Functions of the Management-Communicating w7.pptx

INDT 28

1. Functions of the Management: Communicating INDT 28 Industrial Organization and Management Practices

2. Functions of the Management: Communicating 7.1 Definition of Communication 7.2 Role of Communication in Management 7.3 The Communication Process 7.4 Forms of Communication 7.5 Barriers of Communication 7.6 Overcoming Barriers to Communication 7.7 Techniques for Communicating in Organizations

3. Definition of Communication Communication (from Latin communicare , meaning "to share") is the act of developing meaning among entities or groups through the use of sufficiently mutually understood signs, symbols, and semiotic conventions. The main elements inherent to communication have been described as: 1. The formation of communicative motivation or reason. 2. Message composition (further internal or technical elaboration on what exactly to express). 3. Message encoding (for example, into digital data, written text, speech, pictures, gestures and so on). 4. Transmission of the encoded message as a sequence of signals using a specific channel or medium.

4. Definition of Communication 5. Noise sources such as natural forces and in some cases human activity (both intentional and accidental) begin influencing the quality of signals propagating from the sender to one or more receivers. 6. Reception of signals and reassembling of the encoded message from a sequence of received signals. 7. Decoding of the reassembled encoded message. 8. Interpretation and making sense of the presumed original message.

5. Role of Communication in Management The role of management is to accomplish the goals of an organization. To do this, managers create a plan that defines what needs to be done, when it will be done, and how it will be done. To implement the plan, managers must convey this information to everyone in the organization. That is, they must communicate the plan to members of the organization. However, managers need to do much more than just inform people what they need to do to support the plan. They also must motivate people to support the plan, build commitment to the organization, establish rapport and collaboration, and keep everyone informed of events and actions that affect the organization. Good communication not only informs but also helps to create a culture that makes people feel like they belong to and want to support the organization. The opening example shows what can result from poor communication. Following are some of the benefits of effective communication.

6. Role of Communication in Management Provides clarity. Confusion, uncertainty, and ambiguity make people uncomfortable and uncooperative. Making roles, responsibilities, and relationships clear gives everyone the information they need to do their jobs and to understand their contributions to the organization. Effective communication reduces the cost associated with conflicts, misunderstandings, and mistakes. Builds Relationships. A culture that promotes open communication reduces tension between hierarchical levels of employees, both professionally and socially. In a trusting and collaborative culture, people are more likely to seek help with problems and to suggest solutions and improvements. Effective communication creates a collegial culture that fosters teamwork and encourages cooperation.

7. Role of Communication in Management Creates commitment. Effective communication involves not only sending information but also receiving it. By listening to employees’ concerns, allowing them to have input on their work and their workplace, and giving consideration to their suggestions, managers can make everyone in the organization feel like they are valued contributors. When employees feel like they are valued in the organization, they will likely be more engaged and motivated. Effective communication creates support and commitment. Defines expectations. When people are uncertain about what is expected of them and how they will be evaluated, they can’t do their jobs well. Performance reviews are difficult because the employee does not know the performance standards they are expected to meet. And if corrective measures are necessary, the employee may be resentful if he can’t see how his behaviors reduced his effectiveness. When expectations and standards are clear, employees know what they need to do to get a positive review and the benefits that come with it.

8. The Communication Process The communication is a dynamic process that begins with the conceptualizing of ideas by the sender who then transmits the message through a channel to the receiver, who in turn gives the feedback in the form of some message or signal within the given time frame. Thus, there are Seven major elements of communication process:

9. The Communication Process

10. The Communication Process 1. Sender: The sender or the communicator is the person who initiates the conversation and has conceptualized the idea that he intends to convey it to others. 2. Encoding: The sender begins with the encoding process wherein he uses certain words or non-verbal methods such as symbols, signs, body gestures, etc. to translate the information into a message. The sender’s knowledge, skills, perception, background, competencies, etc. has a great impact on the success of the message. 3. Message: Once the encoding is finished, the sender gets the message that he intends to convey. The message can be written, oral, symbolic or non-verbal such as body gestures, silence, sighs, sounds, etc. or any other signal that triggers the response of a receiver.

11. The Communication Process 4. Communication Channel: The Sender chooses the medium through which he wants to convey his message to the recipient. It must be selected carefully in order to make the message effective and correctly interpreted by the recipient. The choice of medium depends on the interpersonal relationships between the sender and the receiver and also on the urgency of the message being sent. Oral, virtual, written, sound, gesture, etc. are some of the commonly used communication mediums. 5. Receiver: The receiver is the person for whom the message is intended or targeted. He tries to comprehend it in the best possible manner such that the communication objective is attained. The degree to which the receiver decodes the message depends on his knowledge of the subject matter, experience, trust and relationship with the sender.

12. The Communication Process 6. Decoding: Here, the receiver interprets the sender’s message and tries to understand it in the best possible manner. An effective communication occurs only if the receiver understands the message in exactly the same way as it was intended by the sender. 7. Feedback: The Feedback is the final step of the process that ensures the receiver has received the message and interpreted it correctly as it was intended by the sender. It increases the effectiveness of the communication as it permits the sender to know the efficacy of his message. The response of the receiver can be verbal or non-verbal. Note: The Noise shows the barriers in communications. There are chances when the message sent by the sender is not received by the recipient.

13. Forms of Communication 1. VERBAL COMMUNICATION Verbal communication occurs when we engage in speaking with others. It can be face-to-face, over the telephone, via Skype or Zoom, etc. Some verbal engagements are informal, such as chatting with a friend over coffee or in the office kitchen, while others are more formal, such as a scheduled meeting. Regardless of the type, it is not just about the words, it is also about the caliber and complexity of those words, how we string those words together to create an overarching message, as well as the intonation (pitch, tone, cadence, etc.) used while speaking. And when occurring face-to-face, while the words are important, they cannot be separated from non-verbal communication.

14. Forms of Communication 2. NON-VERBAL COMMUNICATION What we do while we speak often says more than the actual words. Non-verbal communication includes facial expressions, posture, eye contact, hand movements, and touch. For example, if you’re engaged in a conversation with your boss about your cost-saving idea, it is important to pay attention to both the their words and their non-verbal communication. Your boss might be in agreement with your idea verbally, but their nonverbal cues: avoiding eye contact, sighing, scrunched up face, etc. indicate something different.

15. Forms of Communication 3. WRITTEN COMMUNICATION Whether it is an email, a memo, a report, a Facebook post, a Tweet, a contract, etc. all forms of written communication have the same goal to disseminate information in a clear and concise manner – though that objective is often not achieved. In fact, poor writing skills often lead to confusion and embarrassment, and even potential legal jeopardy. One important thing to remember about written communication, especially in the digital age, is the message lives on, perhaps in perpetuity. Thus, there are two things to remember: first, write well – poorly constructed sentences and careless errors make you look bad; and second, ensure the content of the message is something you want to promote or be associated with for the long haul.

16. Forms of Communication 4. LISTENING The act of listening does not often make its way onto the list of types of communication. Active listening, however, is perhaps one of the most important types of communication because if we cannot listen to the person sitting across from us, we cannot effectively engage with them. Think about a negotiation – part of the process is to assess what the opposition wants and needs. Without listening, it is impossible to assess that, which makes it difficult to achieve a win/win outcome.

17. Forms of Communication 5. VISUAL COMMUNICATION We are a visual society. Think about it, televisions are running 24/7, Facebook is visual with memes, videos, images, etc., Instagram is an image-only platform, and advertisers use imagery to sell products and ideas. Think about from a personal perspective – the images we post on social media are meant to convey meaning – to communicate a message. In some cases that message might be, look at me, I’m in Italy or I just won an award. Others are carefully curated to tug on our heartstrings – injured animals, crying children, etc.

18. Barriers of Communication Regardless of the type of communication: verbal, nonverbal, written, listening or visual, if we don't communicate effectively, we put ourselves and others at risk. Besides physical and technical barriers, there are six barriers to effective communication every employee and manager should strive to eradicate. 1. Dissatisfaction or Disinterest With One’s Job If you are unhappy or have lost interest in your job, you are far less likely to communicate effectively – both on the giving and receiving ends. In other words, your heart isn’t in it. This barrier, is perhaps the most difficult to overcome because it involves changing a mindset, and thus it typically doesn’t change until the person leaves.

19. Barriers of Communication 2. Inability to Listen to Others Active listening is an important aspect of effective communication. You cannot engage with someone if you are not listening to them because you will tend to make assumptions about their needs based on your perceptions versus reality. 3. Lack of Transparency & Trust It is extremely difficult to communicate anything when there is a lack of transparency and trust. For example, if your staff believes you are holding something back, they will be anxious, some will speculate, and as a result, it will be more difficult for them to process any attempt you make to communicate with them.

20. Barriers of Communication 4. Communication Styles (when they differ) Everyone has their own communication style. Some people are very direct while others prefer a more indirect approach. Some use detailed data, while others rely on generalities, and so forth. Occasionally, one person is so entrenched in their way of communicating, they find it difficult to communicate with others who rely on a different style. You might hear comments such as, “Mary never explains what she wants me to do, she’s never specific” or “Bill gets so caught up in the weeds, that I lose focus on the bigger picture.” 5. Conflicts in the Workplace Conflict can happen for a variety of reasons and when it does, it becomes a barrier to effective communication. The nature of the conflict is not necessarily important, what is important is working to resolve the conflict. When conflict is not eradicated, it grows and then people begin to take sides, which further impedes effective communication.

21. Barriers of Communication 6. Cultural Differences & Language It is important to understand the cultural differences in communication. But don’t just think international as in remembering that in Japan one’s surname precedes their given name. There can also be regional differences – for example, a northerner might not like the term "y’all" or even understand the more comprehensive version, "all y’all." While these examples may seem trivial, the point is that cultural differences can occur within the boundaries of the US, and when one does not recognize cultural differences, they risk offending the other person. It is in the offense that communication breaks down.

22. Overcoming Barriers to Communication 1. Eliminating differences in perception: The organization should ensure that it is recruiting right individuals on the job. 2. Use of Simple Language:  Use of simple and clear words should be emphasized. Use of ambiguous words and jargons should be avoided. 3. Reduction and elimination of noise levels: Noise is the main communication barrier which must be overcome on priority basis. It is essential to identify the source of noise and then eliminate that source. 4. Active Listening: Listen attentively and carefully. There is a difference between “listening” and “hearing”. Active listening means hearing with proper understanding of the message that is heard. By asking questions the speaker can ensure whether his/her message is understood or not by the receiver in the same terms as intended by the speaker.

23. Overcoming Barriers to Communication 5. Emotional State: During communication one should make effective use of body language. He/she should not show their emotions while communication as the receiver might misinterpret the message being delivered. For example, if the conveyer of the message is in a bad mood then the receiver might think that the information being delivered is not good. 6. Simple Organizational Structure: The organizational structure should not be complex. The number of hierarchical levels should be optimum. There should be a ideal span of control within the organization. Simpler the organizational structure, more effective will be the communication.

24. Overcoming Barriers to Communication 7. Avoid Information Overload: The managers should know how to prioritize their work. They should not overload themselves with the work. They should spend quality time with their subordinates and should listen to their problems and feedbacks actively. 8. Give Constructive Feedback: Avoid giving negative feedback. The contents of the feedback might be negative, but it should be delivered constructively. Constructive feedback will lead to effective communication between the superior and subordinate.

25. Overcoming Barriers to Communication 9. Proper Media Selection: The managers should properly select the medium of communication. Simple messages should be conveyed orally, like: face to face interaction or meetings. Use of written means of communication should be encouraged for delivering complex messages. For significant messages reminders can be given by using written means of communication such as : Memos, Notices etc. 10. Flexibility in meeting the targets: For effective communication in an organization the managers should ensure that the individuals are meeting their targets timely without skipping the formal channels of communication. There should not be much pressure on employees to meet their targets.

26. Techniques for Communicating in Organizations 1. Create an open communication environment: An organization must aim to develop a communication environment in which all employees of the organization are free to share their feedback, interesting ideas and even criticism against any specific issue. 2. Employ the inclusive communication strategy: An inclusive strategy of communication is one in which all members are invited to become part of a decision taken by the company. Such decisions are related to day to day working of the company. This encourages employees to deliver more productive and creative ideas for the company. As a result, the talent source is not limited to the company.

27. Techniques for Communicating in Organizations 3. Make sure that your firm’s communication is two-way: Communication must never be one way. It is a two-way process that can be carried either vertically or horizontally. Not only senior personnel but even the members at lower levels must hold the authority to transfer information to their respective senior employees. 4. The interaction procedure must be result-oriented: Business communication must be result-oriented and focus on acquiring fruitful results to the organization. Organizations must understand and make sure to deliver employees with measures that are necessary to increase their business productivity.

28. Techniques for Communicating in Organizations 5. Employ multiple channels to transfer messages: To make sure that each and every member of your organization receives the message you need to send it through multiple channels. Some highly effective channels to transmit messages are face to face conversations, meetings, postings, memos, email, interacting via telephone, faxes, and emails. 6. Try to repeat important messages: Besides using multiple channels to transfer the message, the organization may also improve communication by repeating an important message a couple of numbers of times. This will ensure that no one leaves out listening to a vital piece of information.

29. Techniques for Communicating in Organizations 7. Focus on listening: Listening skills are very much important, especially when you are engaged in one to one communication. Both the employers as well as employees must be active listeners. Reflective listening abilities can be adopted in this regard. If you find difficult listening to what other people want to say, then you can tell yourself that you are going to listen for a couple of minutes now. This is something that may help you a lot! 8. Make sure you deliver your message: Once you have listened to the other person then next essential thing is to actively deliver your message to him. You must speak out honestly and be sure that you deliver your message in an open yet gracious manner. Being straightforward is not an issue, but make sure that you are not acting rude.

30. Techniques for Communicating in Organizations 9. Communicate objectives and goals with every department: No matter what role an employee possesses, it is essential that he must possess clear understanding of the company’s policies and goals. Even employees must be informed for all important functionalities of the organization. Only then a company can develop an efficient communication system within the organization. 10. Make vital information available to employees all the time: It may happen that one or other individual may not be available during the presentation of an important piece of work. It is therefore vital for the company to ensure that each and every employee receives information even if he was not present at that moment.

31. Techniques for Communicating in Organizations 11. Keep a check of your communication process: Entities need to make sure that they always cross-check that their communication process works well. Only implementing a communication strategy is not sufficient. It is also required to timely examine the strategy so that it reaps lucrative gains to the company. 12. Make internal communication friendly for the masses: No matter which form of communication method you adopt, it is essential that you act friendly and responsible towards the masses. Your communication process must not be outlined within the framework of the discipline. It should not be strict and must be delineated in a friendly way. It is vital so that every individual feels free to communicate with each other.

32. Techniques for Communicating in Organizations 13. Conduct virtual conferences: This is an excellent way to boost internal communication within the organization. Entities can organize virtual conferences in which employees from different departments can talk, exchange productive ideas and develop a better understanding towards working for achieving the company’s goals. 14. Prepare in advance: Prepare for every meeting and discussion in advance. As the head of your organization, you need to make sure that your communication does not interrupt in between. This is because it may then create a negative impact on employees. Also, some employees may even lose interest in listening to what you wish to say. So, in order to avoid all such incidences, it is vital that you well prepare for such meetings and discussions in advance.

33. Techniques for Communicating in Organizations 15. Try managing different sorts of communication problem: It is possible that despite of following all sorts of strategies and techniques, still a problem within the communication process may occur. So, the best thing is to handle all kinds of issues wisely and in an absolutely professional manner. Conflicts, dealing with problematic people, managing differences of opinions are some of such issues that can arise. So, make sure to handle each one of them with patience and intelligence.

34. References Cooper, Marilyn M. (2019).  The Animal Who Writes . Pittsburgh: University of Pittsburgh Press. Rommetveit , Ragnar (1974).  On Message Structure: A Framework for the Study of Language and Communication . London: John Wiley & Sons . Anne Converse Willkomm (2018). Five Types of Communication , Drexel University Goodwin College of Professional Studies Anne Converse Willkomm (2018). Six Barriers to Effective Communication , Drexel University Goodwin College of Professional Studies Prachi Juneja (2021). Overcoming Communication Barriers, ManagementStudyGuide Chitra Reddy (2021). 15 Strategies for Effective Communication in an Organization , WiseStep