Chain Network – follows formal chain of command.

2. Wheel Network – follows the central figure

3.All-channel Network – all members communicate with each other.

Organizational Communication: (cont..)

The Grapevine: The communication stretches throughout the organization in all directions irrespective of the authority levels. The grapevine is used to spread information bypassing the formal communication structure. Just like the grapevine plant: it spreads in random ways and it goes where it can.

Organizational Communication: (cont..)

Computer- Aided Communication:1. E- Mail- Electronic mail, commonly known as email or e-mail, is a

method of exchanging digital messages from an author to one or more recipients. Modern email operates across the internet or other computer networks.

2. Instant Messaging- Instant messaging (IM) is a form of communication over the internet, that offers an instantaneous transmission of text based messages from sender to receiver.

Organizational Communication: (cont..)

3. Intranet and Extranet Links - An intranet is a private network that is contained within an enterprise and only people working in that particular organisation have access. Whereas, Extranet links connect internal employees with selected suppliers, customers, and strategic partners.

4. Videoconferencing – It permits employees in a organization o have meetings with people at different locations. Live video and audio of members allow them to see, hear, and talk with each other.

Organizational Communication: (cont..)

Knowledge management – The process of organizing and distributing an organization's collective wisdom so that the right information gets to the right people at the right time.

Communication Barriers:

Filtering- A sender purposely manipulates information so it will be seen more favourably by the receiver.

Information Overload- The information inflow exceeds the processing capacity of the individual.

Selective Perception- The receivers in the communication process selectively and hear based on their needs, motivation, experience, background and other personal characteristics.

Emotions – The receiver’s mood at the time of receiving the message influences the way he interprets the message.

Language- The diverse background of people hinders effective communication.

Communication Apprehension – Undue tension and anxiety about oral communication or written communication or both.

Current Issues in Communication

Communication barriers between Men and WomenSilence as Communication Politically Correct Communication

Cross- Cultural Communication

Cultural BarriersCultural ContextA Cultural Guide