Communication process and barriers

This presentation discusses about communication process and barriers in Principles of Management

1. COMMUNICATION – PROCESS
OF COMMUNICATION
R.Arun Kumar, AP/Mech, RIT

2. COMMUNICATION :
Communication is defined as "the transmission of information
and understanding it through the use of common symbols”.

R.Arun Kumar, AP/Mech, RIT

3. COMMUNICATION :
In our life we are talking for nearly 27 years which is equal
covering 10,000 books of 400 pages each.
Communication process should be processed like see – saw.
R.Arun Kumar, AP/Mech, RIT

4. FUNCTIONS OF COMMUNICATION :
Functions of
Communication
Control Motivation
Emotional
Expression
Information
R.Arun Kumar, AP/Mech, RIT

5. FUNCTIONS OF COMMUNICATION :
1. Control:
Communications act to control individuals’ behaviors in
organizations.
2. Motivation:
Communications clarify for employees what is to done and what
can be done to improve performance.
3. Emotional expression:
Helps an employee to express themselves.
4. Information:
Individual or group need information to make decisions.
R.Arun Kumar, AP/Mech, RIT

6. IMPORTANCE OF COMMUNICATION :
To establish and spread goals of an enterprise widely
R.Arun Kumar, AP/Mech, RIT

7. IMPORTANCE OF COMMUNICATION :
Large size of an organization
R.Arun Kumar, AP/Mech, RIT

8. IMPORTANCE OF COMMUNICATION :
To intimate recent updates in organization
R.Arun Kumar, AP/Mech, RIT

9. IMPORTANCE OF COMMUNICATION :
To develop plans for future achievement
R.Arun Kumar, AP/Mech, RIT

10. IMPORTANCE OF COMMUNICATION :
To create better human relations
R.Arun Kumar, AP/Mech, RIT

11. IMPORTANCE OF COMMUNICATION :
For smooth and transparent functioning of organization
R.Arun Kumar, AP/Mech, RIT

12. IMPORTANCE OF COMMUNICATION :
To ensure healthy public relations
R.Arun Kumar, AP/Mech, RIT

13. IMPORTANCE OF COMMUNICATION :
To have a control and uniform performance
R.Arun Kumar, AP/Mech, RIT

14. IMPORTANCE OF COMMUNICATION :
Acts as a personal asset for every individual
R.Arun Kumar, AP/Mech, RIT

15. IMPORTANCE OF COMMUNICATION :
To react immediately during emergency period
R.Arun Kumar, AP/Mech, RIT

16. TYPES OF COMMUNICATION :
1. Interpersonal Communication
Communication between two or more persons.
R.Arun Kumar, AP/Mech, RIT

17. TYPES OF COMMUNICATION :
2. Organizational Communication
All the patterns, network, and systems of communications within
an organization.
Organizational communication is classified into,
2a) Formal communication
2b) Informal communication
R.Arun Kumar, AP/Mech, RIT

18. TYPES OF COMMUNICATION :
2. Organizational Communication
2a) Formal communication – Communication that follows the
official chain of command or is part of the communication
required to do one’s job.
R.Arun Kumar, AP/Mech, RIT

19. TYPES OF COMMUNICATION :
2. Organizational Communication
2b) Informal communication - Communication that is not defined
by the organization’s hierarchy.
R.Arun Kumar, AP/Mech, RIT

20. FLOW OF COMMUNICATION IN FORMAL ORGANIZATION :
Flow of communication in an organization is classified into four
types.
1. Downward communication
2. Upward communication
3. Lateral communication
4. Diagonal communication
Lateral
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R.Arun Kumar, AP/Mech, RIT

21. FLOW OF COMMUNICATION IN FORMAL ORGANIZATION :
1.Downward communication
Communications that flow from managers to employees to
inform, direct, coordinate, and evaluate employees.
R.Arun Kumar, AP/Mech, RIT

22. FLOW OF COMMUNICATION IN FORMAL ORGANIZATION :
2. Upward communication
Communications that flow from employees up to managers to
keep them aware of employee needs and how things can be
improved to create a climate of trust and respect.

R.Arun Kumar, AP/Mech, RIT

23. FLOW OF COMMUNICATION IN FORMAL ORGANIZATION :
3. Lateral (Horizontal) Communication
Communication that takes place among employees on the
same level in the organization to save time and facilitate
coordination.
R.Arun Kumar, AP/Mech, RIT

24. FLOW OF COMMUNICATION IN FORMAL ORGANIZATION :
4. Diagonal Communication
Communication that cuts across both work areas and
organizational levels in the interest of efficiency and speed.
R.Arun Kumar, AP/Mech, RIT

25. PROCESS OF COMMUNICATION :
The Communication Process – The steps between a source and
a receiver that result in the transference and understanding of
meaning.
R.Arun Kumar, AP/Mech, RIT

26. ELEMENTS IN PROCESS OF COMMUNICATION :
The various elements present in communication process are:
1. Source / Sender:
A person who convey thought, idea or information is known as
source.
R.Arun Kumar, AP/Mech, RIT

27. ELEMENTS IN PROCESS OF COMMUNICATION :
The various elements present in communication process are:
2. Message:
A purpose or the information to be conveyed is called as
message.
R.Arun Kumar, AP/Mech, RIT

28. ELEMENTS IN PROCESS OF COMMUNICATION :
The various elements present in communication process are:
3. Encoding:
The process of converting a message into symbols is called as
encoding.
R.Arun Kumar, AP/Mech, RIT

29. ELEMENTS IN PROCESS OF COMMUNICATION :
The various elements present in communication process are:
4. Channel / Medium:
The medium through which the message travels is called as
channel.
R.Arun Kumar, AP/Mech, RIT

30. ELEMENTS IN PROCESS OF COMMUNICATION :
The various elements present in communication process are:
5. Receiver:
A person who receives the message is called the receiver. The
receiver must have the ability to listen.
R.Arun Kumar, AP/Mech, RIT

31. ELEMENTS IN PROCESS OF COMMUNICATION :
The various elements present in communication process are:
6. Decoding:
The receiver’s retranslation of the sender’s message is called
decoding.
R.Arun Kumar, AP/Mech, RIT

32. ELEMENTS IN PROCESS OF COMMUNICATION :
The various elements present in communication process are:
7. Noise and feedback:
Feedback is defined as the response from the receiver.
Noise is defined as the disturbances that interfere with
transmission, receipt or feedback of a message is called as
noise.
R.Arun Kumar, AP/Mech, RIT

33. BARRIERS OF
COMMUNICATION
R.Arun Kumar, AP/Mech, RIT

34. MODES OF COMMUNICATION :
Different occasions require different types of communication.
1. Verbal communication
2. Non – verbal communication
R.Arun Kumar, AP/Mech, RIT

35. MODES OF COMMUNICATION :
1. Verbal communication:
Communication by means of words is called as verbal
communication.
1a) Oral communication
1b) Written communication
R.Arun Kumar, AP/Mech, RIT

36. MODES OF COMMUNICATION :
1. Verbal communication:
1a) Oral communication:
Usually occurs where communication is not documented.
It may take the form of speeches, discussions, debates, face to face
talk, telephonic conversation.
R.Arun Kumar, AP/Mech, RIT

37. MODES OF COMMUNICATION :
1. Verbal communication:
1b) Written communication:
Usually being documented.
It can be in the form of notices, emails, manuals, reports, circulars.
R.Arun Kumar, AP/Mech, RIT

38. MODES OF COMMUNICATION :
2. Non – verbal communication:
Communication by means of body language. e.g.: kinesics

R.Arun Kumar, AP/Mech, RIT

39. TYPES OF COMMUNICATION NETWORK :
Communication network is defined as the channels that are
used to pass information serially from one person to another.
The communicating networks are as follows:

1. Simple chain
2. Wheel chain
3. Circular chain
4. Free flow chain
5. Inverted V chain
R.Arun Kumar, AP/Mech, RIT

40. TYPES OF COMMUNICATION NETWORK :
1. Simple chain:
Simple chain network exists between a superior and his
subordinate.
Communication flows either upward or downward.
Control will be easier but this network consumes time.
R.Arun Kumar, AP/Mech, RIT

41. TYPES OF COMMUNICATION NETWORK :
2. Wheel chain:
In this network subordinates can communicate with their
common superior.
Subordinates are not allowed to communicate among
themselves.
Coordination among subordinates is difficult.
R.Arun Kumar, AP/Mech, RIT

42. TYPES OF COMMUNICATION NETWORK :
3. Circular chain:
Communication moves in a circular shape.
Here a subordinate can communicate with his or her
neighboring coworker.
Flow takes more time.
R.Arun Kumar, AP/Mech, RIT

43. TYPES OF COMMUNICATION NETWORK :
4. Free flow chain:
A subordinate can communicate with anyone in the
organization.
Flow of communication is fast but coordination problem exists.
R.Arun Kumar, AP/Mech, RIT

44. TYPES OF COMMUNICATION NETWORK :
5. Inverted V chain:
In this network chain, a subordinate is allowed to communicate
with two level of hierarchy.
R.Arun Kumar, AP/Mech, RIT

45. TYPES OF COMMUNICATION NETWORK :
Single Channel vs Multiple channel communication:

SI.No. Single channel Multiple channel

1.
Communication is allowed in
a single path.

More than one path.

2. Communication flow is slow. Communication flow is fast.
3. Control is easier. Control is difficult.

4.
Misunderstanding can be
avoided.
Leads to misunderstanding.
R.Arun Kumar, AP/Mech, RIT

46. BARRIERS OF COMMUNICATION :
Barriers to effective communication in an organization may be
broadly classified into following groups:
1. Physical barriers
2. Psychological / interpersonal barriers
3. Organizational barriers
4. Semantic barriers
5. Mechanical barriers
R.Arun Kumar, AP/Mech, RIT

47. BARRIERS OF COMMUNICATION :
1. Physical barriers:
The environmental barriers that reduce the sending and
receiving of communication.
e.g.: physical distance, distracting noises, external
interferences.
R.Arun Kumar, AP/Mech, RIT

48. BARRIERS OF COMMUNICATION :
2. Psychological or interpersonal barriers:

Defensiveness
National
Culture
Emotions
Information
Overload
Interpersonal
Communication
Language
Filtering
R.Arun Kumar, AP/Mech, RIT

49. BARRIERS OF COMMUNICATION :
3. Organizational barriers:
The climate and the culture of an organization acts as a barrier
in communication.
e.g.: rigidity in rules, poor communication infrastructure,
lack of coordination.
R.Arun Kumar, AP/Mech, RIT

50. BARRIERS OF COMMUNICATION :
4. Semantic barriers:
This kind of barriers occurs due to misunderstanding.
e.g.: idiomatic words, lack of language skills, accent.

R.Arun Kumar, AP/Mech, RIT

51. BARRIERS OF COMMUNICATION :
5. Mechanical barriers:
Barriers that occur due to fault in the mediating devices.
R.Arun Kumar, AP/Mech, RIT