Miss Samah Ishtieh Organizational communication. The exchange of idea, information, facts, believes,...

Miss Samah Ishtieh

Organizational communication

Organizational communication

The exchange of idea, information, facts, believes, attitude between two or more

individuals through shared system of symbol. Symbols should have the same meaning for

both the sender and the receiver. Words means different things to different people so

words should be supplemented with non verbal clue.

Communication: It is a process of meaningful interaction among persons

resulting in meanings being perceived and understanding affected among such persons.

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Communication process

MassageEncodeMediumDecode

Sender Receiver

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Encoding: translating internal thought patterns into a language or code the intended receiver of message will likely understand and/or pay attention to. Choice of words, gestures, or other symbols for encoding depends on the nature of the message.

Medium: face to face conversations, telephone, e-mail, letters, meetings, etc……

Decoding: successful decoding depends on the receiver having a willingness to received 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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Feedback may lead to the following:

1- Increase productivity

2- Decrease productivity

3- Increase tension

4- Increase conflict


Characteristics of effective feedback

ObjectiveRealisticHelpfulDescriptive than generalWell timedNot overwhelmed


Modes of communication

Verbal communication

Nonverbal communication


A communications strategyA communications strategy, also referred to as a

communications plan, is a document that expresses the goals and methods of an organization's outreach activities, including what an organization wishes to share with the public and whom the organization is trying to reach.

Generally presented as an internal document, a communications strategy should serve as a guide for any media and public relations activities in which the organization is engaged. This guide will teach you how to write a communications strategy and how to format your plan.


Communication system

1- Chain systemLeader in the middle Simple problem solvingSatisfaction very low


2 -Y shape system

In service training Head nurse

Matron

Infection control


Y shape system

Leader in the middle Faster problem solving Accurate decision


3 -Circular shape

No leader Distortion of information Increase and slow decision making High satisfaction


4 -Wheel system Leader satisfied Group satisfied Efficient in simple problem

5 -All channel communication New system Unpredictable


Management communication systems

1- Down word communication Authority Order According to procedure manual According to policy Centralized system


2 -Up word communication Open door policies for subordinates Lead to motivation lead to satisfaction

3- Horizontal ( lateral) Between departments

4- Diagonal (lateral but not in the same level) {May be formal }


Styles of communication

Adult-----------------------------Open, objective, helpful, and respective

Parents------------------------Advising and direction

Child--------------------------Defensive feeling


Common barriers for communication

1- Semantic problems Words grammar and language problems

2- Physical problems Overload information Noise distraction Hearing and speech


3- Social problems

Preconceived ideas or believes Domination (الهيمنة )Expression of personal feeling and

opinionsLanguageAffectionTrust Fear


The common communication methods and their advantages and disadvantages

Method of Communication

Advantages Disadvantages

Face-to-face conversations

Non-verbal communication Feedback can be instant Misunderstandings can be clarified immediately

Not always possible Can be expensive to get people from different locations together

Telephone callQuick Cost effective Feedback can be gained immediately

No non-verbal communication Easy to be distracted when on the phone Person may take the call when they are not in a position to talk

Meetings Many people receive the message at the same time Opportunity for feedback Opportunity for discussion

Some people may dominate discussions Agendas or meeting objectives may not be clear Expensive to get people from different locations together

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Method of Communication

Advantages Disadvantages

Letters Have written record of the communication Can be confidential

Slow — not good for urgent issues Feedback is not instant Restricted in the amount of information that can be sent Requires sound writing skills

Reports and submissions

Excellent for reporting findings or making recommendations that require action Can deal with complex information Written record of what is being communicated More formal documents useful for legal purposes

Time consuming to read Feedback is limited Often slow to produce Difficult to change Can be restricted to only certain people and not everyone who needs the information will necessarily get it

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What is Organizational Communication?

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