COMMUNICATION IN COMMUNICATION IN ORGANISATIONORGANISATION

GROUP-4GROUP-4

Biswajit Ghosh – H12Biswajit Ghosh – H12 Neeraj Sharma – H30Neeraj Sharma – H30 Sritanu Das Mahapatra – H57Sritanu Das Mahapatra – H57 Abhisek Sahu – H3Abhisek Sahu – H3 Krishnakant Pandey – H25Krishnakant Pandey – H25 Debojit Roy – H66Debojit Roy – H66

WHAT DOES COMMUNICATION WHAT DOES COMMUNICATION

MEANSMEANS

Process of transferring meanings from sender to Process of transferring meanings from sender to receiver.receiver.

COMMUNICATION COMMUNICATION IN ORGANISATIONIN ORGANISATION

According to Herbert Simon,” Organizations are According to Herbert Simon,” Organizations are necessary to help people communicate”.necessary to help people communicate”.Effective communication can be a considerable Effective communication can be a considerable asset to an organization. The communication asset to an organization. The communication process in an organization can be effective through process in an organization can be effective through open, honest, and straightforward communication open, honest, and straightforward communication from management to their subordinates. from management to their subordinates.

THE IMPORTANCE OF EFFECTIVE THE IMPORTANCE OF EFFECTIVE COMMUNICATION COMMUNICATION

Communication provides a common thread for Communication provides a common thread for the management processes.the management processes.

The globalization of business certainly poses a The globalization of business certainly poses a challenge to managers’ communication challenge to managers’ communication abilities.abilities.

Managers do spend a great deal of time Managers do spend a great deal of time communicating.communicating.

The Communication The Communication ProcessProcess

ReceiverSender Encoding Decoding

Feedback

Noise

Receive Transmit

The Communication ProcessThe Communication Process

MessageMessage– The encoded information.– The encoded information.

SenderSender– Who initiates the message.– Who initiates the message.

ReceiverReceiver– Who perceives the message.– Who perceives the message.

EncodingEncoding– The process of transmission of information into – The process of transmission of information into symbols.symbols.

DecodingDecoding– The process of interpretation and translation of – The process of interpretation and translation of encoded symbols into information.encoded symbols into information.

Noise: Noise: Noise is any factor that disturbs. It may be external or Noise is any factor that disturbs. It may be external or internal.internal.

The Aspects Of The Aspects Of Communication ProcessCommunication Process

Different Perception:Different Perception: People who have different People who have different backgrounds of knowledge and experience perceive the backgrounds of knowledge and experience perceive the same phenomenon from different perspectives.same phenomenon from different perspectives.

Emotional Reactions:Emotional Reactions: Anger, love, jealousy, fear- Anger, love, jealousy, fear- have influence on the understanding of others message.have influence on the understanding of others message.

verbal and non verbal communication:verbal and non verbal communication: Communication is strongly influenced by such nonverbal Communication is strongly influenced by such nonverbal factors as body movements, clothing, gestures, facial factors as body movements, clothing, gestures, facial expressions, etc.expressions, etc.

Distrust:Distrust: Trust or distrust of a message is, to a large Trust or distrust of a message is, to a large extent, a function of the credibility of the statement or extent, a function of the credibility of the statement or information.information.

COMMUNICATION IN COMMUNICATION IN QUALITY PROGRAMSQUALITY PROGRAMS

Communication between the team members as Communication between the team members as well with the managers will to solve quality well with the managers will to solve quality related issues in organizations.related issues in organizations.

Communication by means of training from upper Communication by means of training from upper level to lower level employees can lead to helping level to lower level employees can lead to helping company to resolve quality problem.company to resolve quality problem.

FACTORS INFLUENCING FACTORS INFLUENCING ORGANIZATIONAL ORGANIZATIONAL COMMUNICATIONCOMMUNICATION

Raymond V.Lesikar has described four factors Raymond V.Lesikar has described four factors that influence the effectiveness of organizational that influence the effectiveness of organizational communication:communication:

Formals Channels of CommunicationsFormals Channels of Communications The Organizations authority structureThe Organizations authority structure Job specializationJob specialization Information OwnershipInformation Ownership

FORMALS CHANNELS OF FORMALS CHANNELS OF COMMUNICATIONCOMMUNICATION

It is a means of communication that is endorsed and It is a means of communication that is endorsed and probably controlled by managers, e.g. new letter, probably controlled by managers, e.g. new letter, reports, staff meetings etc.reports, staff meetings etc.

Formal channels of communication influence effective Formal channels of communication influence effective communication in two ways. First, the formal channels communication in two ways. First, the formal channels cover an ever-widening distance as organization develop cover an ever-widening distance as organization develop and grow. For example, effective communication is and grow. For example, effective communication is usually far more difficult to achieve in a large retail usually far more difficult to achieve in a large retail organization with widely dispersed branches than in a organization with widely dispersed branches than in a small depart mental stores. Secondly, it can inhibit the small depart mental stores. Secondly, it can inhibit the free flow of information between organizational levels. free flow of information between organizational levels.

AUTHORITY STRUCTUREAUTHORITY STRUCTURE

The organization’s authority structure has a The organization’s authority structure has a influence on communication effectiveness.influence on communication effectiveness.

Status and power will determine who will Status and power will determine who will communicate comfortably with whom.communicate comfortably with whom.

The content and accuracy of the communication The content and accuracy of the communication will also be affected by authority difference.will also be affected by authority difference.

JOB SPECIALIZATIONJOB SPECIALIZATION

Job specialization usually facilitates Job specialization usually facilitates communication within differentiated groups. communication within differentiated groups. Members of the same work group are like to Members of the same work group are like to share the same jargon, goals, tasks and personal share the same jargon, goals, tasks and personal styles. styles.

INFORMATION INFORMATION OWNERSHIPOWNERSHIP

The term means that individual possess unique The term means that individual possess unique information and knowledge about their jobs. For information and knowledge about their jobs. For example, a department head may have a example, a department head may have a particular effective way of handling conflict particular effective way of handling conflict among employees. Many individual with such among employees. Many individual with such skills and knowledge are unwilling to share this skills and knowledge are unwilling to share this information with others. As a result, complete information with others. As a result, complete open communication within the organization open communication within the organization does not take placedoes not take place

VERTICAL VERTICAL COMMUNICATION COMMUNICATION

CONTD…..CONTD….. Evaluate employeeEvaluate employee Information about goals and policies.Information about goals and policies.

The upward communication is just opposite to The upward communication is just opposite to the downward communication. The function of the downward communication. The function of upward communication is to supply information upward communication is to supply information to the upper levels about what happening at the to the upper levels about what happening at the lower level. This type of communication includes lower level. This type of communication includes progress report, suggestions, explanations and progress report, suggestions, explanations and request for aid or decisions.request for aid or decisions.

VERTICAL VERTICAL COMMUNICATIONCOMMUNICATION

Vertical communication consists of Vertical communication consists of communication up and down the organization's communication up and down the organization's chain of command. Downward communication chain of command. Downward communication starts with top management and flow down starts with top management and flow down through management levels to line workers.through management levels to line workers.

Purpose:Purpose: AdviseAdvise InformInform DirectDirect InstructInstruct

VERTICAL VERTICAL COMMUNICATION COMMUNICATION

CONTD…..CONTD….. Disadvantage:Disadvantage: In downward communication is likely to be In downward communication is likely to be

filtered, modified or halted at each level as filtered, modified or halted at each level as managers decide what should be passed down to managers decide what should be passed down to their employee. This will lead to confusion.their employee. This will lead to confusion.

Upward communication is likely to be filtered, Upward communication is likely to be filtered, condensed or modified by the middle level condensed or modified by the middle level management to protect upper level management management to protect upper level management from nonessential data originating at the lower from nonessential data originating at the lower levels.levels.

LATERAL LATERAL COMMUNICATIONCOMMUNICATION

Communication between departments of an Communication between departments of an organization that generally follows the work flow organization that generally follows the work flow rather than the chain of command, and thus rather than the chain of command, and thus provides a direct channels for coordination and provides a direct channels for coordination and problem solving. It will also enables organization problem solving. It will also enables organization members to form relationship with each other members to form relationship with each other which is an important part of employee which is an important part of employee satisfaction.satisfaction.

INFORMAL INFORMAL COMMUNICATIONCOMMUNICATION

Communication within an organization that is nit Communication within an organization that is nit officially sanctioned. It is a grapevine and it officially sanctioned. It is a grapevine and it circumvent rank or authority and can link circumvent rank or authority and can link organization members in any combination of organization members in any combination of direction---horizontal, vertical and diagonal.direction---horizontal, vertical and diagonal.

GRAPEVINE CHAINGRAPEVINE CHAIN

The various path through which informal The various path through which informal communication is passed through an communication is passed through an organization is called grapevine chain. It can be organization is called grapevine chain. It can be of four types i.e. Single strand, gossip, of four types i.e. Single strand, gossip, probability, and cluster chains.probability, and cluster chains.

Advantage:Advantage: Speedy Transmission.Speedy Transmission. Feedback Value.Feedback Value. Support to other channels.Support to other channels. Psychological satisfaction.Psychological satisfaction.

GRAPEVINE CHAINGRAPEVINE CHAIN

Disadvantage:Disadvantage:

Less credible -- cannot take always seriously.Less credible -- cannot take always seriously. Incomplete Information.Incomplete Information. Often misinform.Often misinform.

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