The document discusses communication in management. It defines communication as the process of sharing information through symbols like words and messages. Communication can occur between different levels and departments in an organization. It notes that communication has information, motivation, and control functions. The communication process involves developing an idea, encoding it into a message, transmitting the message, receiving it, decoding it, accepting or rejecting it, using the information, and providing feedback. The document also discusses different types of communication like verbal, nonverbal, downward, upward, and horizontal communication. It outlines some common barriers to communication and methods used for upward communication in organizations. Finally, it provides a definition of a management information system and its purposes.

1. COMMUNICATING

2. • 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.
2

3. 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.
3

4. COMMUNICATION
PROCESS
4
DEVELOPS IDEA
encodes
MESSAGE
decodes
Accepts
or
rejects
Then transmits message to
Then provides feedback to

5. 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.
5

6. 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.
6

7. Calao West Chemicals Corporation Santiago City Branch Sales
Report for January 1997
7
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

8. 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.
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9. 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.
9

10. PRESENTATION TITLE 10
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
start
Service
facility
arrival

11. 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.
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12. 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.
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13. 13
■ VERBAL
𝗈 Oral
𝗈 written
■ NONVERBAL
TWO MAJOR FORMS OF COMMUNICATION

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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.

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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.

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PERSONAL BARRIERS
PHYSICAL BARRIERS
SEMANTIC BARRIERS

17. 17
PERSONAL BARRIERS
PHYSICAL BARRIERS
SEMANTIC BARRIERS
It is the hindrance to effective
communication arising from
a communicator’s
characteristics as a person.
Refer to interferences to
effective communication
occurring in the environment
Is the study of meaning as
expressed in symbols. Words,
picture, or action, are symbols
that suggest certain meanings.

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

19. 19
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.

20. 20
- FORMAL GRIEVANCE PROCEDURES
- EMPLOYEE ATTITUDE AND OPINION SURVEYS
SUGGESTION SYSTEMS
- OPEN-DOOR POLICY
- INFORMAL-DOOR POLICY
- INFORMAL GRIPE SESSIONS
- TASK FORCES
- EXIT INTERVIEWS

21. 21
FORMAL GRIEVANCE
PROCEDURES
EMPLOYEE ATTITUDE
AND OPINION SURVEYS
SUGGESTION SYSTEMS -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.
-part of a normally operating
organization. To effectively deal
with them, organizations
provide a system for employees
to air their grievances.

22. 22
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.

23. 23
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.

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

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

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Memos
Meetings
Telephones
Picnics
Dinners
Social affairs

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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.

28. 28
• 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.

29. 29
MANAGEMENT
INFORMATION
SYSTEM
MANUFACTURING
RESEARCH AND
DEVELOPMENT
PERSONNEL
MARKETING
ENGINEERING
FINANCE