Communication for administrative purposes


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A presentation on communication for administrative purposes.
Communication, according to J.O Ogunbayo,"could be described concisely as transference and understanding of meaning".

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Communication for administrative purposes

  1. 1. HR Learning Session By J. O. Ogunbayo COMMUNICATION
  2. 2. <ul><li>Communication : </li></ul><ul><li>This is a wide subject to deal with but we shall be focusing on corporate communication i.e communication for administrative purposes. </li></ul><ul><li>Transcends all activities of an organization </li></ul><ul><li>Nearly 70% of our waking hours is spent communicating in the form of writing, reading, speaking and listening. </li></ul><ul><li>Most inhibiting forces to successful group performance is lack of effective communication </li></ul><ul><li>An idea, no matter how great, is useless until it is transmitted and understood by others. </li></ul>
  3. 3. Management:- In any organization, there is the Management, the body that formulates policies, rules and regulations to regulate the conduct of that organisation Management itself is the organization of resources, human, financial and materials in order to achieve prescribed objectives.
  4. 4. <ul><li>What is meant by communication ? </li></ul><ul><li>Considering the foregoing therefore, communication </li></ul><ul><li>could be described concisely as: </li></ul><ul><li>Transference and understanding of meaning . </li></ul>
  5. 5. Four main elements of Communication <ul><li>a thinking process </li></ul><ul><li>a two-way continuing process </li></ul><ul><li>a social process </li></ul><ul><li>a symbolic process </li></ul>
  6. 6. The four main elements explained:- <ul><li>A THINKING PROCESS:- </li></ul><ul><li>For effective communication to take place, communicator must think out clearly his/her idea or message and how to transfer the message to the receiver in a way that it would be understood. </li></ul><ul><li>Communicator must use tact, discretion and respect the other individuals (who are the target receivers) </li></ul><ul><li>A communicator must know how to assemble the message and adopt it to the level of understanding and interest of those to which it was being transmitted. Should adjust his language to the requirement of the sayee, i.e, the recipient. </li></ul><ul><li>2. A TWO-WAY CONTINUING PROCESS:- </li></ul><ul><li>There can be no communication unless the person to whom it is being addressed indicated that he understands. </li></ul><ul><li>- </li></ul>
  7. 7. <ul><li>3. A SOCIAL PROCESS:- </li></ul><ul><li>Two or more parties are involved. </li></ul><ul><li>An organization must have an effective communication system if it is to achieve what it is set up to achieve. </li></ul><ul><li>A SYMBOLIC PROCESS:- </li></ul><ul><li>Groups have diverse communication symbols that are peculiar to and are understood by members. </li></ul><ul><li>There must be an accepted pattern which is recognized by all members of the group if objectives must be met. </li></ul>The four main elements explained - contd:-
  8. 8. <ul><li>Communicating to Employees (a form of mass communication). </li></ul><ul><li>The use of staff regulations, booklets, circulars, e-mails, bulletins and newsletters. </li></ul><ul><li>Ensure that employees are fully kept informed as much as possible about the organization’s objectives. This is to build a team, to change attitudes and to develop team spirit. </li></ul><ul><li>Serves as an instrument of control. </li></ul><ul><li>Provides information needed for coordinating activities of management. </li></ul><ul><li>Provides data as basis for intelligent management decision. </li></ul><ul><li>Makes possible the delegation of authority and responsibilities. </li></ul><ul><li>Functions as the essential basis of cooperation. </li></ul>
  9. 9. <ul><li>Operational and technical Communication:- </li></ul><ul><li>Informs about the organization’s operations, products and prospects. </li></ul><ul><li>Information about company’s policies and practices as they affect employees’ jobs. </li></ul><ul><li>Information relating to special situations arising in the business (e.g funding situation in IITA is often communicated to staff). </li></ul><ul><li>Information relating to the welfare of employees. </li></ul>
  10. 10. BARRIERS TO CORPORATE COMMUNICATION <ul><li>ORGANISATIONAL BARRIER:- </li></ul><ul><li>Where authorities and responsibilities are not clearly defined. </li></ul><ul><li>Where there is over communication i.e duplication of information. </li></ul><ul><li>Where management fails to use the quickest means of communication e.g. discussion of two officers on phone or by e-mail </li></ul>
  11. 11. <ul><li>LANGUAGE BARRIER:- </li></ul><ul><li>We cannot use the same language for all people e.g. the mode of our communicating with a messenger should not be the same as for a person on a higher level in the structure. </li></ul><ul><li>If a professional accountant talks using accounting terms or professional engineers talk with engineering terms, we may not completely understand, hence the need to adjust our language each time to suit circumstances and the intended receiver. </li></ul>BARRIERS TO COMMUNICATION CONTD
  12. 12. BARRIERS TO COMMUNICATION CONTD <ul><li>PSYCHOLOGICAL BARRIERS </li></ul><ul><li>The feeling of insecurity </li></ul><ul><li>We want opportunities for advancement </li></ul><ul><li>The desire to be treated as human beings. </li></ul><ul><li>The realization of doing something useful. Employees are more cooperative and efficient if they know how the contribution of their work fits into the products and activities of the organization. </li></ul>
  13. 13. <ul><li>MANAGERIAL BARRIERS </li></ul><ul><li>Free flow of communication allows free flow of ideas, mutual confidence between Management and the subordinate staff is essential. Open-mindedness must prevail. </li></ul><ul><li>When management failed to keep its promises, it creates barriers not only to communication but also to good employee relations. </li></ul><ul><li>Formulation of bad policies. </li></ul>BARRIERS TO COMMUNICATION CONTD
  14. 14. We should note that keeping people informed is not a matter of solely passing on information. It involves a sequence of steps, every one of which is necessary. These steps are: 1. The act of sending the message. 2. The act of receiving the message. 3. Communication is not finished until there is understanding. 4. There must be action. Above all, we should try as much as possible to avoid slipshop communication. CONCLUSION: