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Commuication unit 1
IBMR- HIBMR- H
Corporate Communication is the process by
which information is transmitted between
individuals/employees and/or organizations so that
an understanding response results.
Communication is the process of sending and receiving
messages – sometimes through spoken or written
words and sometimes through such nonverbal
means as facial expressions, gestures and voice
Stimulus Filter Message Medium Destination
The Components of Communication
In order for communication to take place, there first must be a stimulus,
an event that creates within an individual the need to communicate.
This stimulus can be internal or external.
A stimulus for communicating in business might be an email message
you just read, a presentation you heard at a staff meeting etc.
Our knowledge, experience and view points acts as a filter to help us
interpret (decode) the stimulus. Here the compatible stimuli have a
greater impact than conflicting stimuli.
Stimuli that reinforces existing beliefs are likely to create more lasting
impression and to generate a stronger response than those that call into
question your existing beliefs.
We formulate (encode) a verbal or nonverbal response to the stimulus.
The extent to which any communication effort achieves its desired goal
depends very directly on how well you construct the message.
Here the form of the message or the medium has to be selected.
Oral messages: staff meeting, telephone conversation, personal conference,
press conference, voice mail, company grapevine.
Written messages: memorandum, a report, a letter, a contract, a brochure, a
bulletin-board notice, email, a company newsletter, a press
release or an addition to policies and procedures manual.
Nonverbal message: facial expression, body movement, gesture
The message reaches its destination and, if successful, is perceived
accurately by the receiver. Even assuming your receiver does receive
your message, you have no assurance that it will be interpreted (filtered)
as you intended.
Your transmitted message then becomes the source or stimulus for the
next communication episode and the process begins a new.
The Formal Communication Network
The Formal Communication Network:
Communicating in Work Teams
A team is a group of individuals who depend on one another to
accomplish a common objective.
Teams are often superior to individuals because they can accomplish
more work, are more creative, have more information available to them
and offer more interpersonal communication dynamics.
The Variables of Group Communication
Initial Group Goals
- Acknowledge the need for feedback
- Give both positive and negative feedback
- Learn how to give feedback
1. Be descriptive
2. Avoiding using labels
3. Don’t exaggerate
4. Speak for yourself
5. Use “I” statements
“When you …….” Start with a “When you…..” statement that
describes the behavior without judgment,
exaggeration, labeling. Just state the fact as
specifically as possible.
“I feel ……..” Tell how the behavior affects you.
“Because I …….” Now say why are you affected that way. Describe
the connection between the facts you observed and
the feelings they provoke in you.
(pause for discussion) Let the other person respond
“I would like ……” Describe the change you want the other person to
“Because…….” ….. and why you think the change will help alleviate
“What do you think?” Listen to the other person’s response. Be prepared
to discuss options and compromise on solution
How the feedback works:
When you [do this], I feel [this way], because [of such and such]. What I
would like you to consider is [doing x], because I think it will
accomplish [y]. What do you think?
Example: “When you are late for meetings, I get angry because I think it
is wasting the time of all the other team members and we are never
able to get through our agenda items. I would like you to consider
finding some way of planning your schedule that lets you get to these
meetings on time. That way we be more productive at the meetings
and we can all keep to our tight schedules. What do you think?”
- Assign task and develop a schedule
- Meet regularly
- Draft the document (speaks with one voice)
- Provide helpful feedback on team writing
- Revise the draft.
The Ethical Dimension of Work-Team Communication
1) Body Movement
2) Physical Appearance
3) Voice Qualities
6) Space and Territory
a. Intimate zone
b. Personal zone
c. Social zone
d. Public zone
Business meetings serve a wide variety of purposes in the
organisation. They keep members informed of events related to carrying out
their duties; they provide a forum for soliciting input, solving problems, and
making decisions; and they promote unity and cohesiveness among the
members through social interaction.
Planning the meeting
- identifying your purpose
- determining whether a meeting is necessary
- preparing an agenda
- deciding who should attend
- determining logistics
Conducting the meeting
- following the agenda
- leading the meeting
- parliamentary procedure
Following up the meeting
- Minutes are the official record of the proceedings.
Business Etiquette is the practice of polite and appropriate behaviour
in the business setting. It indicates what behaviours are proper and under what
Meeting and Greeting
Around the Office( treat others as you yourself would like to be treated)