communication is the process of exchanging information in the form of messages, symbols, thoughts, signs, and opinions.

1.  Addis Ababa medical and business
college department of information
technology
Occupation : ITHNS
LEVEL : III
Unit of competency lead workplace
communication
pre. By instr. Jaleto S.

2. What is communication
 communication is the process of exchanging
information in the form of messages, symbols,
thoughts, signs, and opinions.
 These means of communication are used for
transferring information from one entity to the
other, and always involve a sender and
receiver.

3. Elements of commmunication
 Sender: The person who desires to
convey the message is known as sender.
 Message: It is a subject matter of any
communication. It may involve any fact,
idea, opinion or information.
 Receiver: The person who receives the
message is called receiver or receiver is the
person to whom the particular message is sent
by the transmitter.

4. Cont…
 Channel: is a way of transmitting the
information for something.
 E.g. pc to pc network conection

5. Types of communication
 There are 4 types of communication:-
 1. Verbal communication is an act of
conveying messages, ideas, or feelings
through the use of mouth. Verbal
communication is the main way of
communicating face-to-face.
 Among the key components of the verbal
communication are words, sound,
speaking, and language.

6. Cont…
2. Nonverbal Communication has been
defined as communication without words.
It includes apparent behaviors such
as facial expressions, eyes, touching,
and tone of voice, as well as less obvious
messages such
as dress, posture and spatial distance
between two or more people.

7. Cont…
 3. Written communication is the medium
through which the message of the sender is
conveyed with the help of written words.
 Letters, personal journals, e-mails, reports,
articles, and memos are some forms of written
communication

8. Cont..
4. Visual communication This form of
communication involves the visual display of
information, wherein the message is understood
or expressed with the help of visual aids.
For example movies or video and designs help
the viewer understand the message visually.

9. Purpose of Communication
 For instruction: The instructive function
unvarying and importantly deals with the
commanding nature.
 It is more or less of directive nature. Under this,
the communicator transmits with necessary
directives and guidance to the next level, so as
to enable them to accomplish his particular
tasks.
 In this, instructions basically flow from top to the
lower level.


10. Purpose of Communication
 For integration: It is consolidated function
under which integration of activities is attempt.
 The integration function of communication
mainly involves to bring about inter-relationship
among the various functions of the business
organization.
 It helps in the unification of different
management functions.

11. Purpose of Communication
 For information: The purposes or function of
communication in an organization is to inform
the individual or group about the particular task
or company policies and procedures etc.
 Top management informs policies to the lower
level through the middle level.
 In turn, the lower level informs the top level the
reaction through the middle level.
 Information can flow vertically, horizontally and
diagonally across the organization.

12. Purpose of Communication
 For evaluation: Examination of activities to
form an idea or judgment of the worth of task
is achieved through communication.
 Communication is a tool to appraise the
individual or team, their contribution to the
organization. Evaluating one’s own inputs or
other’s outputs or some ideological scheme
demands an adequate and effective
communication process.

13. Purpose of Communication
 For direction: Communication is necessary to
issue directions by the top management or
manager to the lower level.
 Employee can perform better when he is
directed by his senior(higher ranking position).
 Directing others may be communicated either
orally or in writing.
 An order may be common order, request order
or implied order(indirect).

14. Purpose of Communication
 For teaching: The importance of personal
safety on the job has been greatly recognized.
 A complete communication process is
required to teach and educate workers about
personal safety on the jobs.
 This communication helps the workers to
avert(prevent) accidents, risk etc. and avoid
cost, procedures etc.

15. Purpose of Communication
 For influencing: A complete communication
process is necessary in influencing others or
being influenced.
 The individual having potential to influence
others can easily persuade others.
 It implies the provision of feedback, which
tells the effect of communication.

16. Purpose of Communication
 For image building: A business enterprise
cannot isolate from the rest of the society.
 There is interrelationship and interdependence
between the society and an enterprise
operating in the society.
 Goodwill and confidence are necessarily
created among the public.
 It can be done by the communication with the
different media, which has to project the image
of the firm in the society.

17. Interpersonal Communication
 Interpersonal Communication
 Interpersonal communication involves the
transmission and reception of verbal and
nonverbal messages between two people.
 The basic purpose of interpersonal
communication is to transmit ideas, thoughts,
or information to someone else so that you are
understood and so that you understand the
response.

18. Interpersonal Communication
 Within an organization information flow from
individual to individual in face-to-face and
group settings.
 Such flows are termed as interpersonal
communications.
 In addition to providing the needed
information, interpersonal communication also
influences how people feel about the
organization.

19. Interpersonal Communication
 Interpersonal styles - Interpersonal style
refers to the way in which an individual prefers
to relate to others.
 The fact that much of the relationship among
people involves communication indicates the
importance of interpersonal style.
 To better understand the interpersonal styles,
let us begin by recognizing that information is
held by oneself and by others but each of us
doesn’t know that information.

20. Interpersonal Communication
 The Blind spot - This is a situation where
relevant information is known to others but not the
self.
 Blind spot constitutes a handicap for the self
since one can hardly understand the behaviors,
decisions, and potentials of others without the
information on which these are based.
 Others have the advantage of knowing their own
reactions, feelings, perceptions, and so forth while
the self is unaware of these.
 Consequently, interpersonal relationship and
communication suffer.

21. Interpersonal Communication
 The Façade -In this region, the information is
known to the self but unknown to others.
 As a result the self may react to present a
false front or facade out of fear, desire for
power, or whatever reason.
 The facade, like the blind spot, diminishes the
arena and reduces the possibility of effective
communication.

22. Interpersonal Communication
 The Unknown - This region constitutes that
portion of the relationship where relevant
information is not known by the self or by other
parties.
 It is often stated. "I don't understand them,
and they don't understand me." It is easy to
see that interpersonal communication will be
poor under such circumstances.
 This kind of situation often occurs in
organizations when individuals in different
specialties must communicate to coordinate
what they do.

23. Social informal communication
 The exchange of informal messages usually
takes place on the occasion of community
meals, social occasions, parties, etc.
 On such occasions, the superiors gather such
information from their subordinates as may be
difficult to get through formal communication.
 Such communication includes comments,
suggestions,

24. Types of Business communication
 Presentations - very popular method of
communication in all types of organizations,
usually involving audiovisual material, like
copies of reports, or material prepared in
Microsoft PowerPoint or Adobe Flash;
 Face-to-face meetings- which are personal
and should be succeeded by a written follow-up

25. Methods of communication
 The standard methods of communication are
speaking or writing by a sender and listening or
reading the receiver.
 Most communication is oral, with one party
speaking and others listening.
 As part of communications requirements analysis, a
manager will determine which communication
method is best to use to ensure effective
communications.
 There are three general communication methods of
communications, as follows.

26. Written communication skills
 Written communication has several advantages. First, it
provides a record for referral and follow‐up. Second, written
communication is an inexpensive means of providing identical
messages to a large number of people.
 The major limitation of written communication is that the
sender does not know how or if the communication is
received unless a reply is required.

27. Advantages of written communication
 Easy presentation of complex matter: Written
communication is the best way to represent any
complex matter easily and attractively.
 Permanent record: The documents of written
communication act as a permanent record. When
it is needed, important information can be easily
collected from the preserved documents.
 Prevention of wastage of time and money:
Written communication prevents the waste of
money and time. Without meeting with each other
the communicator and communicate can
exchange their views.

28. Advantages of written communication
 Accurate presentation: Through the documents of
the written communication top executive can present
the information more accurately and clearly. As it is a
legal document everybody takes much care does draft
it.
 Use as a reference: If it is needed, written
communication can be used as future reference.
 Delegation of authority: Written communication
can help the authority to delegate the power and
authority to the subordinate. It is quite impossible to
delegate power without a written document.
 Effective communication: Written communication
helps to make communication effective. It is more
dependable and effective than those of other forms of

29. Advantages of written communication
 Controlling tool: Written communication can
help to control the organizational activity. The
written document may be used as a tool for
controlling.

30. Disadvantages of written communication
 Expensive: Written communication is
comparatively expensive. For this
communication paper, pen, ink, typewriter,
computer and a large number of employees
are needed.
 Time consuming: Written communication
takes time to communicate with others. It is a
time consuming media. It costs the valuable
time of both the writer and the reader.

31. Disadvantages of written communication
 Lack of flexibility: Since writing documents
cannot be changed easily at any time. Lack of
flexibility is one of the most important limitations of
written communication.
 Delay in response: It takes much time to get a
response from the message receiver; prompt
response is not possible in case of written
communication that is possible in oral
communication.
 Delay in decision making: Written
communication takes much time to communicate
with all the parties concerned. So the decision

32. Disadvantages of written communication
 Cost in record keeping: It is very difficult and
expensive to keep all the records in written
communication.
 Complex words: Sometimes the writer uses
complex words in writing a message. It becomes
difficult to meaning out to the reader. So the
objectives of the communication may lose.
 Lack of direct relation: If there is no direct relation
between the writer and the reader, writer
communication cannot help to establish a direct
relation between them.

33. Advantages of oral communication
 Time saving: When action is required to be taken
immediately it is best to transmit a message orally.
If the executives work load is high then they stop
writhing and by oral instructions they complete
their message transmission and released their
work load and also it saves time.
 Cost savings: Cost is involved in any
communication. When the communication is
needed within the organization and if it and is
completed in orally, it has not needed any paper,
pen or stamp or computer. So it saves the money
of the organization.

34. Advantages of oral communication
 More powerful: Speech is a more powerful
means of persuasion and control. Therefore
executives often prefer to transmit messages
orally.
 Immediate feedback: The speaker can get
immediate feedback on whether it is creating a
favorable impression on the receiver or
whether the receiver will protest or not.

35. Advantages of oral communication
 A relationship develops: Oral communication is
mostly carried out helps to promote friendly
relations between the parties communicating with
each other.
 Flexibility: By the demand of the situations oral
instructions can be changed easily and for these
cases maintain the formalities are not necessary.
 So it is very much flexible and effective.
 Easiness: It is so easy method of communication.
 It needs little preparation to send a message.
 No need of pens, pencils and other writing
equipment’s which are needed in written
communication.

36. Advantages of oral communication
 Correction of errors: If any error is expressed
at the time of oral communication. It was
possible to rectify at that time or within a very
short time.
 Motivation: In oral communication system, top
executives and sub ordinates staff can sit face-
to-face and exchange their views directly, so
sub-ordinates are motivated day by day.
 Maintaining secrecy: Interested parties of
oral communication can maintain the secrecy
of messages easily.

37. Disadvantages of oral communication
No record: In oral communication, messages are
difficult to record. So it is impossible to preserve
the message for future.
Distortion of the word: If distortion of the word
occurs in oral communication then main goals of
the organization may be ignored.
Inaccuracy: There is very possibility of inaccurate
messages to reach the destination. So, the
reverse result of expected plan may be occurred.
Limited use: The scope of usage of oral
communication is limited. It is not suitable for
lengthy messages. It should be sued for short
message.

38. Org communication provides the basis for understanding
virtually (almost) every human process that occurs in
organizations using organizational management.
Management can be defined as a process of
working with and through others to achieve
organizational goals through effective and
efficient utilization of resources by using sound
planning, organizing staffing, directing and
controlling system.
Organizational Communication

39. Organizational Communication
Planning: is the process of establishing goals
and suitable course of action for achieving
those goals.
Organizing: refers to the assigning of tasks
developed during planning to various
individuals or groups within the organization.
Staffing: is one of management functions aimed
at obtaining of people with appropriate skills,
abilities, knowledge and experience to fill jobs
in the work organization.

40. Organizational Communication
Leading: is the process of directing and
influencing the task related activities of group
members or an entire organization. Leading
involves directing, influencing, and motivating
employees to perform essential tasks
Controlling: is the process of ensuring that
actual activities conform to planned activities

41.  Non verbal gestures
 Verbal
 Face to face
 Two way &one way
 Speaking to groups
 Using telephone
 Written
 Using Internet
 Cell phone
Selected appropriate Communication Methods

42. The end
Thank you for attention!