communication

MANAGERIAL COMMUNICATION

COMMUNICATION

Communication is defined as interchange of thoughts, opinions or information, by speech, writing or signs.

- Robert Anderson

It is a two way process. it has four specific skills. It is the life blood of the business.

MANAGERIAL COMMUNICATION

Communication is the process of exchanging information in a way that achieve mutual understanding between two or more people about work related issues. Communication plays a vital role in planning, organizing, directing, and controlling the activities of an organization by the managers.

It also helps in motivating people to obtain their willingly cooperation.

ROLES OF COMMUNICATION

• Better Planning

• Effective Operations

• Decision Making

• Controlling

• Co-ordination

LEVELS OF COMMUNICATION

There are two types of communication:

Interpersonal Communication

Organizational Communication

INTERPERSONAL COMMUNICATION

How do group members transfer meaning between and among each others.

There are three basic methods to explain interpersonal communication:

ORAL

WRITTEN

NON-VERBAL

ORGANIZATIONAL COMMUNICATION

It is the kind of communication which is used in an organization.

There are three types of organizational communication. They are:- Network Communication Computer Aided Communication Knowledge Management

CHANNELS OF COMMUNICATION

They are used for achieving the common goals of organization by exchange the ideas continuously.

Communication Channel

Formal communication Informal communication

Upward Communication

Horizontal Communication

Downward Communication

• Formal Communication– communication that follows the official chain of command or is

communication required to do one’s job

Written and Oral

Formal Relation

Prescribed Path

Organizational Message

CONTD…

TYPES OF FORMAL COMMUNICATION

Downward Communication: flows from managers to employees and is used to inform, direct, coordinate and evaluate employees.

Upward Communication: flows from employees to managers in the form of suggestions, feedback.

Horizontal Communication: flows between individuals at the same level in the organization.

INFORMAL OR GRAPEVINE COMMUNICATION CHANNEL

Informal Communication

– Communication within an organization that is not officially sanctioned

– Permits employees to satisfy their needs for social interaction creates alternative, and frequently faster and more efficient, channels of communication

TYPES OF GRAPEVINE CHAIN

Prof. Keith Devis has given the following four types of grapevine chains.

1. Single Strand Chain:

2. Gossip Chain:

A ECB D

A

G C

FD

E

B

CONTD…

3. Probability Chain:

4. Cluster Chain:

A

B

C

F

D

G

E

H

J

I

A

B C

E F G H I

D

BARRIERS TO EFFECTIVE COMMUNICATION

Problems/barriers to communication may arise at any of the following levels in a communication process:-

• The sender’s level

• The receiver’s level

• The transmission level

• The feedback/reaction level

TYPES OF COMMUNICATION BARRIERS

Noise Filtering Selective perception

LanguageEmotionsInformation Overload

Apprehension Cultural Barriers Poor listening

Premature evaluation

TYPES OF COMMUNICATION BARRIERS

1. Noise:- It means interference that occurs in a signal and prevents us from hearing properly.

2. Filtering:- It is the deliberate manipulation of information to make it appear more favourable to the receiver.

• Extent of filtering affected by:

– the number of vertical levels in the organization

– culture of the organization

3. Selective Perception :- What the receivers selectively see and hear is influenced by their attitudes, needs, background, and experience.

4. Information Overload :- Information available exceeds processing capacity.

• Frequent complaint of executives

• Individuals tend to select out, ignore, pass over information

5. Emotions :- Interpretation of a message gets affected by the way the receiver feels.

• Extreme emotions likely to hinder effective communication

6. Language :- Meaning of words differs among people with diverse backgrounds.

• Specialized terminology/jargons may be used by a group

• Even those who speak the same language may use it quite differently

7. Apprehension :- Apprehension or anxiety may arise in oral communication, written communication or both.

• High-oral-communication apprehensives distort the communication demands of jobs

8. Cultural Barriers :- In international environment, cultural differences often cause communication problems. There exist four specific problems related to language difficulties in cross-cultural communications.

• Barriers caused by semantics

• Barriers caused by word connotations

• Barriers caused by tone differences

• Barriers caused by differences among perceptions

9. Poor listening :- It causes serious problems in communication.

• People getting too much involved in their own problems and having their own egos

• They don’t pay attention to the speaker

10. Premature evaluation :- People who have such habits may be irresponsive and jump to conclusions without logical deduction from the objective situation.

OVERCOMING BARRIERS TOEFFECTIVE COMMUNICATION

Solutions

Clarity in Idea

Simplify language

Proper Channel

Practice Empathy

Use Feedback

Listen actively

OVERCOMING BARRIERS TOEFFECTIVE COMMUNICATION

1. Clarity in idea :- Senders must clarify the purpose of the message that they want to communicate.

2. Simplify language :- Semantic problems can be solved by using simple language and avoiding connotations.

3. Proper channel :- It is essential for the orderly flow of information. It depends on the requirement of information to be transmitted.

4. Practice empathy :- Put yourself in the recipient’s shoes.• Perceive the problem from recipient’s point of view.• Try to see the recipient’s values, experiences and frame

of reference.

5. Use feedback :- Ask a set of questions about a message to determine whether it was understood as intended.

•Ask receivers to restate the message in their own words.

6. Listen actively :- Listen carefully to the sender for fully understanding the meaning of his/her message.

• Restrain premature judgments or interpretations.• Enhanced by developing empathy with sender.