Elements of Managerial Communication

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Elements of Managerial Communication
Presented By
Faculty Name-Prof.Sarang Dani
Designation-Assistant Professor
Institute Name-S.P.Mandali’s Prin. N.G.Naralkar Institute of Career
Development and Research
https://www.linkedin.com/in/sarangguru/

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7 C’s of Business Communication

3. Communication is a Skill
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4. How are you? Communicate
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5. Language is not all about communication
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6. NATO Phonetic Alphabets
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7. Letter and Sounds
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8. Definition: Communications
Definition: Communication is a process of sending, receiving and interpreting
messages. ––Kimberley Hicks
Meaning-This definition in very simple words says that communication is a process
whereby people exchange messages.
Definition: Communication is the broad field of human interchange of facts and
opinions. ––Redfield
Meaning-This definition emphasizes the fact that communication has to do with
interchange or exchange of facts and opinions or social or commercial intercourse, as
we have already seen.
Definition: Communication encompasses all forms of expression which serves the
purpose of mutual understanding. ––Revesz….. Meaning?
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9. Objectives of Communication
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• Inform • Educate • Train
• Motivate • Integrate
• Relate and
Connect
• Promote • Entertain
• Facilitate
Decision-
Making
• Help
Networking

10. Process of Communication
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11. Process of Communication
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12. Process of Communication
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Step 1
• Message is initiated.
Step 2
• Sender picks up the idea and encodes it for proper
understanding.
Step 3
• The encoded message is then transmitted through the chosen
medium or channel.
Step 4
• Receiver receives the message and decodes it.
Step 5
• The decoded message is used or acted upon.
Step 6
• As a final step, feedback on use or action is sent back to the
sender.

13. Methods and Channels of Communication
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14. Modes of Communication
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Conventional Modes
• 1. Postal mail
• 2. Courier
• 3. Hand Delivery
• 4. Telegraph
• 5. Telex
Electronic Modes
• 1. Telephone
• 2. Intercom
• 3. Cell Phone
• 4. Fax
• 5. e-Mail
• 6. e-Conferencing
• 7. Tele-Conferencing
• 8. Internet
• 9. Computer Networks - LAN, WAN, MAN

15. Types of Business Communication
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 Questionnaires and opinion polls.
 Legal correspondence.
 Publicity literature such as brochures and booklets.
 Newsletters and house journals.
 Preparation of charts, graphs and stickers.
 Press releases.

16. Types of Business Communication
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• Job applications.
• Preparation of bio data and curriculum vitae.
• Export- and import-related correspondence.
• Preparation of bill of exchange, promissory note and hundi.
• Telegraphic and fax messages.
• Mild and strong appeals.
• Correspondence with foreign institutions and agencies.
• Advertisements of various types—newspapers and print media, hoardings and banners.

17. Parts of Speech
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18. Types of Listening
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Active
Passive
Selective
listening

19. Ten Commandments of Listening
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Stop talking
Put the
speaker at
ease
Show you
want to
listen
Remove
distractions
Empathize
with the
Speaker
Be patient
Hold your
temper
Refrain from
argument
and critics
Ask
questions
Stop talking
again

20. Voice Modulation
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• Tone—harsh, soft, whisper
• Volume—loud, soft
• Quality—controlled, uncontrolled
• Pace—rapid, slow
• Force—intensity
• Range––wide, narrow
• Articulation––precise, imprecise
• Rhythm––smooth, jerky
• Resonance––resonant, thin

21. Colour statements
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• White—serene, sober, peaceful
• Red—passion
• Green—growth, brightness
• Blue—competence
• Grey—strength
• Black—dark, serious, mysterious

22. Meetings
 Sharing, exchanging and evaluating information
 Discussing complex issues and solving problems
 Obtaining periodical updates – weekly, monthly, quarterly meetings
 Deliberating on matters of concern and taking decisions
 Bringing together different sections and resolving conflicts
 Describing goals and obtaining commitments
 Inspiring and motivating people to achieve common objectives
 Thus, meetings may range from routine information-sharing meetings to
 the decision making and conflict resolution types.
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23. Planning the Meetings
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Before
the
meeting
After the
meeting
Checklist
for
meetings

24. Planning the Meetings
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Agenda
Background
papers
Whom to
invite
Timing and
venue
Punctuality
Time
management

25. Non-verbal Communication Modes
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Body language—
facial expressions,
eyes, voice
Postures/Gestures—
carriage, leaning,
shrugging, nodding
Attire Appearance
Handshake
Personal Space Timing Example
Behaviour
Smile

26. Basic structure of meetings
The basic structure of a meeting is as follows:
 Use the agenda as a planning tool.
 Circulate the meeting agenda well in advance.
 To run the meeting, keep control, take note of the agreed-upon outcomes, actions and
responsibilities, and take notes.
 Write and circulate all notes in the form of minutes, especially those related to action and
accountability.
 Follow up on the actions and responsibilities agreed upon.
 Role of Chairman Secretary and Members?
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27. Agenda: The core of Successful Meeting
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28. MoM- Minutes of the Meeting
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 The name of the organization.
 The date, time and place of the meeting.
 Periodicity and nature of the meeting.
 The Presiding Officer or Chairperson of the meeting.
 The members present and/or absent. Leave of absence granted. Changes, if any, in the
composition of the Committee/Board.
 A reference to the previous meeting and the approval of the minutes.
 References to the agenda items taken up one by one, the key points that came up, reports
submitted, motions made, decisions taken and the resolutions passed.
 The date, time and venue of the next meeting.

29. Email Etiquettes
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Grammatical
errors
Punctuation
mistakes
Lengthy
sentences and
paragraphs
Marking
unnecessary
copies
Typos or
typing errors
Misspellings
Capitalization
errors
Casual writing
Texting
abbreviations

30. Reports
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• Routine reports such as monthly report, performance report, review report and progress
report.
• Research reports, survey reports and special reports.
• Enquiry reports, audit reports and investigation reports.
• Status reports and progress reports/ Sales reports.
• Confidential reports / Information reports and Analytical reports.
• Feasibility reports / Industry surveys and Marketing reports.
• Technical reports / Directors’ reports.
• Annual reports / Committee reports.

31. Written Communication
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• can be well organized to convey the precise message.
• can be prepared at the time when the communicator is best prepared to do so.
• unlike oral communication, can be effective as a stand-alone medium.
• can be targeted to reach specific individuals/ sections.
• can be composed in a language that the receiver can read and understand.
• can carry the much desired personal touch.
• can be erased, revised and re-written.
• when stored, can be exactly reproduced or repeated.
• organized properly, can be cost effective.
• creates records and reference sources.

32. Memo Format
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33. Sample Format of Cover Letter
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SAMPLE FORMAT FOR COVER LETTER (Full Block Format)
(Date)
(Name, post and address of the person who will receive your letter)
Dear (Mr/Ms/Dr Surname)
Application for the Post of (Title of the Post) (Ref. no., if any)
(1st paragraph: Introduction
State how you found out about the vacancy and your reason for applying for the post.)
(2nd paragraph: Body
Briefly describe your qualifications and work experience which are relevant to the post.)
(3rd paragraph: Body
Market your strong points and achievements that are beneficial to the post.)
(4th paragraph: Closing
Request the employer for an interview.)
Yours sincerely
(Your signature)
(Your name)
(Your Address including phone number and e-mail address)
Enclosures

34. Internet and Social Media Communication
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As of January 2021, there were 4.66 billion active internet users worldwide 59.5 percent of the global population.

35. Some of the forms of the title / rank (when name of the receiver is included) may be
Mr. - For men, both married and unmarried.
Miss. - For an unmarried woman.
Mrs. - For a married woman.
Ms. - For both married and unmarried woman.
Messrs. (M/s) - Plural for Mr.
Mmes. (Mesdames) - Plural for Mrs.
Dr. - For a medical practitioner / who acquired Ph.D.
Captain/ Prof. / etc - For an individual occupying the position
Honorable / Excellency - For dignitaries
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Salutations

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Types of Letters

37. 1. Semantic barriers: Different people assign different meanings to one specific message. This is due
to the problems with meaning, significance, and the sending and reception of the meaning and content
of the massage.
2. Organizational barriers: This type of barrier develops due to the problems with physical distance
between members with respect to their functional specialization of tasks, power, authority and status
relationship, values held, and ownership of information.
3. Interpersonal barriers: These barriers also develop in the process of communication. They are
based upon the relationships, values held, and attitudes of the participants in the communication.
4. Individual barriers: These are also called psycho-sociological barriers. The problem of this barrier
arises due to differences in individual competencies to think and act, which would include physical
aliments or handicaps. Poor listening and improper reading skills and adverse psychological conditions.
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Barriers to Communications

38. 5. Cross Cultural (geographic) barriers: Culture is a shared set of values and attributes of a group.
The communication barriers are also seen because of time, geographic locations, and the effects of
time upon reception of the message and other cross cultural factors.
6. Physical Barriers/Channel and media barriers: The effectiveness and accuracy of communication
is also affected by the physical barriers like distance, noise or channel and the media used in the
process. In this category, problems that confront the media used in the process. In this category,
problems that confront the issue of how best to communicate a message are included. (For example, it
is best to transmit a massage face to face rather than in writing).
7. Technological barriers: They are barriers which arise due to technological advancements in the
field of communication. Technology generates lot of information, which is beyond the capacity of the
recipient. Further, the media advancements on account of technological process increase the barriers.
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Barriers to Communications

39. Geography becoming history
International Communications- World Time, Currency, Culture
Communication with Ease
Role of Translators
Linguistics Skills and Ascent
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Challenges in International Communication

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Band score Skill level Description
Band 9 Expert user You have a full operational command of the language. Your use of
English is appropriate, accurate and fluent, and you show complete
understanding.
Band 8 Very good user You have a fully operational command of the language with only
occasional unsystematic inaccuracies and inappropriate usage.
You may misunderstand some things in unfamiliar situations. You
handle complex detailed argumentation well.
Band 7 Good user You have an operational command of the language, though with
occasional inaccuracies, inappropriate usage and
misunderstandings in some situations. Generally you handle
complex language well and understand detailed reasoning.
Band 6 Competent user Generally you have an effective command of the language despite
some inaccuracies, inappropriate usage and misunderstandings.
You can use and understand fairly complex language, particularly in
familiar situations.
Understand and explain the IELTS scores

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Essential Communication Skills

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Ways to Improve Your Communication Skills

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Communication Day

44. References
https://localiq.com/blog/what-happens-in-an-internet-minute-2021/
https://www.visualcapitalist.com/the-worlds-top-10-most-spoken-languages/
https://exposureninja.com/training/guides/digital-marketing/skills/communication/
https://www.customessaymeister.com/cdn/images?id=BDYYf8pCVrhZiXM9kTaxUL
yI87aHhpFN24SzX8Ud.png
https://ieltsetc.com/ielts-podcast/
https://communicationstyles.org/four-authentic-communication-skills/
https://www.englishclub.com/pronunciation/alphabet.htm
https://www.worldtimebuddy.com/
https://www.lifehack.org/articles/communication/15-common-communication-
mistakes-that-you-might-making-but-you-dont-even-know.html
https://nptel.ac.in/courses/109/104/109104031/
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45. Prof. Sarang Dani
WhatsApp #9762347883
Call # 9156477176
Email:dani.sarang@rediffmail.com
LinkedIn: Sarang Dani
Twitter:@sarangguru
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