8/7/2019 Presentation3 COMMUNICATION Edited
1/33
FUNDAMENTALS OF
MANAGEMENT
8/7/2019 Presentation3 COMMUNICATION Edited
2/33
WHAT IS
COMMUNICATION ??
A process in which one person or group
evokes (produces) a shared or commanmeaning to another person or group.
People attempt to shared meaning via
the transmission of symbolic messages
(Stoner and Gilbert)
8/7/2019 Presentation3 COMMUNICATION Edited
3/33
T
he exchange of messages betweenpeople for the purpose of achievingcomman meanings (Bartol and Martin)
Sending and rceiving messages,includingideals,emotions,and thoughts (Durbinand ireland)
The act of transmitting information(Rue and Byars)
8/7/2019 Presentation3 COMMUNICATION Edited
4/33
IMPORTANT POINTS
IN COMMUICATION
8/7/2019 Presentation3 COMMUNICATION Edited
5/33
THE COMMUNICATION
PROCESS
1.Encoding
Process that translates the sendersinformation into a systematic set ofsymbols or a language expressing thesenders purpose.
Process of translating a messages intounderstandable symbols or language.
Process of putting a messages intowritten,oral,or symbols form that canbe understood by the receiver.
8/7/2019 Presentation3 COMMUNICATION Edited
6/33
2.Decoding
The interpretation and translation of amessage into meaningful information.
Process where the receiver interpretsthe message and try to make sense of amessage.
Process where receiver translate thewritten,oral or any symbolic form of amessage into understood message.
3.Noise
Anything that interferes with thetransmission of the message.
8/7/2019 Presentation3 COMMUNICATION Edited
7/33
5 ELEMENTS OF THE
COMMUNICATION PROCESS
Sender
- Is the source of the message whoinitiates the communication by encoding
his meaning and sending the message
through a channel. In an organization,
the sender is a person with information
or needs and a purpose for
communicating them to one or more
people.
Sender
- Is the source of the message whoinitiates the communication by encoding
his meaning and sending the message
through a channel. In an organization,
the sender is a person with information
or needs and a purpose for
communicating them to one or more
people.
8/7/2019 Presentation3 COMMUNICATION Edited
8/33
The Channel and Message
- Channel is the formal medium ofcommunication between a sender and a
receiver such as paper for writing
letters.
- Message is the physical form into whichthe sender encodes the information. The
message may be in any form that can be
understood by the senses of the
receiver.
The Channel and Message
- Channel is the formal medium ofcommunication between a sender and a
receiver such as paper for writing
letters.
- Message is the physical form into whichthe sender encodes the information. The
message may be in any form that can be
understood by the senses of the
receiver.
8/7/2019 Presentation3 COMMUNICATION Edited
9/33
Receiver-The receiver is the person whose
senses perceive the senders
message by decoding theinformation received.
Receiver-The receiver is the person whose
senses perceive the senders
message by decoding theinformation received.
8/7/2019 Presentation3 COMMUNICATION Edited
10/33
Feedback
It is the receivers response or reaction tothe senders message. Upon receiving a
message, the receiver will have toresponse by giving some action. It
indicates the receivers understandingof the message. Feedback makes
senders aware of anymiscommunications and enables them to
continue communicating until the
receiver understands the message.
Feedback
It is the receivers response or reaction tothe senders message. Upon receiving a
message, the receiver will have toresponse by giving some action. It
indicates the receivers understandingof the message. Feedback makes
senders aware of anymiscommunications and enables them to
continue communicating until the
receiver understands the message.
8/7/2019 Presentation3 COMMUNICATION Edited
11/33
Noise-It is any internal or external
interference or distraction from the
intended message. It is anydisturbance that interferes or
become a barrier to the message
reaching the receiver.
Noise-It is any internal or external
interference or distraction from the
intended message. It is anydisturbance that interferes or
become a barrier to the message
reaching the receiver.
8/7/2019 Presentation3 COMMUNICATION Edited
12/33
TYPES OF MANAGERIAL
COMMUNICATION
1.Oral or verbal communication
It consists of all forms of spoken information and it is the most
preferred type of communication by managers. Managers
prefer face-to-face or telephone communication rather than
written communication because they get immediate
feedback.
2.Written COMMUNICATION
This includes letters, memos, policy manuals, reports, forms and
other documents used to share information in an
organization. In organizations, written communication is often
used in important and official matters.
8/7/2019 Presentation3 COMMUNICATION Edited
13/33
3.Non verbal communication:
Kinesics
The movements of the body and face. It is the body
motion, such as gestures, facial expressions, eye
contact, touching and any other movement of the
body provide signals of approval, disbelief or trust.
Physical characteristics
Such as body shape, physique, posture, height, weight
and skin color, which may transmit confidence orfear.
8/7/2019 Presentation3 COMMUNICATION Edited
14/33
Paralanguage
Such as voice quality, volume, speech rate, pitch and
laughing that may transmit approval, nervousness,
confidence, enthusiasm or excitement.
Proxemics
Such as the way people use and perceive space, seating
arrangements and conversational distance that
transmit approval or pleasure.
8/7/2019 Presentation3 COMMUNICATION Edited
15/33
ENVIRONMENT
Such as building and room design, furniture and
interior decorating, light, noise and cleanliness.
Time
Such as being late or early, keeping otherswaiting.
4. technological communication
It is a broad category of communication that iscontinuously changing and rapidly influencing
how, when and where managers communicate.
8/7/2019 Presentation3 COMMUNICATION Edited
16/33
CHANNELS OF
ORGANIZATION
COMMUNICATION
1.Formal organization communication
Aim:For effective communication and theachievement of organizations goals.
(a)Vertical communication:The flow of information both up and down the
chain of command.
~Downward communication
Flows from individuals in higher levels of theorganization to those in the lower levels,such as official memos, policy statements,instructions, rules and work schedules.
8/7/2019 Presentation3 COMMUNICATION Edited
17/33
8/7/2019 Presentation3 COMMUNICATION Edited
18/33
2.Informal organizational
communicationSingle strand
Mr.A tells something to Mr.B,who tells it toMr.C,and so on down the line.As theinformation reaches the person down the line
the news become inaccurate.
Gossip
One person seeks out information and tellseveryone the information that he has
obtained.T
he information conveyed isusuallyintersting and not job-related.
2.Informal organizational
communicationSingle strand
Mr.A tells something to Mr.B,who tells it toMr.C,and so on down the line.As theinformation reaches the person down the line
the news become inaccurate.
Gossip
One person seeks out information and tellseveryone the information that he has
obtained.T
he information conveyed isusuallyintersting and not job-related.
8/7/2019 Presentation3 COMMUNICATION Edited
19/33
Probability
The individuals are different about whomthey offer the information to.They tell people
at random and those people in turn tell others
at random or may not convey it to others.The
information conceyed is mildly interesting butnot important.
Cluster
A person conveys the information to a few
selected individuals,some of whom then
inform a few selected others
8/7/2019 Presentation3 COMMUNICATION Edited
20/33
COMMUNICATION IS
SUCCESSFUL WHEN??
There is shared
understanding
The receiver understands
the thoughts and feelings
that the sender is sending
8/7/2019 Presentation3 COMMUNICATION Edited
21/33
THE COMMUNICATION
PROCESS
The sender initiates the communicationprocess by sending information to thereceiver ( the person for whom the
messages is intended) the sender has ameaning he wishes to communicate andencodes the meaning into symbols(word,sounds)
The sender sends the message througha channel (verbal medium air or writtenmedium-paper)
8/7/2019 Presentation3 COMMUNICATION Edited
22/33
The receiver decodes the message
(reads and interprets the meaning)
Receiver may provide feedback.when
there is feedback from the receiver,then
there is two way communication.
The communication process is often
hampered by noise or interference along
the way,that blocks perfect
understanding.
8/7/2019 Presentation3 COMMUNICATION Edited
23/33
BARRIERS TO EFFECTIVE
COMMUNICATION
1.Cross cultural diversity~the greater the different between
the senders and receivers cultures,the greater the
chance for miscommunication.
2.Trust and credibility~lack of trust can cause the receiver
to look for hidden meanings in the senders messages.
3.Information overload~
(a)Failing to process or ignoring some of the information]
(b)Processing the information incorrectly
(c)Delaying the process of information until the information
overload abates
8/7/2019 Presentation3 COMMUNICATION Edited
24/33
(d)Searching for people to help process some of the
information
(e)Lowering the quality of information processing
(f)Withdrawing from the information flow
4.Language characteristics.
5.Gender differences.
6.Other factor~time-pressure,one way
communication,physical distraction,individual
perceptions,noise.
(d)Searching for people to help process some of the
information
(e)Lowering the quality of information processing
(f)Withdrawing from the information flow
4.Language characteristics.
5.Gender differences.
6.Other factor~time-pressure,one way
communication,physical distraction,individual
perceptions,noise.
8/7/2019 Presentation3 COMMUNICATION Edited
25/33
OTHER BARRIERS TO EEFFECTIVE
COMMUNICATION
OTHER BARRIERS TO EEFFECTIVE
COMMUNICATION
Differing perception ~different background of knowledge
and experience often perceive the same things differently.
Language differences~cause different individual
perception.
Noise~disturbs or interferes with communication.
8/7/2019 Presentation3 COMMUNICATION Edited
26/33
Emotional reactions~ anger,love,hate,jealousy,fear,embarrassment,can
influence how we understand othersmesegge and how we influence others with
our messeges.
Inconsistent verbaland non verbal communication~ the
messeges that we send and receive are strongly influenced by non verbal factors
Distruct~a senders credibility is always in the mind of the receiver that
influence the receivers trust or distruct of the message.
Emotional reactions~ anger,love,hate,jealousy,fear,embarrassment,can
influence how we understand othersmesegge and how we influence others with
our messeges.
Inconsistent verbaland non verbal communication~ the
messeges that we send and receive are strongly influenced by non verbal factors
Distruct~a senders credibility is always in the mind of the receiver that
influence the receivers trust or distruct of the message.
8/7/2019 Presentation3 COMMUNICATION Edited
27/33
OVERCOMING BARRIERS TO EFFECTIVE
COMMUNICATION
OVERCOMING BARRIERS TO EFFECTIVE
COMMUNICATION
1.Overcoming differing perceptions
Explained clearly
Tryto learn the receivers background
Ask question if the subject is not clear
2.Overcoming differences in language The meaning of unfamiliar or technicalterms must be explained in
simple and directlanguages
Senderasks the receiver to confirm or restate the main points of the
message.
3.Overcoming noise
Eliminate it.
8/7/2019 Presentation3 COMMUNICATION Edited
28/33
4.Overcoming emotional reactions Understand the situation.
Be a goodlistener
Payattention to what theysay
5.Overcoming inconsistent verbal and non verbal
communication Become aware and guard oneselfagainst sending false
messages
Analyze the non verbalcommunication ofan individualto prevent from getting the wrong signals
6.Overcoming trust Creating trust can be developed through consistent
performances
8/7/2019 Presentation3 COMMUNICATION Edited
29/33
ACHIVING COMMUNICATION EFFECTIVENESS
Seek to clarify your ideas before
communication.
Examine the true purpose of each
communication.
Consider the total physical and human setting
whenever you communicate.
Consult with others,when appropriate,in
planning communications
8/7/2019 Presentation3 COMMUNICATION Edited
30/33
Be mindful while communicate of the overtones rather
than merely the basic content of you message
Take opportunity,when it arises,to convey something of
help or value to the receiver.
Follow up your communication
Communicate for tomorrow as well as today
Be sure your actions support your communications
Seek to be understood and olso to understand-be a good
listener.
8/7/2019 Presentation3 COMMUNICATION Edited
31/33
THE IMPORTANCE OF NONVERBAL
COMMUNICATION
The sharing of information without
using word to encode thoughts.
More influence on the effect of the
messages.
Use nonverbal message to
complement the verbal message
whenever possible.
The sharing of information without
using word to encode thoughts.
More influence on the effect of the
messages.
Use nonverbal message to
complement the verbal message
whenever possible.
8/7/2019 Presentation3 COMMUNICATION Edited
32/33
8/7/2019 Presentation3 COMMUNICATION Edited
33/33
~Thank you
forlistening~
Recommended