SUPERVISORY MANAGEMENTCOMMUNICATIONWhat is communication? The process by which information is transmitted and understood between two or more people Four Common Types of CommunicationA signifcant portion of the supervisors day is spent!eading"riting#pea$ing%isteningThe Communication ProcessMessageFeedbackNoise - can happen at any timeChannelReceiverSenderthatis transmitted through aand the process starts overcreatesto theWho interprets the message and reacts by giving14

!"The Communication Process - SenderThe sender is the source of information and the initiator of the communication process&'e has the thought or ideaThe Communication Process(ncodingThe process of translating thoughts or feelings into a medium )written* visual or spo$en ) that conveys the meaning intended&+Choice of words* gestures* or other symbols for encoding depends on the nature of the message&The Communication ProcessSelecting a Medium,ace-to-face conversationsTelephone calls(-mailsMemorandums%ettersComputer reports.hotographs/ulletin boardsMeetingsOrgani0ational publicationsNews releases.ress conferencesAdvertisingThe Communication ProcessThe receiver is the person who the message is sent to&The receiver decodes the message upon receiving it&This process is the opposite of encoding and occurs when the receiverinterprets the senders message from his or her own perspective&The Communication Process1ecoding is translating the message into a form that has meaning to the receiver&The message refers to the verbal 2spo$en and written symbols3 and nonverbal cues representing the information that the sender wants to conveyThe Communication Process,eedbac$ -This is the receivers response to the senders messageIt should have the following characteristicsIt should be helpfulIt should be well timedIt should be meaningful FeedbackIt enables the sender to determine how much of the message was actually received and how accurately the receiver interpreted it&Additional communication is li$ely to be needed when the feedbac$ indicated that the receiver misinterpreted or misunderstood the message&,eedbac$ can be in the form of a gesture or an e4pressionNOISEAny distraction* disruption or interference with the normal 5ow of communicationCan enter the communication process at each step&Noise can be physical 2that which we hear3 as well as otherwise* for e4ample* thin$ing of something else when someone is spea$ing* or grammar or typographical error in an email or reportThe Flow of CommunicationIn an organi0ation* communication 5ows in three direction1ownwardUpward'ori0ontally or laterallyDirection of CommunicationDownward- involves all the means of sending messages from management to the rest of the employees&It is used by supervisors to67eep subordinates informed8ive them 9ob related instructionsInform them of organi0ational policies and procedures.rovides feedbac$ regarding their performance& Selecting Medium in Downward Communication#upervisors should consider the following6.ermanency of recordsImmediacyNeed for evidence of understanding or feedbac$,ormalityDirection of CommunicationUpward - involves all the means used by employees to send messages to management(mployees used it to convey their feelings* ideas* aspirations and attitudesDirection of CommunicationHorizontal or lateral -communication that ta$es place among members of the same wor$ group at the same level or among any hori0ontally e:uivalent personnelThe GrapeineThe 8rapevineThe uno;cial and informal communication system in an organi0ation#upervisors Attitudes Toward the 8rapevine#upervisors have predominately negative feelings about the grapevine&The grapevine is more prevalent at lower-levels of the managerial hierarchy&The grapevine appears to be more in5uential in larger organi0ations&Coping with the 8rapevine)#upervisors can $eep abreast of grapevine communications by regularly conversing with $nown gate$eepers&)The grapevine cannot be e4tinguished< attempts to sti5e the grapevine as li$ely to stimulate it instead&)Monitoring and o;cially correcting grapevine information is perhaps the best strategy for coping with the grapevine& Methods of communication=erbal>OralChief means of conveying messages(4amples are speeches* formal one-on-one and group discussions* and informal rumour mill or grapevineAdvantages-- speed* feedbac$1isadvantage -- distortionMethod of CommunicationWritten ) includes memos* letters* email* fa4 transmissions* notices placed on bulletin boards* or any other device that is transmitted via written words or symbolsAdvantages ) well thought out* logical and clearTangible and verifable1isadvantagesTime consuming,eedbac$ or lac$ of itMethod of CommunicationNonverbal Communication ) includes body movements* the emphasis we give to words* facial e4pressions and the physical distant between the sender and the receiver&!nformal CommunicationsMay or may not follow o;cial reporting relationships and>or prescribed organi0ational channels and may have nothing to do with o;cial organi0ational business&Common forms of informal communications are the grapevine* management by wandering around* and nonverbal communication&Management by Wandering ArondManagers $eep in touch with whats going on by wandering around and tal$ing to people on all levels in the organi0ation"arriers to #ffectie CommunicationFiltering ) A senders manipulation of information so that it will be seen more favourably by the receiverSelective Perception ) The receiver selectively seeing and hearing based on their needs* motivation* e4perience and other personal characteristics&"arriers to #ffectie CommunicationInformation verload ) a condition in which information in5ow e4ceeds an individuals processing capacity&!motion" ) 'ow the receiver feels at the time of receipt of a communication will in5uence how he>she interprets it&"arriers to #ffectie Communication#anguage ) words mean di?erent things to di?erent peopleCommunication $ppre%en"ion ) Undue tension and an4iety about oral communication* written communication or bothT!AN" YOU