Communication

Communication

1. Communication

2. Outcome7: Understand why personal effectiveness and communication is important for organization Content Communication -Definition Nature of Communication Organizational Communication Types of Organizational Communication Group Communications Communication Barriers Negotiation

3. Meaning of Communication Communication is exchange of ideas, messages and information between two or more persons, through a medium, in a manner that the sender and the receiver understand the message in the common sense, that is, they develop common understanding of the message.

4. Definition “Communication is the process of passing information and understanding from one person to another.”( Keith Davis) Communication is any behavior that results in an exchange of meaning. ( The American Management Association)

5. Nature of Communication

6. Communication process The  communication process  refers to a series of actions or steps taken in order to successfully communicate. 

7. Organizational Communication Organizational communication refers to the forms and channels of communication among members of organizations Every organization has some specific goals for respective stakeholders (employees, suppliers, customer, governments etc.). Attainment of those goals depends on successful communication with the respective stakeholder groups.

8. Types of Organizational Communication

9. It is the use of words and languages to interact between two or more individuals. It can be either oral or written Oral communication implies the conveying of message through spoken words (public speech, telephone etc Written communication is usually in written form (Reports, Newspapers, Magazines etc. Verbal communication

10. Communication that uses other than words is called Non Verbal communication. It is often referred to as body language, i.e., Gestures, facial expressions, glance, stare, smile, handshake Non-Verbal communication

11. Internal communication takes place between members of the organization. It can be among the entire company or in small groups of people, such as departments or project teams. Internal communication

12. External communication contains messages that are specifically for people outside of the organization, like customers, prospects, partners, the media, competitors or regulating bodies such as the government. External communication

13. Formal communication is official communication taking place in an organization through predefined and prescribed channels, rules, processes, and regulations of organizational communications. Information flows in it via the hierarchical setup of an organization. For example, formal company news that is for customers may be sent through an official press release. However, formal company news that is for employees may be sent through a memo or be conveyed through a town hall meeting. Formal communication

14. Informal communication is casual communication between coworkers in the workplace. It is unofficial in nature and is based in the informal, social relationships that are formed in a workplace outside of the normal hierarchy of business structure. It is known as grapevine communication. Example whenever one employee interacts with another employee in a casual and conversational way. They can talk about the game that was on last night or even about a company policy change. Informal Communication

15. Downward communication: is between the superiors and subordinates (the superiors communicate with the subordinates) In most organizations decisions are made at the top and then flow down to the people who will carry them out. It involves flow of information from higher authority (management) to lower authority (subordinates). Rules and regulations, policies, job instructions, orders, are some commonly observed downward flowing messages. Downward communication

16. Upward communication is between the subordinates and the superiors (subordinates communicate with the superiors) All messages that go from lower level employees to the higher level managers are called as upward flow of information. Usually the messages take the form of reports, feedback, suggestions etc. In recent years, many companies have started giving more importance to upward communication as this is one of the main influencing factors for innovation. Upward communication

17. Horizontal communication is the transmission of information between people, divisions, departments or units within the same level of organizational. It will be peer-to-peer communication. Example: The manager of the production department can work with the purchasing manager to accelerate or delay the shipment of materials. Horizontal communication

18. Diagonal   communication involves staff members of different departments interacting with each other, regardless of their reporting relationship or hierarchical levels. Diagonal communication

19. Group Communications Group communication is defined as the act of sending and receiving messages to a group of people . Group communication channels In-person meetings Conference calls Digital messages Video conference

20. For communication to be effective, the idea communicated by the sender to the receiver must be fully understood in the same context as the sender wishes. In many cases however, it does not happen due to one or more reasons. This communication failure leads to miscommunication. Communication Barriers

21. Communication Barriers Miscommunication can arise from three levels- at the level of sender, of medium or of receiver. Anything that stops free flow of communication is called “barrier to communication‟.

22. Type of Communication Barriers Type of Communication Barrier Sub types 1. Socio-Psychological Barriers Attitudes and opinion Emotions Closed mind 2. Physical Barriers Noise Time and distance Wrong choice of medium Semantic Barriers ( Different meaning to the same word, or different words for the same meaning)

23. Socio- Psychological Barrier Attitudes and opinion If a piece of information agrees with our opinions and attitudes, we tend to receive it favorably. If it disagrees with our views and believes, we don't react favorably. B. Emotions If the sender is worried, excited, afraid, nervous, his thinking will be clouded and he will not be able to organize his message properly. C. Closed mind A person with a closed mind (deep prejudices) is very difficult to communicate with. Such people have a disposition “I know better than you‟. They are never ready for change and acceptance.

24. Physical Barrier a. Noise Noise is any unwanted sound that may block, distort, change or interfere the flow of communication process. Some machines in factory often badly affects oral communication. b. Time and distance People working in different time shifts in a factory or people being at distant places make barriers.

25. c. Wrong choice of medium Various media of communication are available to people. In some situation, one medium will be most suitable for transmitting message. For example, it is better to discuss the issue in a face-to-face conversation rather than using mobile phone if the message conveyed is very personal. By using mobile phone, some parts of the message may not be appreciated or fully understood by the receiver.

26. D. Semantic barriers This type of barrier occurs when the sender and receiver gives different meaning to the same word, or use different words for the same meaning, or words that carry different shades or flavors. The word “cheap‟ for example may mean to be either low priced or low quality product, or even both .

27. Negotiation Negotiation  is a  dialogue  between two or more people with the intention of reaching a beneficial outcome. Negotiations can take place between buyers and sellers, an employer and prospective employee, or governments of two or more countries. Example : Negotiating with a customer over the price and terms of a sale. Negotiating service or supply agreements with vendors. Mediating with students on lesson plan goals. Negotiating a more flexible work schedule with HR Manager