Communication in Management

This presentation includes the definition, purpose, components of communication process, modes of communication, verbal and non verbal communication, principles of communication, channel of communication, organization, horizontal and vertical communication, factors affecting and barrios of communication

1. COMMUNICATION IN MANAGEMENT

2. COMMUNICATION IN MANAGEMENT Presented To Madam Zarnigar Presented By Muhammad Abrar

3. COMMUNICATION IN MANAGEMENT

4. COMMUNICATION DEFINITION Communication is a process by which information is exchanged between individuals through a common system of symbols & signs of behavior. PURPOSE Send message effectively to the receiver/reader, and links people who believe in a common cause, together with a view to strengthen relationship.

5. COMPONANTS OF COMMUNICATION PROCESS REFERENT/SENDER: (Initiator of the message)(Encoder, Deliverer) ECODE: (Process of translating an intended message into words and gesture.) RECEIVER: (Person with whom the message is exchanged)(Decoder, Receiver) DECODE: ( Process of translating symbols into the interpreted message)

6. MESSAGES: Encoding process outcome, which consists of verbal and non verbal symbols developed to convey meaning to the receiver(content of the communication) CHANNELS/MEDIUM: Method used to convey the message to the intended receiver(means of conveying & receiving, through, visual, auditory, tactile) NOISE: (Any factor in the communication process interfering with exchanging messages and achieving common meaning) FEEDBACK: Receiver's basic response to the interpreted message(message returned by the receiver)

7. INTERPERSONAL VARIABLE: (Factors that influence communication ) ENVIRONMENT: (Setting )

8. MODES OF COMMUNICATION VERBAL: Written or oral use of words to communicate e.g. Face to face, letter. memoranda, reports, resumes, written telephone messages, newsletter and manuals NONVERBAL: Communication by means of elements and behaviors that are not coded into words e.g. Kinesics behaviors, proxemics, paralanguages , object language

9. NON VERBAL COMMUNICATION KINESICS BEHAVIOR: Body movements such as gesture, facial expression, eye movements and postures. PROXEMICS: Influence of proximity and space on communication e.g. manager may arrange their offices with an informal area where people can sit without feeling the spatial distance and formality of a big desk PARALANGUAGE: Vocal aspects of communication that relate to how something is said rather than to what is said e. g. voice quality and tone, laughing, yawning etc. OBJECT LANGUAGE: Communicative use of material things. e.g. clothing cosmetic, furniture, architecture etc.

10. PRINCIPLES OF COMMUNICATION Communication is a two way process of giving and receiving information through any number of channels Whether one is speaking informally to a colleagues, addressing a conference or meeting, writing a newsletter article or formal report. These are the basic principles of communication: Know your audience Know your purpose Know your topic

11. Anticipate objections Present a rounded picture Achieve a credibility with your audience Follow through on what you say Communicate a little at a time Present information in several ways Develop a practical, useful way to get feedback Use multiple communication techniques

12. CHANNEL OF COMMUNICATION FORMAL COMMUNICATION INFORMAL COMMUNICATION Vertical and horizontal communication which follows paths specified by the official hierarchical organization structure and related task requirement Communication which takes place without regard to hierarchical or task requirements Used in a professional setting Usually used with friends and family Pronounce words correctly Contains shortened version of words No slang(words which have no meaning) Contains slang words

13. ORGANIZATIONAL COMMUNICATION Organizational communication representing potential established medium through which managers and other organization members can send and receive information Following communication channels using organization:

14. VERTICAL COMMUNICATION HORIZONTAL COMMUNICATION Involving message exchange between two or more levels of the organizational hierarchy Involving a message exchange between same level or departments at different hierarchical levels DOWN WARD COMMUNICATION Flowing from a higher level to one or more levels in the organization LATERAL COMMUNICATION Between individual or departments at hierarchical level(e.g. Nurse Manager, Departmental Heads) UPWARD COMMUNICATION Flowing from a lower level to one or more higher levels in the organization DIAGONAL COMMUNICATION Between individual or departments at different hierarchical levels(e.g. staff nurse to chief of the Medical staff)

15. FACTORS INFLUENCING COMMUNICATION Physical health and well being The situation being discussed and its meaning Distractions to the communication process Knowledge of the matter being discussed Skill at communicating Attitude towards the other person and toward the subject discussed Personal needs and interests

16. FACTORS INFLUENCING COMMUNICATION Background, including cultural, social and philosophical values The sense involved and their functionally Personal tendency to make judgments and be judgmental of others The environment in which the communication occurs Experience that relate to the current situation

17. BARRIER TO COMMUNICATION SERAIAL COMMUNICATION Loss of meaning as message pass along and through the chain of communicators(transmitter an receivers) STATUS DIFFERENCES Differences between the interests of managers and employees, the formality of the relationship, and competition between managers. SOCIAL CONFIRMITY The pressure of “groupthink”—the tendency to support the opinion of the group even when that opinion appears to contradict reality or rationally

18. SPATIAL CONFIRMITY Problem that arise from the constraints of physical locality in which the distance between people determines the form, number and effect of communications DEFENSIVENESS A self protection mechanism in which the listener's response to the speaker's statements are based on what the listener perceives the speaker expects to or prefers to hear as a response. CULTURAL DIFFERENCES Cultures have differential preferences for ambiguity and precision in language, making it important for leaders to try to understand why people say what they say.

19. ROLE OF COMMUNICATION IN LEADERSHIP

20. ROLE OF COMMUNICATION IN LEADERSHIP Communication is essential to leadership The process of leadership depends critically on the mutual communication between and influence of, leaders and followers The leader's vision must be communicated to followers if the latter are to help make the vision a reality Business leaders spend most of their time communicating networking to secure support for actions and ensuring that subordinates carry them out.