This document discusses the concept of communication and the communication process. It provides three definitions of communication from different authors that emphasize information exchange, transmission of understanding through symbols, and transfer and understanding of meaning. The five components of communication are identified as the sender, message, receiver, transmission channels, and reception. Effective communication is described as a two-way process where both parties share the meaning of the message. Different types of communication structures and processes in organizations are outlined.
What are communication skills? Communication skills are abilities you use when giving and receiving different kinds of information. Some examples include communicating ideas, feelings or what's happening around you. Communication skills involve listening, speaking, observing and empathizing....
What are communication skills? Communication skills are abilities you use when giving and receiving different kinds of information. Some examples include communicating ideas, feelings or what's happening around you. Communication skills involve listening, speaking, observing and empathizing....
Communication Process, Types and Models of CommunicationPrinson Rodrigues
Communication Process, Types and Models of Communication, Organizational Communication: Formal and Informal means of Communication; Types of Model: Linear, Interactive and Transactional Model.
A well description of Communication in Organisation or In society.
In today's world without communication,we can't survive. Everything is connected to either verbal or non-verbal communication form only.
I made this presentation based on different books and sources.
LinkedIn - how you “Dress for Success" for the Internet
Why we do social media?
How we do social media?
The three audiences for whom you create your LinkedIn profile
The important parts of your profile
Settings
Headline
Summary
Closing
Building your network
Stronger network
Better search
More leads
The power of connections
Theories on connections
Reaching out to your connections
Profile views
Status updates
Endorsements and recommendations
Communication Process, Types and Models of CommunicationPrinson Rodrigues
Communication Process, Types and Models of Communication, Organizational Communication: Formal and Informal means of Communication; Types of Model: Linear, Interactive and Transactional Model.
A well description of Communication in Organisation or In society.
In today's world without communication,we can't survive. Everything is connected to either verbal or non-verbal communication form only.
I made this presentation based on different books and sources.
LinkedIn - how you “Dress for Success" for the Internet
Why we do social media?
How we do social media?
The three audiences for whom you create your LinkedIn profile
The important parts of your profile
Settings
Headline
Summary
Closing
Building your network
Stronger network
Better search
More leads
The power of connections
Theories on connections
Reaching out to your connections
Profile views
Status updates
Endorsements and recommendations
2. Concept of Communication:
Concept of Communication:
• Derived from Latin word “Communist” which
means common
• Three definitions of communication are given
below:
– Moorhead and Griffin (2009):- “Communication is
process in which two or more parties exchange
information and share many”
Diwakar Singh
3. Contd….
– Ivancerich, Donnelly, and Gibson (2011):
“Communication is the transmission of
information and understanding through the use of
common symbols”
– Stephen P Robbins(2017): “Communication is the
transference and understanding of meaning”
• Described as a process through which,
– One person transmits information
– To another person through appropriate medium
Diwakar Singh
4. Contd….
The five vital components of communication as
pointed out by:
Sender of message
The message itself
Receiver of the message
Transmission channels
Reception of the message
Diwakar Singh
5. Contd….
• The traditional view of communication holds
that:
– Communication is transmission of information
• From one person to another person
– Point of view is not adequate for :
• An effective communication to take place
– An example of one way communication:
• Sender’s information is not sure whether or not the
receiver
Diwakar Singh
6. Contd….
– This view has now been modified.
– Effective communication, the process of sending :
• A message in such a way that:
• The message received as close in meaning as
• Possible to message intended
– A person of group has to try to see and
• Feel as the other person or groups sees and feels
– It may be:
• A political with people
• A manager with employees
• A teacher with student
Diwakar Singh
7. Contd….
– Dean Barunlund’s (1971) approaches to
summarize the communication process
– The approaches are as follows:
– The message - cantered approach:
• Consists of the transmission of an effective “message”
• To communicate , the sender must
– Properly construct the content
– Arrange it properly and
– Deliver it effectively
Diwakar Singh
8. Contd….
– The transmission cantered approach:
• Concerned mainly with the “flow of information”
• The emphasis is on:
– The transmission and reception of the message
– The meaning- cantered approach:
• Concerned with seeking “meaning” from:
– What the transmitted message has to say:
– The components (three approaches) of the total
communication process
Diwakar Singh
9. Contd..
– Transmission of the message is:
• Vital in group or
• Interpersonal interactive
– Conclude that communication is:
• A process which involves people
• A process through which information between:
– A sender and receiver in which both:
– The parties share the meaning the message
Diwakar Singh
10. Role and Purpose of Communication in
Management:
• A large portion of manager’s time is spent
communicating;
– Explaining plans
– Schedules
– Polices
– Procedures and subordinates
• Management functions like:
– Planning
– organizing
Diwakar Singh
11. Contd….
– Leading
– Controlling (involve communication)
– Decision making
– Coordination
– Interpersonal relationship
• Henry Mintzberg (1993) studied:
– The working of business executives
– Found that 78% of their time spent in
communication relatives activities like,
Diwakar Singh
12. Contd…..
• Attending meeting
• Attending visitors
• Receiving phone calls
• Touring different offices
– 22% their work was spent for “desk-work”
– Managers at all levels of the organization:
• Spent considerable time in communication
• Peters and Waterman (1982) found that:
– Best managed companies were ones,
Diwakar Singh
13. Contd….
– Which were involved:
• Open and
• Informal communication
– The excellent companies encouraged:
• Greater communication
– Without their system
• Such companies had made workplace
arrangement
• To increase opportunities for interpersonal
interactions:
Diwakar Singh
14. Contd….
– Companies encouraged managers:
• To leave their desk
• Talk with other people or
• Shop floor employees
• Called management by walking around
– Companies had designed open spaced offices:
• To encourage people to observe other
• Interact with each other
• Called management by talking around
Diwakar Singh
15. Contd….
– Companies had designed their office buildings
with:
• Escalators instead of elevators to facilitate open face
• To force interaction
– Companies had enough space for:
• Formal and
• Informal meetings together
– Today, business organizations:
• The gap of new communication technologies
Diwakar Singh
16. Contd….
• Both opportunities and limitation
– Some forms of mail transmitted electronically
have been available:
• The telegram
• The mailgram
• The cablegram
• Fax
• Email
Diwakar Singh
17. Contd….
– These technologies have contributed to the
emerge of “Paperless Office”
• Teleconferencing
• Victual office
• Telecommunicating
– Well- designed communication system serves the
following purpose for the organizations:
• Information sharing
• Problem solving
Diwakar Singh
18. Contd…
• Decision making
• Strategy implementation
• Team management
• Organizational change and development
• Evaluation and control
Diwakar Singh
19. Communication Structure:
• A pattern through which
– The members of a group or
– Organization communicate with each other
– Known as :
• Communication network
• Communication channel (formal channel of
communication)
– Communication network is complex in large
organization
Diwakar Singh
20. Contd…
• Four major types of communication structure
in organization.
• These are:
– Wheel
– Chain
– Circle
– All channels
Diwakar Singh
22. Communication Process:
• Several steps are involved in communication
process:
– Steps in the communication process
• Linked in a chain
– The transmission of the message becomes
complex, because:
• It has to travel through these different steps
– Steps or elements that make-up the
communication process include:
• Sender or source
Diwakar Singh
25. Types of Communication:
• In organization, information flows in three
directions:
– Down
– Up and
– Sideway
• Through formal and informal channel
– We will deal with other types:
• Formal
• Informal
• Interpersonal
• Non-verbal communication
Diwakar Singh
26. Contd….
• Formal communication:
– Official channel of communication
– Flows through established line of authority
– Controlled and regulated by :
• Management of an organization
– Examples of formal communication include:
• Official letter
• Memo
• Notices
• Newsletter
• Reports
• Staff meetings
Diwakar Singh
27. Contd….
• The form of formal communication:
– Downward
– Upward (information)
– Downward communication deals with:
• Instructions
• Plans
• Policies
• procedures
Diwakar Singh
28. Contd….
– Upward communication deals with:
• Employee suggestions
• Grievance procedure
• Meetings
• Problem solving groups
Two important features of formal
communication are:
• It follows the authority structure
– Organization structure determines:
Diwakar Singh
29. Contd…..
• Who communicates with whom and
• For what purpose
• Information ownership rests with same person
in the organization:
– They have the information and
• Hence, they have power of information
– If these persons do not want to disclose
information
• Formal communication cannot take place
Diwakar Singh
30. Contd….
– Informal communication:
• Unofficial communication
• Occurs outside the formal channels
• Employees communicate with one
– Another to maintain their social relationship and friendship
• The most common forms of informal communication
include:
– Grapevine
– Rumors
– Non-verbal communication
Diwakar Singh
31. Contd…
• The Grapevine:
– An informal network of flow of information among
people in an organization
– Called a “Social network of informal
communication”
– Has been recognized as a part of organizational
life
– John Newstrom and Keith Davis (1998) have
identified possible four types of grapevine chains:
Diwakar Singh
32. Contd…..
• Single stand chain:
– Person A tells to Person B
– Who tells it to person C and
– So on down the line
• Gossip chain:
– One person seeks out and
– Tells everyone the information of:
• Interesting but non-job related
Diwakar Singh
33. Contd….
• Cluster chain:
– The person tells the information:
• To the selected ones
– Employees pass on the information, they have
obtained only:
• To their close friends
• To people they trust
•
Diwakar Singh
34. Contd....
– The rumors:
• The stories based on very little that are verifiable
• Spread throughout the organizations
• A rumor has three components:
– Target
– Allegation
– Source
– Interpersonal communication:
• A two-way communication system
• The primary means of managerial communication
Diwakar Singh
35. Contd….
• Takes place between or among two or more individual
(called dyad)
• The most common type communication in organization
– Because, all communication among
» Employees
» Management and employees
– The important methods of interpersonal
communications are:
• Oral communication
• Written communication
Diwakar Singh
36. Contd….
• Non-verbal communication:
– Has three aspects:
• The verbal aspects (use of language – written or oral)
• The emotional aspects (the mood or feeling being,
expressed)
• The non-verbal aspects (body language)
– It occurs without the use of word (body language):
• Eye-contacts
• Gestures
• Postures
• proximity
Diwakar Singh
37. Contd…..
The following elements of the body language
are important for managers to understand:
• Physical proximity:
– Means the person want to know each other
– They are interested in:
• Interaction and
• Friendship
– On other hand:
• Physical distance indicates lack of interest
Diwakar Singh
38. Contd….
• Physical appearance:
– It indicates:
• Height
• Physique
• Face
• Hair
• Hand
• Other parts of body
– This shows social skills
Diwakar Singh
40. Contd….
• Direction of Gazes or Eye movements:
– Indicates something about
• The receiver of a message
– The first interaction between:
• Two persons start with eye contact
Diwakar Singh
41. Barriers to Effective Communication:
• Many barriers to effective communication
• Because of these barriers:
– Effective exchange of information cannot take
place
• Managers must be aware of these business
– And breakdowns in communication
• They should know how to manage :
– The communication process and
– minimize the potential problems
Diwakar Singh
42. Contd…
• For present analysis:
– We will follow the classification used by:
• Kreitna (2007) as:
– It is more comprehensive
– Process barriers:
• Encoding and decoding
• Filtering
• Conflicting signals
• Fear and mistrust
• Noises
• feedback
Diwakar Singh
43. Contd….
• Physical barrier:
– Physical distance
– Hierarchical structure
– Office design
– Distortion
• Semantic barriers:
– Semantic
– Long and complex sentence structure
– Use of jargons
Diwakar Singh
44. Contd…
• Psychosocial barriers:
– Lack of interest
– Reference groups
– Perception
– Value judgments
– Status difference
– Social barriers
Diwakar Singh
46. Enhancing Effective Communication:
• The latest development in management literature
emphasize that:
– The role of formal
– Rigid organization structure should be minimized and
• The use of group activities such as:
– Terms
– Quality circles
– Task forces
– Committees
• Should be maximized
– To enhance effective communication
Diwakar Singh
47. Contd….
The following are some communication
methods to enhance effective communication:
– Improving communication process:
• A great deal of communication problems arises because
of:
– Lapses or
– Careless handling of communication
– Careful design of the message:
• Use appropriate words
• symbols
Diwakar Singh
48. Contd….
• Reducing physical barrier:
– Create problems in effective communications:
• The rigidity of formal communication
• Status differences
• Locational distance
– To minimize the effects of physical factors on
organization communication
• Informal communication network should encourage.
Diwakar Singh
49. Contd….
• Simplifying the language:
– Language translates the sender’s ideas into:
• Written or oral messages
– If the sender and receiver of message clarify
• The set of symbols to be used before
– They communicate confusing regarding
» Regarding the meaning of
» Words and symbols are minimized
Diwakar Singh
50. Contd…
• Promoting interpersonal relationship:
• Human factors generate distortions that can
be fully eliminated:
– Difference in:
• Culture
• Perception
• Emotion
• Internet
Diwakar Singh
51. Contd….
• These barriers are caused because of :
– Misunderstanding of original message
• Thus, the
– Norms
– Values
– Interests
– Needs
– Influence of reference group
Diwakar Singh
52. Cont…
– How
– When and
– What information is communicate?
• These barriers can be removed:
– If greater interpersonal interactions take place
within organization
Diwakar Singh
53. Contd….
• Adjusting with communication technology:
– The age of communication technology
– The use of communication technology can reduce:
• Made communication much easier
– On the other hand:
• Extreme dependence on technology can reduce:
– The use of face-to-face meetings
– Conversations and
– Formal communication
Diwakar Singh
54. Contd…..
Thus, the problems and limitations imposed by
the communication technology like:
– Information overload
– Time pressure etc.
– Should be minimized to enhance
• The effectiveness of such technology
– The less distortions that occur in
• Communication
Diwakar Singh
55. Contd…
• The communication process in organization
should adopt the following strategies:
– Top management’s commitment to importance of
communication
– Commitment to two way communication
– Emphasis on face-to-face communication
– Dealing with;
• gossips
Diwakar Singh
56. Contd….
• Rumors
• Bad ness appropriately and in time
– Right selection and appropriate use of electronic
communication
– Develop a climate of trust and open
communication
Diwakar Singh