• Group Members• Muhammad Ibrahim Gabol • Mustafa Raza Sheikh
Meaning of communication• Communication involves both the giving out of message from one person and the receiving and understanding of those message by an other. If a message given out by one person but that message not received or not understand by another, then communication has not taken place.
Communication process Feed BackSender Medium Receiver
Communication process• The transmitter/sender who sends the message.• The medium of communication. It is the method of communication, e.g. voice, letter and presentation etc...• The receiver who receives the message.• Feedback means that the receiver has received the message and responds to it. This confirms that the message has been understood.
Steps of Communication• 1st) Identify your Purpose;• 2nd) Analyze Your Audience.• 3rd) Choose Your Idea.• 4th) Collect data to support your Idea• 5th) Organize your Message.
Ways of Communication Written Communication Oral Communication Non verbal Communication Electronic Communication
Written communicateIt is defined as form of communication providing message inwritten form. i.e. letters, mails and written documents.• Written communicate has the advantage of providing records and etc.• we can carefully prepare the message and direct it to a large audience through mass mailing and presentation.• Disadvantages :-• The written message may create mountain of paper may be poorly expressed by ineffective writers and may provide no immediate feed back. i.e. budget• It may take long time to understand
• We can communicate orally by talking face to face.• The meeting are held by the organization the communicate each other by orally.• Face to face meeting gets immediate feedback by the members and clarify the points. i.e. Teaching of teacher in classroom and the presentation I am giving you.
Non Verbal communicate• Expressed by the body gestures and also the signs
Electronic Communicate• We can also communicate each other by electronic –mail, message, calling on the mobile phone and by the media.• Information getting by the media.
Formal Communication• Formal Communication: A type of verbal presentation or document intended to share information and which confirms to established professional rules, standards and processes and avoids using slang terminology. i.e. charts, policy manuals and meetings.• Informal Communication : A casual form of information sharing typically used in personal conversations with friends or family members. i.e. conversation with friends and family members.
Barriers and break down in communication• The often problem is done in communicate is unclear message is sent and the receiver does not understand the message
Types of barriers and break down in communication • 1st ) lack of planning to communicatePeople who start talking and writing without planning and stating the purpose of the message • 2nd ) Unclearified assumptions • No communication takes place where the unclear message has been sent.• People who does not understand the message and or they do not
3rd) poorly expressed message• No matter how clear the idea in the mind of the sender of communication , it may still be marked by poorly chosen words , awkward sentence structure, and failure to clarify the implication of the message.• Lack of clarity.• Lack of communicating skill.
4th) Distrust threat and fear• Distrust can be result of inconsistent behavior by the superior, or it can be due to past experience in which the subordinate was punished for honestly reporting unfavorable but the true information to the boss in the light of threat weather real or imagined people tighten up become defensive and distort information .
Impersonal communication• Effective communication is more then simply transmitting information to the employees . It requires face to face communication in an environment of openness and trust.• Example a president friendly with his employees during coffee.
Communication Networks• During the past 20 years considerable research has been done on communication networks in small groups . A network is a structure situation in which people transmit information in specific pattern
Wheel or star network• Each of the four communicates with the person at the centre. This may be similar situation to an organizational setting in which subordinates communicates with their superior• centralization
Chain network• The two member at the end points of the network can only communicate with the person between them and the central person . Two person in the middle relay information to the top.• Centralization• i.e. All szabist campus communicates to the main branch in Karachi through HOC.
Circle network• In the circle network communication each person is able to communicate with two others and it can be decentralization. i.e. the people who you may informally socialize with in your office area may be a part of your circle network. Circle networks are not described as teamwork.
All Channel Network• The all channel network decentralization.• An all-channel network is found in teams. Teamwork is characterized with high levels of intense communication. Each team member communicates with every other team member. Information flows in all directions.
Guidelines for improving communication• 1st) clarify ideas before attempting to communicate • 2nd) Examine the purpose of communication • 3rd)understand the physical and human environment when communicating.• 4th) In planning communication, consult with others to obtain their support as well as fact
Cont…• 5th) when ever possible communicate something that helps or is valued by the receiver .• 6th) communication to be effective.• 7th) communicate message that are of short run and long run importance.• 8th) action must be congruent with communication.• 9) be a good listener (concentration, understanding etc)
The importance of communication in an organization• Communication as the people linked together in an organization to achieve a common purpose. i.e. increase in motivation of employees• Group activity is impossible with out communication.• Without communication change cannot be affected.
The purpose of communication in organization• The purpose of communication in organization is to effect change to influence action towards the success of the organization.• Example: When a company is in crises it is necessary to have a good communication of boss and his employees to develop.
Responsibility for communication in an organization• Organizational leaders have a major responsibility to set the right tone for effective communication.• Superior must communicate with sub- ordinate and the sub-ordinate must communicate the superior for better output.