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- 2. Functions of Communication Management Feedback Emotional Sharing Persuasion Information Exchange
- 3. “ “Effective communication is a process of exchanging ideas, thoughts, knowledge, and information such that the purpose or intention is fulfilled in the best possible manner. In simple words, it is nothing but the presentation of views by the sender in a way best understood by the receiver.” - (M, 2018)
- 4. Downward Communication Group leaders and managers use it to assign goals Provide job instructions Explain policies and procedures Point out problems that need attention Offer feedback
- 5. Upward Communication Provide feedback to higher-ups Inform them of progress toward goals Relay current problems
- 6. Lateral Communication Saves time Facilitates coordination
- 7. Oral Communication Meetings Videoconferencing and Conference Calling Telephone
- 8. Written Communication Letters PowerPoint E-mail Instant Messaging Text Messaging Social Media Websites Apps Blogs
- 9. Choosing Communication Methods Memos & Letters Voice mail Face-to-face conversations Live Speeches (Robbins & Judge, 2019)
- 10. Persuasive Communication Automatic and Controlled Processing Interest Level Prior Knowledge Personality Message Characteristics Choosing the Message
- 11. Barriers to Effective Communication Filtering Information Overload Emotions Language Lying
- 12. Cultural Factors Cultural Barriers Cultural Context Semantics Word Connotations Tone Differences Differences in Tolerance for Conflict High-Context Culture Low-Context Culture
- 13. References M, P. (2018, November 7). What is effective communication? Definition, characteristics, skills, significance, barriers. Retrieved February 22, 2021, from https://theinvestorsbook.com/effective- communication.html#:~:text=Definition%3A%20Effective%20co mmunication%20is%20a,best%20understood%20by%20the%20r eceiver. Robbins, S. P., & Judge, T. A. (2019). Organizational behavior (18th ed.). New York, NY: Pearson.
Editor's Notes
- Communication by Aaron Miller
- Communication serves five major functions within a group or organization: management, feedback, emotional sharing, persuasion, and information exchange. Communication acts to manage member behavior in several ways. When employees follow their job descriptions or comply with company policies, communication performs a management function. Communication creates feedback by clarifying to employees what they must do, how well they are doing it, and how they can improve their performance. Communication within the group is a fundamental mechanism by which members show satisfaction and frustration. Therefore, communication provides for the emotional sharing of feelings and fulfillment of social needs. Like emotional sharing, persuasion can be good or bad depending on how a leader is trying to persuade a work group. The final function of communication is information exchange to facilitate decision making. Communication provides the information that individuals and groups need to make decisions by transmitting the data needed to identify and evaluate choices.
- Downward communication is communication that flows from one level of a group or organization to a lower level. In downward communication, the delivery mode and the context of the information exchange are of high importance.
- Upward communication flows to a higher level in the group or organization. Upward communication keeps managers aware of how employees feel about their jobs, coworkers, and the organization in general. Managers also rely on upward communication for ideas on how conditions can be improved.
- Lateral communication occurs between members of the same work group, members at the same level in separate work groups, or any other horizontally equivalent workers. More often, they are informally created to short-circuit the vertical hierarchy and expedite action.
- Oral communication is the primary means of conveying messages. Speeches, formal one-on-one and group discussions, and the informal rumor mill or grapevine are popular forms of oral communication.
- Written communication includes letters, e-mail, instant messaging, and any other method that conveys written words or symbols. Depending on what written communication an individual uses some have more personal touches than others, some are more formal or informal than others.
- The choice of which communication method an individual uses depends on the amount of information that needs to be transmitted during the communication episode. Channel richness is a helpful framework for choosing your mode of communication. Thus, memos & letters give straight to the point non-personal information with no rapid feedback. As whereas face-to-face conversations can handle multiple cues simultaneously with rapid feedback and is very personal.
- Persuasive Communication is processed in two different ways (automatic and controlled). We rely heavily on automatic processing as it takes little time and low effort, so it makes sense for us to use it for processing persuasive message related to topics you don’t care much about. Controlled processing requires effort and energy, but it is harder to fool an individual who has taken the time and effort to engage in it. Thus, your interest level and prior knowledge on the information can help persuade you. Also. certain personality traits such as need for cognition, can determine how easily persuaded an individual is or if the individual relies on intuition or emotion.
- There are several barriers that can slow or distort effective communication. When the sender purposely manipulates information so the receiver will see it more favorable is filtering. When the information we must work with exceeds our processing capacity information overload occurs. Our emotions will distort our interpretation of the message, thus emotional judgment can occur. Difficulty communicating across multiple languages. As well as communicating through the same language, some words mean different things to different people, which can distort and/or take words out of context. Lastly, lying is the outright misrepresentation of information.
- Cultural barriers and context are the main cultural factors in communication. Words mean different things to different people, particularly people from different national cultures. Words imply different things in different languages (de nada means you’re welcome in Spanish but in English it means of nothing). In some cultures, language is formal and in others it is informal. And for some people from individualist cultures tend to be more comfortable with direct conflict and will make the source of their disagreements obvious. And lastly, high-context cultures compared to low-context cultures rely heavily on nonverbal and subtle situational cues in communication with others, and a person’s official status, place in society, and reputation carry considerable weight.