managerial communication
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WELCOME YOUNG MANAGERS
Success for YOU in the new global and diverse workplace requires excellent communication skills!
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DEFINITIONS OF TERMS
Communication
Communication originates from the Latin word communicare means to share.
We share/ exchange information, message, news, ideas, feelings, Jokes etc.
Communication helps to establish/set up, sustain, continue, make up/repair, develop a good relationship by shared feelings and
understanding
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Why Communication
Skills employers expect from College Graduates
In a survey ( conducted by the University of Pittsburgh’s Katz Business School) of companies …..
communication skills were cited as the single most important decisive factor in choosing managers.
The survey, points out that communication skills, including written and oral presentations, as well as an ability to work with others, are the main factors contributing to job success.
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WHY Communication ? To help you sleep better!!!
National Association of Colleges and Employers surveyed 480 companies and public organizations. Findings:-.
Among personal qualities possessed by college graduates the ability to communicate effectively was ranked first by employers.
Effective communication is ESSENTIAL for being successful in life.
The biggest source of interpersonal problems is poor communications.
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? WHAT you will be learning
Non-verbal communication
Readingwriting
Public Speaking
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What..Why…How
How we are going learn?
Interaction Written Exercises Oral Exercises Varied Exercises Target different skills and hence varied needs of the participants Keep interest levels high Ensure that the participants enjoy the session
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Listen
Participate – In class (Don’t worry about mistakes)speak out
Participate in activities( have fun )
Use a dictionary Open your bank account-
(vocabulary) Maintain a notebook
exclusively for Managerial communication
What..Why…How… you have to do!!!!
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Communication and Language
• The foundation for communication.is Language• “a system comprised of relatively arbitrary symbols and
grammatical symbols that can be modified or enhanced by members of the community”
• English at workplace: Rapid growth in the demand for English in the workplace
Eg: Over an 18 month period the number of respondents who said English was critical for their jobs rose from 50% to 80%. Only 9% said that their English was sufficient to do their job.
Explosion in general demand for English. Eg: In China, estimated 6,00, 000 new enrolments in private conversation
schools every four to six months( what happens to BPO in India)
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English at workplaceSome research
The hidden cost of poor EnglishThe hidden cost of poor English In some multinational firms, senior managers spend up to In some multinational firms, senior managers spend up to
15 hours a week redrafting junior colleagues’ written 15 hours a week redrafting junior colleagues’ written English.English.
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English in an era of globalization
English is the dominant medium of communication around the world. The language of business, technology, science, the Internet, popular
entertainment and sports. In academia over 50% of all research is published in English. (In some
science fields virtually all studies are published in English.) In all countries surveyed, English has become compulsory at the
elementary level.
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MANAGERIAL COMMUNICATION Module 1
Topics and activities 1. Importance of communication2. Forms of communication3. Communication network of the organization4. Process of communication5. Different stages of communication6. Difference between oral and written communication7. .English Language where and why we go wrong
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Learning Objectives
To help students a) build confidence- shed inhibitionsb) Improve vocabularyc) Improve communication skills d) Understand the importance of communicatione) Understand the communication processf) Get a good idea of the various skills related to communicationg) Develop Effective oral and written communication skills
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Describe the basic process of communication. Identify key barriers to effective communication. Help you develop employability skills and market
yourself to employers Help / tips to be successful managers with effective
communication skills
Learning Objectives
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Our challenge
• To create a classroom environment where
• Communication issues and English usage problems are recognized and managed openly -in a way that promotes learning
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Reading and Reference
Editorials – TOI and ET ( every day) Business Communication – Mary Ellen Guffey (Thomson) Effective Technical Communication –M.Azraf Rizvi ( Tata
McGraw-Hill) Foundations of Business Communication – Dona J Young ( Tata
McGraw-Hill) Business Communication – Theory and application -
Lesikar.Pittit ( AITBS Publishers) Business Communication,cases and Applications-PD Chaturvedi & Mukesh Chaturvedi pearson Education (2004)
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What is Communication:
“a process in which two entities enter into an exchange of information to transmit thoughts, messages, or ideas”
– Scheetz
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What is communication
• The process of transmitting information from one person to another.
• What is effective communication?– The process of sending a
message in such a way that the message received is as close in meaning as possible to the message intended.
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What is Communication
Communication is ...... Common and universal activity for all human beings Basic precondition for all social activity the expression of information or thoughts through speech,
writing, or gestures ”transfer of meaningful information from one person to another”
Communication is the process in which two or more parties exchange information and share meaning.
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Communication skills are essential for Job placement Job performance Career advancement Success in the new world of work Success in life
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Types of Communication
Oral – speeches, meetings, phone calls Non-verbal – touch, facial expression, tone of voice,silence Written – memos, reports, manuals, letters Electronic – e-mail, voice mail, fax, sms
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Role of communication in Business OrganizationsFrequency of Skill Use in Organizations
Communication 4.91Teamwork 4.73Personal (self)Management 4.51Critical Thinking 4.47Leadership 4.46Creativity 3.95Technical/Scientific 3.91Social Responsibility 3.89(Scale of 1-5 ( 5= high)
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Communication is basic requirement FOR…….
Understanding each other
Proper co-ordination of activities
Correct output
Getting the job done effectively
Achieving Organisational goals / Individual goals
(Activity Paper)
Role of communication
in Business Organizations
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Importance of communication in Business Vast majority of problems in business
are caused by ineffective communication in one form or another.
Businesses organizations are essentially human focused –hence role of good communications is extremely important.
The greatest threat to many projects is a failure to communicate.
Strong verbal skills are a key factor in career advancement in all professions.
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A person’s competence and a person’s effectiveness are based on her/his ability to communicate effectively Competence isn’t the problem – How you communicate is ….
Effective communication happens when there is a high correspondence between the sender’s intentions and the receiver’s interpretation of the message
Today’s communications set the tone for tomorrow’s relationships.
As organizations become more global, they realize they must invest in ways to improve communication with people from different countries and cultures.
Role of communication in Business OrganizationsImportance of communication
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Communication and managers
Everything a manager does involves communication.
Planning-organizing-Controlling-Directing-
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Role of Communication in business
In business, communication
can be:
between individuals between individuals and
organisations within a business between a business and an
external organisation
• Cs of communication• CORRECTNESS • CLARITY• CONCISENESS• COURTESY
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Communication Medium
• Channel-The medium through which a message travels
– Person, letter, telephone,body language, video conferencing, Newspaper, TV, light ,sound
signals
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Communication Medium
Choice of Medium is affected by: Need for record Direction of the information flow Number of people to be reached Confidentiality Nature of the information – length, complexity, speed of transfer Cost of the medium
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Communication medium
Whatever the medium of communication- it can fail if : Jargon is used inappropriately Badly written messages are transmitted The message goes to the wrong receiver Information overload takes place-The communication channel
breaks WHOM? Who the communication is aimed at is an important
factor. The nature of the medium and the content may depend on who it
is aimed at. Necessity of being sensitive to the receiver
Should communication be formal or informal?
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Role and importance of communication in business organizations As Marketing Requested It
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Role and importance of communication in business organizations As Sales Ordered It
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Role and importance of communication in business organizationsAs Engineering Designed It
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Role and importance of communication in business organizationsAs Production Manufactured It
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Role and importance of communication in business organizations As Maintenance Installed It
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Role and importance of communication in business organizations What the Customer Wanted
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Effective communications help individuals to understand and pursue organizational objectives.
Organizational communications cover every management function.
Organizational culture depends on communications.
Communications improve both organizational and individual performance.
A more professional image
Improved self-confidence
Improved relationships
Less stress
Greater acceptance of yourself and others
Role of communication in Business Need Pay offs
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Common forms of communication
Spoken Word
Written Word
Visual Images
Body Language
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Forms of Communication
Communication requires that all parties understand a common language that is exchanged.
Verbal/ Auditory means : speaking, singing, honking,whistling,writing etc Nonverbal : physical means, such as body language ,sign language,, touch,
eye contact, or the use of writing. Paralanguage: Communication by means other than language. Facial
expressions,Tones of voice,Gestures Eye contact,Spatial arrangements,Patterns of touch Expressive movements,Silence
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Modes of Communication– NON VERBAL MODE –LANGUAGE USED TO CONVEY MEANING
Body language – ( Kinesics)
body, facial, hand, and arm
movements that are
used to communicate.
Kinesics is the interpretation of body language such as
facial expressions and gestures or, more formally, non-verbal behaviour related to
movement, either of any part of the body or the body as a whole.
Dress Speech
intonation(pitch,accent etc) Gestures Facial expressions Advantages Effectiveness of
communication increases with congruence to oral presentation
Can emphasize meaning Disadvantages Meanings of nonverbal
communication not universal
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The Many Forms Of Communication
Forms of communication that have been used by our ancestors and by us
Signs, paintings, carvings on rocks, language, writing,print,telephone,television,advertising,,sms, email, blogs.
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Assignment Read and Understand
IMPORTANT-
NEXT CLASS
Verbal and non verbal –
Read Business Communication
Theory and Application
Lesikar. Pettit page 5 to 12
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Written and oral communication
ORAL
ConversationSpeechesTelephone callsVideoconferencesAdvantages ?Disadvantages ?
WrittenLettersMemosReportsE-mailFax Advantages?Disadvantages ?
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Difference between written and oral communication
Receiver is unable to see you. Have to be specific Extreme care has to be taken
in choosing the words. Spellings, grammar and
punctuations are very important
Short and correct Cannot get feedback
immediately. Reader sees/understands only
what is in front to him.
Receiver is observing you. Extreme care while
choosing the words Body language has to be
appropriate. Tone,
pause,pitch,pronunciation are very important.
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Methods of Communications in Organizations
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Three Purposes of Organizational Communication
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Activity-Communication and Management
We will analyze ourselves as adult learners and learn to manage our communication together
We will analyze others and discuss real-life examples of communication challenges in our classes and propose possible management plans
We will identify some communication management improvements we would like to make in our future teaching and set learning goals
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Directions of Communication
Supervisor Supervisor
Subordinate Subordinate
Lateral communication
Downward communicationGoals, Objectives, directions,
Decisions, Feedback
Lateral communicationInformation, (formal or informal)
for joint problem solving
Upward communicationInformation, Questions,Suggestions, Problems,
Requests forclarification
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Forms of Communication Flowing Through Formal Channels
WrittenExecutive memos, lettersAnnual reportCompany newsletterBulletin board postingsOrientation manual
Electronic E-mail Voicemail Instant Messaging Intranet Videoconferencing
OralTelephoneFace-to-face conversationCompany meetingsTeam meetings
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Patterns of organizational Communication
Formal Channels Informal ChannelsAuthorized, planned, and
regulated by the organization
Reflect in the organization’s formal structure
Define who has responsibility for information dissemination
Indicate the proper recipients of work-related information
May be modified by the organization
Minor to severe consequences for ignoring them
Develop through interpersonal activities of organization members
Not specified by the organization
May be short-lived or long-lasting
Are more often lateral than vertical
Information flow can be very fast
Used for both work-related and nonwork information
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Networks
• Connections by which information flow.
– Formal Networks.
• Task-related communications that follow the authority chain
– The Grapevine – Informal Networks.
• Communications that flow along social and relational lines
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Communication Terms
• Encoding
– Converting a message to symbolic form.
• Decoding
– Interpreting a sender’s message.
• Message
– What is communicated.
• Channel
– The medium through which a message travels.
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Communication• Process:
Sender or Instigator
Channel Medium Receiver
Change in payment systems
Finance Dept
Feedback
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GRAPEVINE
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Grapevine
The grapevine is an informal communication network within an organization.
Research reflects that about 75 % of the communication in the grapevine is accurate.
Management by wandering around?– An approach to communication
that involves the manager literally wandering around and having spontaneous conversations with others who are involved with the company in some way.
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Grapevine has three main characteristics: Not controlled by management. Most employees perceive it as being more believable and reliable
than formal communiqués issued by top management. Largely used to serve the self-interests of those people within it.
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• The Grapevine– The unofficial and informal communication system in an
organization• Managerial Attitudes Toward the Grapevine
– Managers have predominately negative feelings about the grapevine.
– The grapevine is more prevalent at lower-levels of the managerial hierarchy.
– The grapevine appears to be more influential in larger organizations.( Game)
Grapevine
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Common Grapevine Chains found in Organizations
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• Communication occurs in three directions in organizations– Upward communications
– Downward communications
– Lateral communications
Communication-Directions
Communication network of the organization
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The Impact of the Number of People on Communications Channels
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Communication network of the organization
Communication takes place within networks. These are some of the types of network:
Chain Network: Each member communicates with the people above and below but with no one else.
Circle Network:Each member communicates with the people on both sides but with no one else.
Wheel Network: Information flows between the person at the end of each spoke and the person in the middle.
All-Channel Network: All members communicate
with all other members.
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Figure 10.4 Small Group
Communications Networks
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Small Group Communication Networks
• .Gatekeeper
Has a strategic position in the network that allows him or her to control information moving in either direction through a channel.
Liaison
– Serves as a bridge between groups, tying groups together and facilitating the communication flow needed to integrate group activities.
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Communication in Organizations
• A chain network e.g formal contact
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Communication in Organizations• A circle network e.g. between
people at the same level
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Communication in Organizations
• A wheel network e.g. sales teams report to head office
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Communication in Organizations• An all-channel network e.g.
brainstorming
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1. Identify a communication problem you have experienced with family / friend
2. Identify your contribution to the problem
Activity – ORAL
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:
Elements of Communication
• Source - person who creates a message
– encoding - physical process of delivering a message
• Message - content of the communication process; thoughts and ideas
• Receiver - recipient of the source’s message
– decoding - the process of interpreting the speaker’s message
• Channel - the medium through which the speaker sends a message
– noise - the interference that serves as a barrier to communication*
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The Communication Process
Involves two or more parties One or more is the sender
with intentions to convey The intentions of the sender
are expressed in a message The message is
communicated by the sender in terms of signals along some medium
One or more of the other parties is a receiver.
Receivers have the ability to interpret the signals.
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The Basic Communication Process
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John Mary
Communication: the process of transferring information, meaning, and understanding from sender to receiver
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The Communication ProcessBasic Model
2.Sender encodes idea in message
2.Sender encodes idea in message
3.Message travels over channel
3.Message travels over channel
1.Sender has idea
1.Sender has idea
4.Receiver decodes message
4.Receiver decodes message
6.Possible additional feedback to receiver
6.Possible additional feedback to receiver
5.Feedback travelsto sender
5.Feedback travelsto sender
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Communication processDifferent stages
Source – encoding – channel- -decoding – receiver –feedback
Source –The sender has an idea-– The individual, group, or organization interested in
communicating something to another party. Source –(The sender ) must determine
– exactly what message he or she wants the receiver to understand
– Send the receiver enough information to understand the message but not enough to create overload
– Trust the receiver to use the information properly.
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Forms of Communication
• Communication is usually described along a few major dimensions:
1. Content (what type of things are communicated) 2. Source (by whom) 3. Form (in which , method used for communication) 4. Channel (through which medium) 5. Destination/Receiver (to whom) 6. Purpose/ pragmatic aspect (with what kind of results) 7.
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Communication: the process of transferring information, meaning, and understanding from sender to receiver
Encoding– The process by which the message is translated from an idea
or thought into transmittable symbols. Translating internal thought patterns into a language or code, the intended receiver of the message is likely understand and/or pay attention to.
– Choice of words, gestures, or other symbols for encoding depends on the nature of the message.(sh…)
– Technical or non-technical– Emotional or factual (anger)
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Communication process
Transmission-Medium– Visual or auditory-The process through which the
symbols that carry the message are sent to the receiver.
Decoding– The process by which the receiver of the message interprets
its meaning. Successful decoding depends on the receiver having
a willingness to receive the message. knowledge of the language and terminology used in the
message. an understanding of the sender’s purpose and
background situation.
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Communication process
Receiver– The receiver of the message may be an individual, a group,
an organization, or an individual acting as the representative of a group.
– The key for proper message reception is good listening. Feedback
– The receiver’s response to the message.– Verification is the feedback portion of communication in which
the receiver sends a message to the source indicating receipt of the message and the degree to which he or she understood the message.
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The Communication ProcessExpanded Model
The Communication ProcessExpanded Model
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The Process of CommunicationThe Process of Communication
Verbally or nonverbally. By speaking, writing, gesturing.
How may the sender How may the sender encode a message?encode a message?
Letters, e-mail, memos, TV, cell phone, voice, body. Others?
What kinds of What kinds of channels carry channels carry messages?messages?
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Hearing, reading, observing.
How does a receiver How does a receiver decode a message?decode a message?
When a message is understood as the sender intended it to be.
When is When is communication communication successful?successful?
Ask questions, watch responses, don’t dominate the exchange.
How can a How can a communicator communicator provide for feedback?provide for feedback?
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Communication problems in organization
Root of the problem Type of problem
A. Source
B. Encoding and decoding
C. Receiver
D. Organizational factors
A. Filtering
B. Semantics,jargons medium problems,lack of common experience
C. Selective attention,value judgments, lack of source credibility,overload
D. Noise,status difference,Time pressure,communication structure
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Sender• Encodes message• chooses a medium
(channel)• Sends the
message
Receiver• Receives message• Decodes message• May send feedback
for clarification
Noise: Can interfere at any point
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.
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Communication problems in organizations
Encoding and Decoding:-The source and receiver must share a common experience with the symbols that express the message if they are to encode and decode them in exactly the same way. Semantics: -Is the study of language forms.– Semantic problems occur when different meanings are attributed to
the same word. Jargon:-Is the specialized or technical language of a trade, field,
profession, or social group. The use of jargon is acceptable if the receiver is familiar with it.
Reduce Noise:- Any disturbance- A common form of noise is the “grapevine” – the informal communication system that coexists with the formal system.
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Foster Informal Communication– Creates mutual trust; minimizes status differences.– Contributes to understanding between diverse groups.– Allows information to be communicated when needed.– Develop a Balanced Information System
Improving the Communication Process
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Difference between oral and written communication
Modes of Communication--VERBAL MODE –LANGUAGE USED TO CONVEY MEANING
ORAL
ConversationSpeechesTelephone callsVideoconferencesAdvantages ?Disadvantages ?
WrittenLettersMemosReportsE-mailFax Advantages?Disadvantages ?
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Oral written communication
• You are observed.• Your body language• Pauses• Intonation (rise and fall of
voice) • Pronunciation• Slang (informal
words/phrase used by groups)
• Semantics
• Receiver only reads
• One way-no scope for immediate feedback
• Be specific
• Accuracy
• Simple language
• Grammar
• Spellings
• Punctuations
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Communications – Did you know?
• People remember:– 10 percent of what they read– 20 percent of what they hear– 30 percent of what they see– 50 percent of what they see and hear– 80 percent of what they say – 90 percent of what they say and do
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Discuss
1. “Ineffective communication is the fault of the sender.” Do you agree or disagree? Discuss.
2. What can you do to ensure your message is received and understood as you intended?
3. How can managers use the grapevine for their benefit?
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Good communicationIn organizations
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Poor communication in an organization Results…… Lok Sabha???
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Improving your skills
Learn to speak by speakingLearn to write by writingLearn to use by usingLearn to do by doingLearn to communicate by communicating
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The Ten Commandments of Good Communication
1. Seek to clarify your ideas before communicating2. Examine the true purpose of each communication3. Consider the total physical and human setting4. Consult with others in planning communications5. Be mindful of the overtones as well as the basic content of
your message .6. Take the opportunity to convey something of help or value to
the receiver-Follow-up your communication7. Communicate for tomorrow as well as today8. Be sure your actions support your communications9. Seek not only to be understood but to understand – 10. Be a good listener