COMMUNICATION

By: Mrs. Belen Apostol

What is communication?

as the exchange of ideas, messages, or information by speech, signals, or writing.

Communication is central to the entire management process for four primary reasons:

1. Communication is a linking process of management

2. Communication is the primary means by which people obtain and exchange information

What is communication?

3. The most time-consuming activity a manager engages in is communication.

4. Information and communication represent power in organizations.

Functions of communication

Information function - – Information provided through communication may be used in decision-making at various work levels in the organization.

Motivating function - communication is also used as a means to motivate employees to commit themselves to the organization’s objectives.

Functions of communication

Control function - reports, policies and plans define roles, clarify duties, authorities and responsibilities.

Emotive function - Whatever type of emotions is involved, whether satisfaction, dissatisfaction, happiness, or bitterness, communication provides a means to decrease the internal pressure affecting the individual.

The Communication Process

The key parts of the communication process are as follows:

1. The Sender – initiates message2. Encoding – translating thought to message3. The Message – what is communicated4. The Channel – the medium the message travels

through5. Decoding – the receiver’s action in making sense of

the message6. The Receiver – person who gets the message7. Noise – things that interfere with the message8. Feedback – a return message regarding the initial

communication

The Communication Process

Forms of communication

Communication consists of two major forms:

Verbal communication Non-verbal Communication

 

Verbal Communication

are those transmitted through hearing or sight.

These modes of transmission categorizes verbal communication into tow classes: oral and written

1.a. Oral communication – involves hearing the words of the sender.

1.b. Written communication – the sender seeks to communicate through the written word.

Non-verbal Communication – the means of conveying message

through body language, as well as the use of time, space, touch, clothing, appearance and aesthetic elements. Body language consists of gestures, bodily movement, posture, facial expression, and mannerism of all kinds.

Commonly Accepted Interpretations of Various Forms of Body Language

Body Language InterpretationFacial Expression Frown Smile Raised eyebrows Narrowed eyes, pursed lips

Displeasure, unhappinessFriendliness, happinessDisbelief, amazementAnger

Eye contact Glancing Steady

InterestActive listening, interest, seduction

Gestures Pointing finger Folded Arms Arms at side Hands uplifted outward

Authority, displeasure, lecturingNot open to change, preparing to speakOpen to suggestions, relaxedDisbelief, puzzlement, uncertainty

Body Postures Fidgeting, doodling Hands on hips Shrugging shoulders Squared stance of shoulders

BoredomAnger, defensivenessIndifferenceProblem solving, concerned, listening

Fidgeting, biting lip, shifting, jingling money

Nervousness

Barriers to communication

Personal barriers Physical barriers; and Semantic barriers

Barriers to communication1. Personal barriers – hindrances arising

from the communicator’s characteristics as a person, including emotions, values, poor listening habits, gender, age race, socio-economic status, religion, education, and others.

2. Physical barriers – interference to effective communication occurring in the environment where the communication is undertaken. It includes distances between people, walls, a noisy sound system near a telephone, and the like.

Barriers to communication3. Semantic barriers – interference with

the reception of a message that occurs when the message is misunderstood even though it is received exactly as transmitted. Words, pictures or actions are symbols that suggest certain meanings.

Barriers to communication

When communication barriers threaten effective performance, certain measures must be instituted to eliminate them. The following are recommended:

1. se feedback to facilitate understanding and increase the potential for appropriate action.

2. Repeat messages in order to provide assurance that they are properly received.

3. Use multiple channels so that accuracy of information may be enhanced.

4. Use simplified language that is easily understandable and which eliminates the possibility of people getting mixed-up meanings.

Techniques for communicating in organizations

Communication may be classified as to the flow of the message which are as follows:

1. Downward communication2. Upward communication3. Horizontal communication

Techniques for communicating in

organizations

Downward communication – the message flow from the higher levels of authority to lower levels. The purposes of downward communication are: To give instructions To provide information about policies

and procedures To give feedback about performance;

and to indoctrinate or motivate

Techniques for communicating in

organizations

Upward communication – refers to message flowing from the persons in the lower-level positions to persons in higher lever positions. The messages usually sent provide information on work progress, problems encountered, suggestions for improving output, and personal feelings about work and non-work activities.

Techniques for communicating in

organizations

Horizontal Communication – refers to messages sent to individuals or groups from another of the same organizational level or position.

The purposes of horizontal communication are:1. To coordinate activities between departments;2. To persuade others at the same level of

organization;3. To pass on information about

activities or feelings.

Techniques for communicating in

organizations

Management Information System

planned system of the collection, processing, storage and dissemination of data in the form of information needed to carry out the management functions. In a way, it is a documented report of the activities that were planned and execute.

The purposes of MIS are as follows:

1. To provide a basis for the analysis of early warning signals that can originate both externally and internally.

2. 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 recording supplies; and

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

Management Information System

MANAGEMENT

INFORMATION

SYSTEM

Engineering

Finance

Manufacturing

Research and Development

Personnel

Marketing

Management Information System