Effective business communication development 3

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learn the pattern of business communication, and factors that influence it

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Effective business communication development 3

  1. 1. The Information Flows in The Organization Presented by Sugiharto, SH. MM © SUGIHARTO, SH.MM GICI Business School
  2. 2. Formal Network Flow in an Organization Downward Communication Upward Communication Supervisor to employee Feedback to downward communication Policies and procedures Organizational ‗s goals and strategies Works assignment Progress reports Ideas / suggestion Horizontal Communication Interaction between organizational units on the same hierarchical level Feeling / attitudes Employees development Coordination of interrelated activities and problem solving efforts © SUGIHARTO, SH.MM GICI Business School
  3. 3. MANAGER SUPERVISOR A ASSISTANT A WORKER A1 WORKER A2 SUPERVISOR B SUPERVISOR C WORKER B1 WORKER C1 WORKER C3 WORKER B2 WORKER C2 WORKER C4 WORKER B3 Vertical communication WORKER A3 Horizontal communication Network communication Business Communication by Krizan, Merrier, Logan and Williams, 7th edition © 2008, Thomson, South Western © SUGIHARTO, SH.MM GICI Business School
  4. 4. Vertical communication Messages flow upward or downward along a path referred to as the ―chain of command.‖ Policy Statements Reports Proposal Plans Directives Instructions © SUGIHARTO, SH.MM GICI Business School
  5. 5. Horizontal communication message flow occurs between workers or units of comparable status who need to share data or coordinate efforts. Network communication information flows freely among those who have a link that goes beyond the participants‘ role or unit within the organization Regardless of the direction in which it flows, communication may have a formal, an informal, or a serial pattern. In this section, formal and informal refer to the nature of a communication, not the writing or speaking style used to convey a message. © SUGIHARTO, SH.MM GICI Business School
  6. 6. Pattern Of Business Communication Regardless of the direction in which it flows, communication may have a formal or an informal A Formal communication Is planned by the organization. Flows in all directions Is essential for the effective operation of the business Controls individual and group behavior It can be written (memo, report, policy) or oral (speech, meeting). Most organizations keep written records of formal oral communication copies of speeches, minutes of meetings. formal and informal refer to the nature of a communication, not the writing or speaking style used to convey a message. © SUGIHARTO, SH.MM GICI Business School
  7. 7. Pattern Of Business Communication consists of both business-related and An informal communication personal information Is not planned by the organization. Flows in all directions Develops and maintains positive human relationships Most informal communication is oral, but widespread use of e-mail has made informal written communication more popular. An informal communication flows in the organization Develops as people interact within the formal communication system and certain behavior patterns emerge—patterns that accommodate social and psychological needs © SUGIHARTO, SH.MM GICI Business School
  8. 8. Pattern Of Business Communication Serial Communication Much of the information flowing vertically and horizontally within an organization involves three or more individuals Job Instructions are developed by managers Report Supervisors The workers under supervisor‘s direction © SUGIHARTO, SH.MM GICI Business School
  9. 9. Pattern Of Business Communication Serial Communication In serial communication, messages are usually changed, sometimes dramatically as they are sent from one member of the chain to another Each sender may… Add details Special precautions are necessary Take notes Receiver Repeat the messages Sender Keep the message simple Request feedback © SUGIHARTO, SH.MM GICI Business School
  10. 10. Pattern Of Business Communication External Communication Pattern flows between a business organization and the entities with which it interacts. External networks connect and respond appropriately to environmental change, threat opportunity or challenge. Organizations receive information necessary to identify and In - flow respond appropriately to environmental change, threat, opportunity or challenge. Advertising, Marketing, and Public Relations refer to activities that involve the transmission of messages into the environment with the aim of informing and systematically influencing these publics. Out – flow © SUGIHARTO, SH.MM GICI Business School
  11. 11. Pattern Of Business Communication External Factors influencing Business Communication The Organization Technology Advances © SUGIHARTO, SH.MM GICI Business School
  12. 12. External Factors influencing Business Communication LEGAL & ETHICAL International Laws Domestic Laws Code of Ethics Stakeholder Interests Ethical Frameworks Personal Values © SUGIHARTO, SH.MM GICI Business School
  13. 13. External Factors influencing Business Communication Identify the existence of an ethical issue Identify an alternative Resource groups Select another alternative LEGAL & ETHICAL Is the alternative legal and does it comply with YES relevant contractual agreements and company policy? NO NO Owners NO Customers Creditors Government Society YES Employees Suppliers Is the alternative consistent with the company‘s and/or the profession‘s code of ethics? Is the alternative ethical? Implement alternative Communicate ethical decision and related action Revise code of ethics if necessary. © SUGIHARTO, SH.MM GICI Business School
  14. 14. Dimensions of Business Behavior First Dimension Behavior that is illegal and unethical Second Dimension Behavior that is illegal yet ethical Third Dimension Behavior that is legal yet unethical Fourth Dimension Behavior that is both legal and ethical Can you give the examples of each dimensions ? © SUGIHARTO, SH.MM GICI Business School
  15. 15. External Factors influencing Business Communication DIVERSITY Challenges Cultural Differences Language Barriers Gender Issues Education Levels Age Factors Non Verbal Differences © SUGIHARTO, SH.MM GICI Business School
  16. 16. External Factors influencing Business Communication DIVERSITY Challenges Ethnocentrism Stereotypes Chronemics Proxemics Haptic Kinesics Translation limitations Common Sense Approach © SUGIHARTO, SH.MM GICI Business School
  17. 17. External Factors influencing Business Communication DIVERSITY Challenges Learn about the person‘s culture Have patience with yourself and the other person Participate in diversity initiatives that boost morale, creativity, and productivity Get help when you need it © SUGIHARTO, SH.MM GICI Business School
  18. 18. External Factors influencing Business Communication TEAM Environment Trust Team Roles Shared Goals and Expectations Synergy Group Reward Distributed Leadership Small group with complementary skills, working together for a common purpose A Way to Remain Competitive in a Global Market © SUGIHARTO, SH.MM GICI Business School
  19. 19. External Factors influencing Business Communication TEAM Environment TEAM WORK Benefits Make employees happier by causing them to feel they are shaping their jobs Increase efficiency by eliminating layers of managers passing down orders and monitoring performance Enable a company to draw on the skills and imagination of the whole work force © SUGIHARTO, SH.MM GICI Business School
  20. 20. External Factors influencing Business Communication TEAM Environment Problem-solving, goal-setting and Conflict resolution Effective communication skills Ability to deal barriers Ability to understand needs of coworkers Distributed leadership skills Commitment to evaluate the group process © SUGIHARTO, SH.MM GICI Business School
  21. 21. Communication Patterns for Successful Teams Trust-building changes communication patterns Open meetings educate employees Shared leadership involves management and employees Information flows up to management, down to workers, and horizontally among teams © SUGIHARTO, SH.MM GICI Business School
  22. 22. External Factors influencing Business Communication Technology Advances Accuracy and Security Issues Telecommunications Shared Goals and Expectations Software Applications Telecommuting Databases © SUGIHARTO, SH.MM GICI Business School
  23. 23. External Factors influencing Business Communication Technology Advances Impact of Technology Collect and organize data better Craft clearer and more effective messages Overcome distance issues Raise legal and ethical issues © SUGIHARTO, SH.MM GICI Business School
  24. 24. External Factors influencing Business Communication Technology Advances Legal and Ethical Implications of Technology Information ownership Information access Threats to privacy © SUGIHARTO, SH.MM GICI Business School
  25. 25. The INTRANETS External Factors influencing Business Communication Technology Advances Password Protected resources available via the Internet allow companies to post information and resources for employees © SUGIHARTO, SH.MM GICI Business School
  26. 26. The EXTRANETS External Factors influencing Business Communication Technology Advances Protected information and resources on company site are made available to: Customers Partners Or others with need to know © SUGIHARTO, SH.MM GICI Business School
  27. 27. The INTERNET External Factors influencing Business Communication Technology Advances The vast ―network of networks‖ links computers throughout the world. Information in the form of : Text Images Audio Video … are quickly available and easily searchable © SUGIHARTO, SH.MM GICI Business School
  28. 28. External Factors influencing Business Communication Technology Advances Business Communication evolves from paper based method to electronic based method Document Production Software Electronic Presentations Tools Web Publishing Tools Collaborative Software © SUGIHARTO, SH.MM GICI Business School
  29. 29. THANK YOU FOR LISTENING 3nd Meeting Business Communication Presented by Sugiharto, SH. MM STIE GICI Business School October 2013 Background image provide by slide Factory.blogspot.com Twitter @Hotslides c Presentation created by Ace 013/ugik Slides factory © MCX 2013 © SUGIHARTO, SH.MM GICI Business School

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