This document discusses the importance of communication skills for personal and professional success. It addresses common myths about writing at work, noting that all professionals need strong writing abilities. The document outlines different forms of organizational communication, including internal operational, external operational, and personal communication. It also describes the communication network within organizations, including formal and informal channels. Finally, it provides an overview of the basic process of communication, from ideation to encoding, transmission, decoding, response, and the challenges of ensuring accurate understanding.

1. Communication
Skills
Your key to personal and
professional success

3. How important is communication in
your everyday life?
 Oh, I’m not a politician or a lawyer so I won’t
have to make speeches or fight a case .
 I took a communication class once in college.

6. Importance of Communication
at Workplace
• Employers hire effective communicators
• Survey: 500 executives link communication
skills to professional success

8. Myths about Writing at
Workplace
Will I really have to write?
 Secretaries will do all my writing.
 I’ll use form letters and templates when I need
to write.
 I’m being hired as a physicist/economist, not a
writer.
 I’ll just pick up the phone.

9. Forms of organizational
communication
 Internal –operational Communication
 External –operational Communication
 Personal Communication

10. Internal-operational
communication
 All the communication that occurs in conducting
work within an organization is classified as
internal-operational communication.
 Implementation of organizational operating plan
 Operating plan- The procedure that the
organization has developed to do whatever it was
formed to do– to manufacture products, provide a
service, or sell good.

11. Examples of internal-operational
communication
Orders and instructions
Oral exchanges among workers
Reports concerning official trip, lab
experiment etc.
E-mails written to carry out official tasks

12. External-operational
communication
 The work-related communication that an
organization does with people and groups outside
the organization.
 Communication with clients, service companies,
customers and general public etc.
 Salespeople’s spiel, telephone callbacks, follow-up
service calls, brochures, print and audio-visual ads
 Company’s image is dependent on external-
operational communication

13. ………………………Continued
 Public Relations
 Planned publicity
 Community service
 Environmental friendliness of the
organization’s products

14. Personal Communication
 Exchange of information and feelings in which we
human beings engage whenever we come
together
 Not a part of the business’s plan of operation but
can have a significant effect on the success of that
plan.
 Effect on the attitudes of the employees
 Absolute denial of personal communication could
lead to emotional upset.

15. Communication Network of the
Organization
The Formal Network
The Informal Network

16. The Formal Network
 Well-established channels of information flow
 Formal Channels---- main lines of operational
communication
 Downward Communication
 Upward Communication
 Horizontal Communication
 Diagonal Communication

17. The Informal Network
 Comprises personal communication
 Such communication follows no set pattern
 Complex network
 Grapevine

18. Facing Today’s Communication
Challenges
“If I went back to college again, I’d concentrate
on two areas: learning to write and to speak
before an audience. Nothing is more important
than the ability to communicate effectively.”
Gerald R. Ford, 38th President of the United States

20. Process of Communication

21.  Communication is the transmission of
information and meaning from one individual
or group to another.
 Communication ---------dynamic interactive
process

23. Ideation
 Formation of idea or selection of a message to be
communicated.
 Consists of “What” of communication------content of the
specific message.
 Scope of ideation------determined by the sender’s
knowledge, experiences and abilities as well as the purpose
of communication and the context.

24. Types of Messages
 Logical -----Factual information
 Emotional------Feelings and emotions

25. Ideation in a Formal Communicative
Situation
 Finding and selecting a subject or general topic
 Looking for ideas and thoughts
 Deciding the type and sources of information.

26. Encoding
 The process of changing the information into some form of
logical and the coded message.
 In a formal situation, encoding involves:
 Selecting a language
 Selecting a medium of communication
 Selecting an appropriate communication form

27. Communication Forms
Form Examples
1. Interpersonal face to
face communication
2. Group Communication
3. Speaker-audience
Communication
4. Telephonic
Communication
5. Written
Communication
Casual conversations, formal
interaction, interviews
Meetings, conferences
Speeches, seminars
Personal interactions,
business deals
Reports, memos,
proposals, letters, emails

28. Transmission
• Flow of message over the chosen channel
• One of the most basic aspects of communication---
--involves choosing the proper time (When),
proper place (Where) and a proper way (how).

29. Decoding
• The process of converting a message into thoughts by
translating the received message into an interpreted
meaning in order to understand the message
communicated.
• Interpretation of the message.
• Oral communication----listening and understanding
• Written communication------ reading and
understanding

30. Response
• The action or reaction of the receiver to the
message.
• Feedback ------ acceptance or rejection
• Key to communication

31. ……. Continued

32. Some Basic Truths about Communication
• Meanings sent are not always received
No two minds have identical filters, storehouses of
words, gestures, facial expressions
They might not attach same meanings to all symbols

33. ………………….Continued
• The symbols of communication are imperfect
Words are crude substitutes for the real thing
Man, dog, house and run etc.
Communicators vary in their ability to
communicate thoughts
Lack of equivalent words in various cultures

34. Resulting stress on adaptation
 Adaptation of messages to the minds of receivers
 Adaptation ---- fitting the message to the recipients