Managing Communication
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Fundamentals of Communication, Downward Communication, Upward Communication, Other Forms of Communications, Informal Communication
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Managing Communication
- 1. Unit III. Managing Communications RICHARD IAN MARK T. NECOSIA MPA-2 DR. CLEOPAS BETTE R. JACUTIN, DPA PROFESSOR “A Special Place for Teaching and Learning” PA 203 Human Behavior in Organization with Gender and Development
- 2. Learning Objectives After the discussion, the student will be able to: 1. Identify what communication is. 2. Discuss the factors leading to effective communication. 3. Apply the effective communication in professional area.
- 3. Outline Fundamentals of Communication Types of Communication Types of Organizational Communication Fundamentals of an effective communication in the workplace Elements that foster effective communication in the organization
- 5. Communication Defined: All means of symbolic or verbal communication (newspapers, mail, email, telephones, television, radio, etc.) that people and machines use to make contact and share information. “Communication is the intercourse by words, letters or messages”- Fred G. Meyer.
- 6. Definitions: According to Megginson said, “Communication is the process of transmitting meanings, ideas and understanding of a person or a group to another person or group.” According to Newstrom & Keith Davis said, “Communication is the transfer of information form one person to another. It is a way of reaching others by transmitting ideas, feelings, thoughts, facts and values.” According to Theo Haiman, “Communication means the process of passing information and understanding from one person to another.”
- 7. ”Communication is absolutely essential to organizations”-( Herbert A. Simon, Nobel Laureate 1947)
- 8. Types of Communication Written Communication Verbal Communication Non-Verbal Communication
- 9. Internal and External Communication Internal communication is the process of exchanging information among the people of different level or internal participants within the organization. External communication is an informal exchange of information and messages between an organization and other organizations, groups or individuals outside its formal structure.
- 11. The communication process Sender ReceiverChannel Noise Feedback (2 way communication) Person A Person B Sender 1. Intended meaning 2. Encoding Receiver 3. Decoding 4. Perceived meaning Sender 5. Intended meaning 6. Encoding Receiver 7. Decoding 8. Perceived meaning
- 13. Downward Communication In the opinion of Weihrich and Koontz, “Downward communication flows from people at higher levels to those at lower levels in the organizational hierarchy.” According to Ricky W. Griffin, “Downward communication occurs when information flows down the hierarchy form superiors to subordinates.”
- 14. “Ensuring effective downward communication is not necessarily an easy task. ”
- 15. Methods of Downward Communication Oral Media or Method: Usually, the supervisors give instructions to their subordinates through face-to-face and telephonic conversation.
- 16. Methods of Downward Communication Written Media or Method: written forms through letters, Memorandums circulars, manuals, bulletins,
- 17. 17 Upward Communication Upward communication is the transmission of information from lower levels of an organization to higher ones; the most common form is employees communicating with managers. Types of messages: performance on the job, job related problems, fellow employees and their problems, subordinates perceptions of org policies and practices, tasks and procedures
- 18. KEY POINTS ◦ Upward communication is the transmission of information from lower levels of an organization to higher ones. ◦ Upward communication often comes in response to downwardly communicated requests for information, opinions, or actions. ◦ The channel used to share upward communication (e.g., face-to-face, over the telephone, writing) can influence its effectiveness. ◦ Upward communication can be an important source of information that informs management's decision-making.
- 19. ”Managers who are open to and encourage upward communication foster cooperation, gains support, and reduces frustration among their employees.”
- 21. 21 Horizontal Communication Flow of messages across functional areas at a given level of an organization (this permits people at the same level to communicate directly). Type of messages: facilitates problem solving, info sharing across different work groups, task
- 23. Challenges of Horizontal Communication Territoriality Rivalry Lack of Motivation
- 24. Informal Communication Informal communication in the workplace is communication that takes place outside the formal, communication structures of the workplace. Some people refer to informal communication as the ‘grapevine.’
- 27. Fundamentals of an effective communication in the workplace Be objective about everything namely, people, countries, and cultural characteristics by judging people by their work performance, not by personal characteristics. Be open to differences and do not have an attitude of superiority. Be flexible to people who are different by looking for alternative methods and styles of communication, and adjust your approach to favor the individual with whom you are interacting.
- 28. Fundamentals of an effective communication in the workplace Be sensitive to diversity, and strive to be courteous and considerate of others’ cultures and customs. Learn about the languages, countries, and cultures of people you communicate with in the work place. Learn to be patient and tolerant in interactions with people from other cultures that may communicate in ways, with which you are not familiar.
- 29. Elements that foster effective communication in the organization Have regular meetings with the people so that each member can provide feedback. This encourages communication between employees across the ranks. Ensure that all employees in the workplace have each other’s contact details in case any information needs to be communicated.
- 30. “Ensure every staff listens to what others have to communicate, this helps to avoid feedback or opinions not to be dismissed without being fully considered” “The manager should be an example to others, and this ensures that he or she promotes open and good communication by endeavoring to break down the 'barriers' of hierarchy within the business. “ “The tone of your voice impacts significantly what one is saying, like to say "yes" or "no" in express doubt, anger, indifference, or any range of emotions with either of them. “
- 32. Daghang Salamat!
- 33. References: Boundless. "Downward Communication." Boundless Management Boundless, 27 May. 2016. Retrieved 28 Jul. 2017 from https://www.boundless.com/management/textbooks/boundless-management- textbook/communication-11/management-and-communication-83/downward-communication-397-847 Boundless. "Upward Communication." Boundless Management Boundless, 27 May. 2016. Retrieved 28 Jul. 2017 from https://www.boundless.com/management/textbooks/boundless-management-textbook/communication- 11/management-and-communication-83/upward-communication-398-1551/ Boundless. "Horizontal Communication." Boundless Management Boundless, 20 Sep. 2016. Retrieved 28 Jul. 2017 from https://www.boundless.com/management/textbooks/boundless-management-textbook/communication- 11/management-and-communication-83/horizontal-communication-399-1879/ The Business Communication. “Downward Communication.” The Business Communication, 27 May. From https://thebusinesscommunication.com/what-is-downward-communication-methods-of-downward- communication/ Boundless. "Informal Communication." Boundless Management Boundless, 27 May. 2016. Retrieved 28 Jul. 2017 from https://www.boundless.com/management/textbooks/boundless-management-textbook/communication- 11/management-and-communication-83/informal-communication-400-10986/
Editor's Notes
- Examples of verbal communications include face-to-face talking, listening to a lecture or seminar, and listening to a television program. In fact, if you are listening to this lesson, you are engaged in a verbal form of communication. Written communication is sending a message by the use of symbols that are understood by both the sender and receiver of the message. If you are reading the transcript of this lesson, you are engaged in written communication. Non-verbal Communication: Wordless clues. It includes facial expressions, the tone and pitch of the voice, gestures displayed through body language (kinesics) and the physical distance between the communicators (proxemics).
- (1) Sender: The person who intends to convey the message with the intention of passing information and ideas to others is known as sender or communicator. (2) Ideas: This is the subject matter of the communication. This may be an opinion, attitude, feelings, views, orders, or suggestions. (3) Encoding: Since the subject matter of communication is theoretical and intangible, its further passing requires use of certain symbols such as words, actions or pictures etc. Conversion of subject matter into these symbols is the process of encoding. (4) Communication Channel: The person who is interested in communicating has to choose the channel for sending the required information, ideas etc. This information is transmitted to the receiver through certain channels which may be either formal or informal. (5) Receiver: Receiver is the person who receives the message or for whom the message is meant for. It is the receiver who tries to understand the message in the best possible manner in achieving the desired objectives. (6) Decoding: The person who receives the message or symbol from the communicator tries to convert the same in such a way so that he may extract its meaning to his complete understanding. (7) Feedback: Feedback is the process of ensuring that the receiver has received the message and understood in the same sense as sender meant it. (8)Noise= Interference
- While downward communication may sometimes invite a response, it is usually one-directional rather than reciprocal–the higher-level communicator does not invite or expect a response from the lower-level recipient.
- Differences in experience, knowledge, levels of authority, and status can make it more likely that sender and recipient do not share the same assumptions or understanding of context, which can result in messages being misunderstood or misinterpreted . Creating clearly worded and non-ambiguous communications and maintaining a respectful tone can overcome these issues and increase effectiveness.
- Beside this, managers also exchange relevant information to their subordinates through meetings, conferences, lectures etc.
- The availability of communication channels affects employees' overall satisfaction with upward communication. For example, an open-door policy sends the signal to employees that the manager welcomes impromptu conversations and other communication. This is likely to make employees feel satisfied with their level of access to channels of upward communication and less apprehensive about communicating upward.
- Communication within a team is an example of horizontal communication; members coordinate tasks, work together, and resolve conflicts. Horizontal communication occurs formally in meetings, presentations, and formal electronic communication, and informally in other, more casual exchanges within the office.
- According to Professor Michael Papa, horizontal communication problems can occur because of territoriality, rivalry, specialization, and simple lack of motivation. Territoriality occurs when members of an organization regard other people's involvement in their area as inappropriate or unwelcome. Rivalry between individuals or teams can lead to reluctance to cooperate and share information. Specialization is a problem that occurs when there is a lack of uniform knowledge or vocabulary within or between departments. horizontal communication often fails simply because organization members are unwilling to expend the additional effort to reach out beyond their immediate team to others at the same level.
- Ensure that all employees in the workplace have each other’s contact details in case any information needs to be communicated, Ensure every staff listens to what others have to communicate, this helps to avoid feedback or opinions not to be dismissed without being fully considered,