Fundamental of communication

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FUNDAMENTALS
OF
COMMUNICATION

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COMMUNICATION DEFINED
A process in which one person or
group evokes a shared or common
meaning to another person or group
Communication Defined

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Communication
•Oral
–All forms of spoken information and is by far
the preferred type of communication used by
managers.
•Written
–Includes letters, memos, policy manuals,
reports, and other documents used to share
information used in an organization.
•Nonverbal
–Involves all messages that are nonlanguage
responses.
Forms of Communication

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The Communication Process
Basic Elements in the Communication Process
Sender EncodesMedium Decodes Receiver
Social context
Feedback
Noise Noise
The Communication Process

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Basic Elements in the Communication Proces4
Social Context
Element 1 : Sender
The setting in which a communication takes
place.
Basic Elements in the Communication Process

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Element 2 : Message and Encoding
Message :
The tangible forms of coded symbols that are
intended to give a particular meaning to the data.
Encoding :
Translating the sender’s ideas into a systematic set
of symbols or a language expressing the
communicator’s purpose.

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Basic Elements in the Communication Proces4
Element 3: Medium
–Medium
•The carrier of the message or the
means by which the message is sent.
Basic Elements in the Communication Process

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Element 4: Message Decoding
Decoding
•The translation of received messages into interpreted
meanings.
Basic Elements in the Communication Process

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Element 5 : Receiver and his Feedback
–The process of verifying messages and the
receiver’s attempts to ensure that the message
decoded is what the sender meant to convey.

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Element 6: Noise
–Any internal or external interference or
distraction with the intended message that can
cause distortion in the sending and receiving of
messages.

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Organizational Communication Flows
Upward
Information
Downward
Instructions
Directives
Coordination
Horizontal
Managing Communication Within Diverse Organizations

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Vertical Communication

•Downward Communications
–Flows from individual in higher levels of the
organization to those in lower levels.
–Includes meetings, official memos, policy statements,
manuals, and company publications.
Vertical Communication

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•Upward Communications
Consists of messages sent up the line from
subordinates to bosses. Includes ,
–(1) personal reports of performance, problems
or concerns,
–(2) reactions to organizational policies, and
–(3) employee suggestions

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•The horizontal information flow that occurs
both within and between departments
•The purpose of lateral communications is
coordination
Lateral Communication

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BARRIERS TO COMMUNICATION
1. Sender related
–Amount of knowledge
–Too much of knowledge
–Presentation order
–Lack of familiarity with audience
–Lack of experience
•Problem in message transmission
•Problem in receiver comprehension

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Barriers to Effective Communications
2. Cross-Cultural Diversity
–The greater the difference between the
sender’s and receiver’s cultures, the greater
the chance for miscommunication.
3.Trust and Honesty
–A lack of trust can cause the receiver to look
for hidden meanings in the sender’s
message.
Barriers to Effective Communications

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Barriers to Effective Communications
4. Information Overload
–The increasing use of technology in
organizations is often leading to overload when
the amount of information we can process is
exceeded.
5. Gender Differences
–Because males and females are often treated
differently from childhood, they tend to
develop different perspectives, attitudes about
life, and communication styles.
Barriers to Effective Communications

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6. Perception
Two people may perceive the same thing in
different ways and miscommunication happen.
Barriers to Effective Communications

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7. Language Characteristics
When two individuals are using different
meanings or interpretations of the same
word and do not realize it, a communication
barrier exists.

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8. Other Factors
Time pressures may cause us to focus on
information that helps us make decisions quickly,
although the information may not be of high quality.
Feedback may be impaired or absent.

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How to Make
Communication Effective
•Knowledge of the subject
•Focus on the purpose
•Know your Audience
•Be Organized

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Nonverbal Communication

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Characteristics of Non-Verbal
Communication
•Communicates emotions and Attitude
•Regulate verbal messages
•Ambiguous (unclear )
•Continuous
•More reliable

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Nonverbal Communication Skills
•Nonverbal communication skills are essential for sending and
decoding messages with emotional content.
•Dimensions of nonverbal communication:
–Paralanguage (Voice quality, Volume, Rate of speech, Voice
pitch, Rhythm, Pronunciation)
–Kinesics (Body movements and gestures – Emblems, Adapters,
Illustrators, Regulators)
–Eye contact
–Touch
–Physical distance

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LISTENING