COMMUNICATING

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Cristine Joy E. Santos

It is a process of sharing information through symbols, including words and message.

Communication may happen between superior and subordinate, between peers, between a manager and a client or customer, between an employee and a government representative.

It may be done face- to-face or through printed materials, or through an electronics device like telephone.

In management, communication must be made for a purpose and because it has a cost attached to it, it must used effectively.

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INFORMATION FUNCTION- Information provided through communication may be used for decision-making at various work levels in the organization.

MOTIVATION FUNCTION- Communication is also used as a means to motivate employees to commit themselves to the organization’s objectives.

CONTROL FUNCTION- When properly communicated, report, policies, and plans define roles, clarify duties, authorities and responsibilities.

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EMOTION FUNCTION- When feelings are repressed in the organization, employees are affected by anxiety, which, in turn, affects performance.

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DEVELOPS IDEA

encodes

WHO RECEIVE MESSAGEdecode

s

Accepts or

rejects

Then transmits message to

Then provides feedback to

COMMUNICATION PROCESS

ENCODE- encode idea into word, illustration, figures, or other symbols suitable for transmission. The method of transmission should be determined in advance so that the idea may be encoded to conform with the specific requirements of the identified method.

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TRANSMIT- After encoding, the message is now ready for transmission through the use of an appropriate communication channel. Among the various channels used include the spoken word, body movements, the written word, television, radio, an artist's paint, electronic mail, etc.

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AREA VOLUME (IN DRUMS)

AMOUNT

I 1,000 1,000,000II 1,342 1,342,000III 2,045 2,045,000IV 1,089 1,089,000V 2,686 2,686,000VI 3,450 3,450,000TOTAL 11,612 11,612,000

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Calao West Chemicals Corporation Santiago City Branch Sales Report for January 1997

RECEIVER- The next step is the communication process is the actual receiving of the message by the intended receiver. The requirement is for the receiver to be ready to receive at the precise moment the message relayed by the sender. The message may be initially received by a machine or by a person.

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DECODE- The next step, decoding , means translating the message from the sender into a form that will have meaning to the recipient.

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ACCEPT- The next step is for the receiver o accept or reject the message. Sometimes, acceptance (rejection) is partial.

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WHERE USED ENCODED DECODEDSELLING 5/10;n/30 Sales on account is

allowed.A five percent discount is deducted from total price if settled within 30 days

Flowcharting Indicates beginning of a flowcharting activity.

Production departure after service.A basic queuing system configuration indicating channel, single phase system05/02/23www.brainybetty.com 12

start

Service

facilityarrival

USE- The next step is for the receiver to use the information. If the message provides information of importance to a relevant activity, then the receiver could store it and retrieve it when required.

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PROVIDE FEEDBACK- The last step in the communication process is for the receiver to provide feedback to the sender. Depending on the perception of the receiver, however, this important step may not be made.

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TWO MAJOR FORMS OF COMMUNICATIONVERBAL

Oral written

NONVERBAL

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Verbal communications are those transmitted trough hearing or sight. These modes of transmission into two classes: oral and written .Oral communication- mostly involves

hearing the words of the sender, although sometimes, opportunities are provided for seeing the sender’s body movements.

Written communication- where the sender seeks to communicate through the written word. It may prepared as memo and sent to the receiver.

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Non verbal Communication is a means of conveying message through body language, as well as the use of time, space, touch, clothing, appearance, and aesthetic elements.

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PERSONAL BARRIERS PHYSICAL BARRIERS SEMANTIC BARRIERS

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PERSONAL BARRIERS

It is the hindrance to effective communication

arising from a communicator’s

characteristics as a person.

PHYSICAL BARRIERS

Refer to interferences to effective communication

occurring in the environment

SEMANTIC BARRIERS

Is the study of meaning as expressed in symbols.

Words, picture, or action, are symbols that suggest certain

meanings.

DOWNWARD COMMUNICATION To give instructionsTo provide information about policies and

proceduresTo give feedback about performanceTo indoctrinate or motivate

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UPWARD COMMUNICATION-There is a need for management to provide employees with all the necessary material and non material support it can give. The requirement, however, is for management to know the specific needs of the employees. This is the primary reason for upward communication.

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FORMAL GRIEVANCE PROCEDURES EMPLOYEE ATTITUDE AND OPINION

SURVEYS SUGGESTION SYSTEMS OPEN-DOOR POLICY INFORMAL-DOOR POLICY INFORMAL GRIPE SESSIONS TASK FORCES EXIT INTERVIEWS

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FORMAL GRIEVANCE PROCEDURES

EMPLOYEE ATTITUDE AND OPINION

SURVEYS

SUGGESTION SYSTEMS

-part of a normally operating organization. To effectively

deal with them, organizations provide a

system for employees to air their grievances.

-suggestions from employees are important sources of

cast-saving and production enhancing ideas.

-finding out what the employees think about the company is very important.

The exercise, however, requires the expertise and the company may not be

prepared to do it.

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OPEN-DOOR POLICY

TASK FORCES

INFORMAL GRIPE SESSIONS

-an open-door policy, even on a limited basis, provides the management with an

opportunity to act on difficulties before they

became full-blown problems

-when a specific problem or issue arises, a task force

may be created and assigned to deal with the problem or

issue.

-informal gripe sessions can be used positively if

management knows how to handle them.

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EXIT INTERVIEWSWhen employee leave an

organization for any reason, it is to advantages of

management to know the real reason. If there are

negative developments in the organization that

management is not aware of, exit interviews may

provide some of the answer.

HORIZONTAL COMMUNICATION-refers to messages sent to individuals or groups from another of the same organizational level or position.

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To coordinate activities between departments

To persuade others at the same level of organization

To pass on information about activities or feelings

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Memos Meetings Telephones Picnics Dinners Social affairs

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Management Information System (MIS is defined as organized method of providing past. Present, future and projected information on internal information's and external intelligence for use in decision making.

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To provide a basis for analysis for early warnings signals that can originate both externally and internally.

To automate routine clerical operations like payroll and inventory reports

To assist managers in making routine decisions like scheduling orders, assigning orders to machines, and reordering supplies

To provide thee information necessary for management to make strategic or non programmed decisions.

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MANAGEMENT

INFORMATION SYSTEM

MANUFACTURING

RESEARCH AND

DEVELOPMENT

PERSONNEL

MARKETING

ENGINEERING

FINANCE

THE MIS AND ITS RELATION WITH DIFFERENT DEFARTMENTS AND ORGANIZATION