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Lecture 7COMMUNICATING

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

What is communication?Functions of communicationInformation functionMotivation functionControl functionEmotive function

Aristotelian Model of CommunicationLISTENER(receiver)COMMUNICATOR(sender)

MESSAGE

Develops ideaSENDERencodesRECEIVERReceives messagedecodesAccepts or rejects

Transmits messagefeedbackThe Communication Process

The information flow is essential to an organizations effectiveness. Several studies have shown that many work-related problems are caused by poor attitudes rather than by inadequate skills and knowledge.Organizational Communication: A Linking Process

Downward Communication occurs when information is transmitted from higher to lower levels in an organization.

Types:Job instructionJob rationale statementsPolicy and procedure statementsFeedbackIndoctrination communications

Channels:

Upward communication is the flow of opinions, ideas, complaints, and other kinds of information from subordinates up to managers.

Managers need to know how their subordinates feel about their jobs, their working conditions, and the companys policies and procedures.Encourages workers to discuss particular job-related problems that may be hindering productivity and efficiency.It provides managers with feedback on the workers reactions to policy changes, development in their departments, and other matters that affect their attitudes and performance.

Horizontal communication or lateral communication refers to the flow of information among workers on the same organizational level.

Used for:Coordinating tasksSolving problemsSharing informationResolving conflictsDeveloping rapport among workers

People who work closely together and communicate regularly rarely have difficulty understanding one another. Their interaction also provides emotional support and helps satisfy their social needs. Even so, formal horizontal communication channels often do not give employees all the information they want. As a result, informal channels commonly called the grapevine develop.

The rumor mill (grapevine) is the informal communication network that is responsible for transmitting an astonishing 5 out of every 6 messages in organization.

The grapevine is a natural phenomenon that can provide social satisfaction, power, and prestige to workers.

Messages may be factual or inaccurate.Informal Communication Channels

According to Keith Davis:Spread information rapidlyWas selective in terms of what was transmittedFilled voids left by the formal communications channelsWas confined to the workplaceGRAPEVINE

BADCK

Single strand or chainABCDEFGHIJ

Gossip chain

JAFGKECBDHI

Probability chainFACD

I

BB

Cluster chain

Because of the large volume of information transmitted via the grapevine, managers need to learn to adapt to, manage, and use it wisely. They must recognize that the existence of a grapevine does not necessarily mean that something is wrong in the organization; it is normal response to work activity.Using the grapevine

Personal barriers are hindrances to effective communication arising from a communicators characteristics as a person. (ex. emotions, values, poor listening habits)

Physical barriers are interferences to effective communication occurring in the environment where the communication is undertaken. (envtl factors, sound, distance)Barriers to Communication

3. Semantic barriers an interference with the reception of a message that occurs when the message is misunderstood even though it is received exactly as transmitted.How to overcome:Use feedbackRepeat messagesUse multiple channelsUse simplified language

Is defined by Boone and Kurtz as an organized method of providing past, present, and projected information on internal operations and external intelligence for use in decision making.

MANAGEMENT INFORMATION SYSTEM

The Purpose of MISTo provide a basis for the analysis of early warning signals that can originate both externally and internally.To automate routine clerical operations like payroll and inventory reports

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

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