COMMUNICATING

Oleh :1. Citra Kemala2. Dwi Agung Nugroho3. Johanna Merlinawati4. Tuty5. Willy Chandra Manggala

COMMUNICATION is The transmission of information and meaning from one party to another through the use of shared

symbols

Type of communication :1. One way communication : information flows in only

one direction, from the sender to the receiver, with no feed back loop.

2. Two way communication : A process in which information flows in two directions – the receiver provides feedback and the sender in receptive to the feedback.

ONE WAY COMMUNICATION VS TWO WAY COMMUNICATION

ONE WAY COMMUNICATION TWO WAY COMMUNICATION

No feedback Feedback

Faster Slower

Easier More Difficult

Less Accurate Accurate

IDENTIFY COMMUNICATION PROBLEMS TO AVOID

Problems in communication can occur in all stage: encoding, transmission, decoding and interpreting

Noise in the system Feedback may be unavailable or

misleading Subjective perseption and filtering

Advantages of electronic communication

1. Sharing more infomation and the speed , efficiency in delivering routine message to large numbers of people across vast geographic areas.

2. Reduce time and expenses devoted to traveling, photocopying and mailing.

Disadvantages of electronic communication

1. Difficulty of solving complex problems that require more extended, face to face interaction and the inability to pick up subtle, non verbal, or inflectional clues about what the communicator is thinking or conveying.

2. Less suitable for confidential information,resolving conflict and negotiating.

3. Sometimes are monitored or seen inadvertently by those whom they are not intended.

Improving Communication Skills

Sender

People should be able to identify your perspective, reasoning, and intentions

How to become a better sender?

In a Presentation

1. Spend time on the content know your content inside and out, so you won’t be tempted to

memorize

2. Clearly understand the objective what do I want the audience to believe following this

presentation?

3. Tell the audience the purpose Use a clear preview statement early on to help the audience

know where you’re taking them

4. Provide meaning, not just data This will help to clarify the meaning of the data

5. Practice Rehearsal time

6. Keep the tone conversational, yet professional Audience will be much more engaged if they feel you are talking

with them

7. Eye contact

8. Allow imperfection You can pause, take a look at your notes and go on

9. Be prepared to answer tough questions Plan your answer, if you don’t have an answer, acknowledge the

fact and offer to get information later

10. Provide a brief summary statement in the Q&A session

In Writing1. Correct spelling,punctuation, and grammar

2. clear, logical thinking

3. clarity, organization, readability and brevity

4. Take the reader into concideration

5. Be critical of your own writing

In Language

1. Word choice

2. Language barriers: concider the reciever’s background and adjust your language

3. Cultural barriers

Nonverbal Skills

1. Use time appropriately - Avoid keeping others waiting to see you - Make time for the meeting - Communicate frequently to show interest

2. Office arrangement - seat arrangement

3. Body Language several body language that shows positive atitude toward others: - Gesturing frequently - Maintaining eye contact - Smiling - Having an open body orientation

Reciever1. Find an area of interest What is the speaker saying that I can use?

2. Judge content Try to learn what speaker knows

3. Withhold evaluation untill you understand the speakers message

4. Focus on central ideas

5. Be flexible Have systems for note taking, don’t take too many notes

6. Resist distraction

7.Exercise your mind don’t tune out when the material gets difficult, develop an appetite instead

8. Keep your mind open Try not to let your emotions interfere with comprehension

9. Capitalize on thought speed Think about what the sepaker is saying rather than turning your thoughts to something else

10. Work at listening

In Reading1. Read Memos and Emails as soon as possible

2. You may skim, but read slowly and carefully

3. Note important points

4. Don’t limit your reading to items about your particular job skill or technical expertise

In Observing1. People can also decode a nonverbal sign/ behaviour through observation

Komunikasi Organisasi

1. Komunikasi ke Bawahinformasi yang mengalir dari lebih tinggi ketingkat yang lebih rendah didalam struktur organisasi atau Perusahaan

2. Komunikasi ke Atasinformasi komunikasi keatas yang mengalir dari bawah ketingkat yang lebih tinggi didalam struktur organiasi atau Perusahaan

3. Komunikasi horisontalinformasi komunikasi yang dilakukan antar tim atau dengan divisi (departemen) yang berbeda didalam struktur organisasi atau Perusahaan

Hal-hal yang menyebabkan komunikasi kebawah tidak relevan dan tidak efektif adalah:

Kurangnya informasi yang tidak memadai dan Informasi yang berlebihan yang tidaksangat penting sehinggga menyebabkan informasi yang relevan menjadi hilang;

Kurangnya keterbukaan antara Manager dengan karyawan;

Adanya penyaringan berita sehingga banyak informasi yang penting menjadi hilang.

Beberapa masalah tersebut sebagai Manager dapat diatasi dengan:

Mengembangkan budaya yang menghargai komunikasi;

Coaching (pembinaan); Open Book Management

Hal-hal yang menyebabkan komunikasi keatas tidak relevan dan

tidak efektif adalah:

Kurangnya informasi dari bawahan yang tidak memadai dan Informasi yang berlebihan yang tidak sangat penting sehinggga menyebabkan informasi yang relevan menjadi hilang;

Beberapa karyawan tidak terbuka dengan atasan dan hanya berbagi berita jika kondisi berita bagus.

Beberapa masalah tersebut sebagai Manager dapat diatasi

dengan: Menerapkan kebijakan pintu terbuka

untuk umum; Memilih makan siang dan ngopi dengan

keryawan; Melakukan kunjungan informal ke divisi-

divisi.

Komunikasi horisontal memiliki beberapa fungsi penting diantaranya:

Memungkinkan untuk berbagi informasi, koordinasi, dan pemecahan masalah antar unit;

Membantu menyelesaikan konflik Dengan adanya interaksi antara

rekan-rekan, hal ini dapat menjadikan kekompakan.

HOW TO WORK WITH COMPANY GRAPVINE

Informal communications is more unofficial. People gossip, employees complain about their bosses, people talk about their favourite sports team, works team tell new comers how to get by.

The grapevine is the social network of informal communications.

Informal networks provide people with information, help them solve problem, and teach them how to do their work successfully.

THE GRAPEVINE CAN BE MANAGED IN SEVERAL WAYS :

First, if manager hears a story, he should talk to the key people involved to get facts.

Second, suggestions for preventing rumours by providing fact.

Third, neutralize rumors once they have started

Describe boundarylessness organization and its advantages

A boundaryless organization is one in which no barriers to information flow exist.

Ideas, information, decisions, and actions move to where they are most needed.

Information is available a needed and freely accessible so that the organization as a whole function far better.