Organizational communication.ppt

7/27/2019 Organizational communication.ppt

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Organizational communication

Ademola J. Ajuwon, MPH, PhD

Department of Health Promotion & Education,

College of Medicine,

University of Ibadan

Email: [email protected]


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Definitions

Communication is the processof exchanging ortransmittinginformation, ideas or messagesbetween two or more persons

Communication can be done formally andinformally; through verbal and non-verbal means

Organizational communication refers to the

process, context and direction of communicationwithin an organization


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Five components of communication

1. Sender:(source of message). This is the person who initiates a communication process.

2. Message:This is the information, ideas, message, meant for transmission to one person or agroup of persons

3. Channel: This is the medium through which a message is sent from the sender to someone,letter, poster, radio, television newspapers and telephone.

4. Receiver: This is the person or group for whom the message is meant

5. Effects/Feed back: This is the response, or reactions elicited from the receiver of a message tothe sender

Effective communication takes place when the message sent elicit desired feed back.

Beak-down can occur in any or all of these components


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Purpose of communication

Inform

Educate

Persuade

Motivate

Promote


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Types of organizational

communication

Formal_ official

Informal_ Interpersonal/unofficial


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Types of formal methods of

communication The Chain or hierarchical pattern; information flow, "from

the top down," in military and some types of businessorganizations.

The Wheel can be compared with a typical autocraticorganization, meaning one-man rule and limitedemployee participation.

The All-Channel network, characterized by free-flow ofcommunication in the organization encourages all of itsmembers to become involved in group decisionprocesses.


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Direction of organizational

communication

Top bottom_One way

Top-up-Bottom up_ Two way


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The one-way communication

method Formal communication proceeds from superior to subordinate

Assumptions:

1. Only superior officer can initiate communication based on higher qualifications, levelof expertise and experience

2. The superior officer has responsibility for ensuring the information beingcommunicated is clear and understandable to subordinate officers

3. There is no need for two-way communication except they are initiated from thesuperior officer

4. Messages from superiors are considered to be more important than those from

subordinates

5. The communication channels should not be cluttered by messages from subordinatesbut should remain open and free for messages moving down the chain of command.


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What are the merits & limitations of

one-way method?1. Communication is faster than two-way communication.

2. The one-way method appears neat and efficient to an outside observer

3. Recognizes distinct line of authority within the organization

4, Boost the ego of the manager

Limitations

1. Kills initiative within the organization

2. Members do not feel that their contribution is valued

If speed is necessary, if a businesslike appearance of the organization is important, if a

manager does not want his mistakes recognized, and if he wants to protect his power,

then one-way communication seems preferable


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Two-way method of communication

Information can flow from both top andbottom

Both managers and officers can initiate

and respond to communicationAssumptions

1. All persons within the organization can

initiate communication


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Merits of the two-way method

Merits

1. Receivers are more sure of themselves and

make more correct judgments of how right or

wrong they are in the two-way system2. Gives all persons within the organization a

sense of being valued


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Limitations of the two-way method

The sender feels psychologically under attack in the two-way system, because his receivers pick up his mistakesand oversights and point them out to him.

The two-way method is relatively noisier and looks moredisorderly.

If the manager wants to get his message across, or if he

is concerned about his receivers' feeling that they areparticipating and are making a contribution, the two-waysystem is better


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Inter-personal communication

Inter-personal communicationwithin the organization may be throughverbal or non-verbal means:

Verbal messages involve use of words, non-verbal involves means otherthan words

Common non-verbal means of communication are:1. Use of gestures

2. Facial expressions

3. Certain postures or body language

4. Dressing

5. Silence (?)


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Interpretation of non-verbal

messagesDecoding non-verbal messages are sometimesdifficult; many factors affect correct interpretation ofnon-verbal messages:

1. Physical capacities to see, hear, smell, taste, andtouch affects interpretation

2. Relationship between sender and receiver of non-verbal messages

3. Cognitive ability resulting from age, education,education, experience


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The 7 C of effective

communication1- Conciseness: Provide information that is necessary and important through

use of few words

2- Concreteness: Message should be based on facts not guesses

3- Clarity: Messages explicit meaning that is not subject to different

interpretation

4- Completeness: The message must have complete meaning that willproviding the sufficient information to its reader.

5- Courtesy: Message must be emphasize courteous tone and must give some

compliments and benefits to its readers.

6- Correctness: The message conveyed must be checked for correctness andshould be free from all grammatical errors

7- Consideration: There must be proper consideration in the message for

receivers


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Conclusion

Communication is an important

component of every organization

The best approach is to encourage two-

way communication method in order to get

the best from staff of the organization


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Appreciation

Dr. Aderonke Olumide

You all for your attention

Documents

Organizational communication.ppt