Engineering Management ( Communicating )

COMMUNICATING
02/02/16www.brainybetty.com 1
Cristine Joy E. Santos

 It is a process of sharing information through
symbols, including words and message.
 Communication may happen between superior
and subordinate, between peers, between a
manager and a client or customer, between an
employee and a government representative.
 It may be done face- to-face or through printed
materials, or through an electronics device like
telephone.
 In management, communication must be made
for a purpose and because it has a cost attached
to it, it must used effectively.

 INFORMATION FUNCTION- Information
provided through communication may be
used for decision-making at various work
levels in the organization.
 MOTIVATION FUNCTION- Communication is
also used as a means to motivate employees
to commit themselves to the organization’s
objectives.
 CONTROL FUNCTION- When properly
communicated, report, policies, and plans
define roles, clarify duties, authorities and
responsibilities.

 EMOTION FUNCTION- When feelings are
repressed in the organization, employees are
affected by anxiety, which, in turn, affects
performance.

DEVELOPS IDEA
encodes
WHO RECEIVE
MESSAGE
decodes
Accepts
or
rejects
Then transmits message to
Then provides feedback to
COMMUNICATION
PROCESS

 ENCODE- encode idea into word, illustration,
figures, or other symbols suitable for
transmission. The method of transmission
should be determined in advance so that the
idea may be encoded to conform with the
specific requirements of the identified
method.

 TRANSMIT- After encoding, the message is
now ready for transmission through the use
of an appropriate communication channel.
Among the various channels used include the
spoken word, body movements, the written
word, television, radio, an artist's paint,
electronic mail, etc.

AREA VOLUME (IN DRUMS) AMOUNT
I 1,000 1,000,000
II 1,342 1,342,000
III 2,045 2,045,000
IV 1,089 1,089,000
V 2,686 2,686,000
VI 3,450 3,450,000
TOTAL 11,612 11,612,000
Calao West Chemicals Corporation Santiago City
Branch Sales Report for January 1997

 RECEIVER- The next step is the
communication process is the actual
receiving of the message by the intended
receiver. The requirement is for the receiver
to be ready to receive at the precise moment
the message relayed by the sender. The
message may be initially received by a
machine or by a person.

DECODE- The next step, decoding , means
translating the message from the sender into a
form that will have meaning to the recipient.

 ACCEPT- The next step is for the receiver o
accept or reject the message. Sometimes,
acceptance (rejection) is partial.

WHERE USED ENCODED DECODED
SELLING 5/10;n/30 Sales on account is
allowed.
A five percent
discount is deducted
from total price if
settled within 30 days
Flowcharting Indicates beginning of
a flowcharting activity.
Production departure after
service.
A basic queuing system
configuration
indicating channel,
single phase system
02/02/16
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12
start
Service
facilityarrival

 USE- The next step is for the receiver to use
the information. If the message provides
information of importance to a relevant
activity, then the receiver could store it and
retrieve it when required.

 PROVIDE FEEDBACK- The last step in the
communication process is for the receiver to
provide feedback to the sender. Depending
on the perception of the receiver, however,
this important step may not be made.

 TWO MAJOR FORMS OF COMMUNICATION
 VERBAL
 Oral
 written
 NONVERBAL

 Verbal communications are those transmitted
trough hearing or sight. These modes of
transmission into two classes: oral and
written .
 Oral communication- mostly involves hearing
the words of the sender, although sometimes,
opportunities are provided for seeing the
sender’s body movements.
 Written communication- where the sender seeks
to communicate through the written word. It
may prepared as memo and sent to the receiver.

 Non verbal Communication is a means of
conveying message through body language,
as well as the use of time, space, touch,
clothing, appearance, and aesthetic
elements.

 PERSONAL BARRIERS
 PHYSICAL BARRIERS
 SEMANTIC BARRIERS

PERSONAL BARRIERS
It is the hindrance to effective
communication arising from a
communicator’s characteristics
as a person.
PHYSICAL BARRIERS
Refer to interferences to
effective communication
occurring in the environment
SEMANTIC BARRIERS
Is the study of meaning as
expressed in symbols. Words,
picture, or action, are symbols
that suggest certain meanings.

 DOWNWARD COMMUNICATION
 To give instructions
 To provide information about policies and
procedures
 To give feedback about performance
 To indoctrinate or motivate

 UPWARD COMMUNICATION-There is a need
for management to provide employees with
all the necessary material and non material
support it can give. The requirement,
however, is for management to know the
specific needs of the employees. This is the
primary reason for upward communication.

 FORMAL GRIEVANCE PROCEDURES
 EMPLOYEE ATTITUDE AND OPINION SURVEYS
 SUGGESTION SYSTEMS
 OPEN-DOOR POLICY
 INFORMAL-DOOR POLICY
 INFORMAL GRIPE SESSIONS
 TASK FORCES
 EXIT INTERVIEWS

FORMAL GRIEVANCE
PROCEDURES
EMPLOYEE ATTITUDE
AND OPINION SURVEYS
SUGGESTION SYSTEMS
-part of a normally operating
organization. To effectively deal
with them, organizations
provide a system for employees
to air their grievances.
-suggestions from employees are
important sources of cast-saving
and production enhancing ideas.
-finding out what the employees
think about the company is very
important. The exercise,
however, requires the expertise
and the company may not be
prepared to do it.

OPEN-DOOR POLICY
TASK FORCES
INFORMAL GRIPE
SESSIONS
-an open-door policy, even on a
limited basis, provides the
management with an
opportunity to act on
difficulties before they became
full-blown problems
-when a specific problem or
issue arises, a task force may be
created and assigned to deal
with the problem or issue.
-informal gripe sessions can be
used positively if management
knows how to handle them.

EXIT INTERVIEWS
When employee leave an
organization for any reason, it
is to advantages of management
to know the real reason. If
there are negative
developments in the
organization that management
is not aware of, exit interviews
may provide some of the
answer.

 HORIZONTAL COMMUNICATION-refers to
messages sent to individuals or groups from
another of the same organizational level or
position.

 To coordinate activities between
departments
 To persuade others at the same level of
organization
 To pass on information about activities or
feelings

 Memos
 Meetings
 Telephones
 Picnics
 Dinners
 Social affairs

 Management Information System (MIS is
defined as organized method of providing
past. Present, future and projected
information on internal information's and
external intelligence for use in decision
making.

 To provide a basis for analysis for early
warnings signals that can originate both
externally and internally.
 To automate routine clerical operations like
payroll and inventory reports
 To assist managers in making routine
decisions like scheduling orders, assigning
orders to machines, and reordering supplies
 To provide thee information necessary for
management to make strategic or non
programmed decisions.

MANAGEMENT
INFORMATION
SYSTEM
MANUFACTURING
RESEARCH AND
DEVELOPMENT
PERSONNEL
MARKETING
ENGINEERING
FINANCE
THE MIS AND ITS RELATION WITH DIFFERENT
DEFARTMENTS AND ORGANIZATION

Engineering Management ( Communicating )

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