Fundamental of communication

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Fundamental of communication

  1. 1. FUNDAMENTALS OF COMMUNICATION 1
  2. 2. COMMUNICATION DEFINED Communication Defined A process in which one person or group evokes a shared or common meaning to another person or group 2
  3. 3. Forms of Communication 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. 3
  4. 4. The Communication Process The Communication Process Basic Elements in the Communication Process Social context Sender Encodes Medium Decodes Receiver Feedback Noise Noise 4
  5. 5. Basic Elements in the Communication Process4 Basic Elements in the Communication Proces Social Context Element 1 : Sender The setting in which a communication takes place. 5
  6. 6. 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. 6
  7. 7. Basic Elements in the Communication Process Basic Elements in the Communication Proces4 Element 3: Medium – Medium • The carrier of the message or the means by which the message is sent. 7
  8. 8. Basic Elements in the Communication Process Element 4: Message Decoding Decoding • The translation of received messages into interpreted meanings. 8
  9. 9. 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. 9
  10. 10. 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. 10
  11. 11. Managing Communication Within Diverse Organizations Organizational Communication Flows Upward Information Downward Instructions Directives Horizontal Coordination 11
  12. 12. Vertical Communication 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. 12
  13. 13. • 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 13
  14. 14. Lateral Communication • The horizontal information flow that occurs both within and between departments • The purpose of lateral communications is coordination 14
  15. 15. 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 15
  16. 16. Barriers to Effective Communications 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. 16
  17. 17. Barriers to Effective Communications 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. 17
  18. 18. Barriers to Effective Communications 6. Perception Two people may perceive the same thing in different ways and miscommunication happen. 18
  19. 19. 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. 19
  20. 20. 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. 20
  21. 21. How to Make Communication Effective • • • • Knowledge of the subject Focus on the purpose Know your Audience Be Organized 21
  22. 22. Nonverbal Communication 22
  23. 23. Characteristics of Non-Verbal Communication • • • • • Communicates emotions and Attitude Regulate verbal messages Ambiguous (unclear ) Continuous More reliable 23
  24. 24. 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 24
  25. 25. LISTENING 25

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