Transcript Basic Model of Communication

What Is Communication?
 Communication
 The transfer and understanding of meaning.


Transfer means the message was received in a form that can
be interpreted by the receiver.
Understanding the message is not the same as the receiver
agreeing with the message.
 Interpersonal Communication
 Communication between two or more people
 Organizational Communication
 All the patterns, network, and systems of communications
within an organization
Basic Model of Communication
Basic Model of Communication
 Involve:
 4 actions = encoding, sending, receiving and
decoding.
 5 components = sender, message, medium,
noise and receiver.
Basic Model of Communication
 The actions and component combine to transfer meaning from sender to the
receiver.
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The sender originate the message by encoding it, that is, by constructing
the message.
The message is the content of the communication.
The sender then transmits the message through a medium.
A medium is the mode or form of transmission, not the message itself.
The receiver acquires or receives, the message by hearing it, reading it, or
having it appear on a fax or computer.
The receiver then begins decoding the message, that is, interpreting it.
Sometimes distractions interfere with the message; these interferences
are called noise.
Noise contributes to misinterpretations of the original message, and it is
only through feedback, or verification of the original message, that
communication problems may be located and corrected.
Modes of Communication
Oral
Written
Nonverbal Mode
Examples
•Conversation
• Speeches
•Telephone calls
•Video conferences
•Letters
•Memos
•Reports
•E-mail
•Fax
•Dress
•Speech intonation
•Gestures
•Facial expressions
Advantages
•Vivid
•Stimulating
•Commands
attention
•Difficult to ignore
•Flexible
•Adaptive
•Decreased
misinterpretation
•Precise
•Effectiveness of
communication
increases with
congruence to oral
presentation
•Can emphasize
meaning
Disadvantages
•Transitory
•Subject to
misinterpretation
•Precision loss in
translation
•Inflexible
•Easier to ignore
•Meanings of nonverbal
communication not
universal
Verbal Communication
1) Oral communication
Flexible for both the sender and receiver and difficult
to ignore.
2) Written Communication
Decrease misunderstanding the words of the sender.
But written communication is not flexible and easier
to ignore.
Nonverbal Communication
 Communication that is transmitted without words.

Sounds with specific meanings or warnings

Images that control or encourage behaviors

Situational behaviors that convey meanings

Clothing and physical surroundings that imply status
 Body language: gestures, facial expressions, and other
body movements that convey meaning.
 Verbal intonation: emphasis that a speaker gives to
certain words or phrases that conveys meaning.
Electronic Communication
 Electronic mail or e-mail has emerged as one of the
fastest-growing forms of communication.
 With e-mail you now can communicate routinely with
people in another office or in another part of the
world.
Direction of Communication
within Organization
 Downward
 Communications that flow from managers to employees
to inform, direct, coordinate, and evaluate employees.
 Upward
 Communications that flow from employees up to
managers to keep them aware of employee needs and
how things can be improved to create a climate of trust
and respect.
 Lateral (Horizontal) Communication
 Communication that takes place among employees on
the same level in the organization to save time and
facilitate coordination.
Direction of Communication
within Organization
UPWARD
COMMUNICATION
Information, Questions,
Suggestions,
Problems, Requests for
clarification
SUPERVISOR
SUBORDINATE
DOWNWARD
COMMUNICATION
Goals, Objectives,
Directions, Decisions,
Feedback
SUBORDINATE
LATERAL
COMMUNICATION
Information (formal or
informal) for joint problem
solving
Channels of Communication within
Organizations
 Formal Communication
 Communication that follows the official chain of
command or is part of the communication required to
do one’s job.
 Authorized, planned and regulated by the organization.
 Informal Communication
 Communication that is not defined by the organization’s
hierarchy.
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Permits employees to satisfy their need for social interaction.

Can improve an organization’s performance by creating faster
and more effective channels of communication.
Characteristic of Formal and Informal
Communication Channels
Formal Communication Channels
Informal Communication Channels
• Authorized, planned and regulated by
the organization.
• Develop through interpersonal
activities of organization members.
• Reflect the organization’s formal
structure.
• Not specified by the organization.
• Define who has responsibility for
information dissemination and
indicate the proper recipients of
work-related information.
• May be short-lived or long-lasting
•Used for both work-related and non
work
• May be modified by the organization
• Are more often lateral than vertical
• Minor to severe consequence for
ignoring them
•Information flow can be very fast
Barriers to Communication
Level
Origin of Barrier
Affects Communication
between:
Interpersonal
• Selective perspective
• Frame of reference
• Emotion
• Language
• Nonverbal cues
•Individuals or groups
Organization
• Hierarchical (Barriers
resulting from formal
structure)
• Functional (Barriers
resulting from differences
between functional
departments)
• Individuals and/or
groups within an
organization
• Individuals and/or
groups in different
organizations
• Organizations
Improving Communication
1) Improving Listening Skills
a) Be More Open Minded
b) Develop Empathy
c) Listen actively
2) Improving Sending Skills
a) Simplify Language
b) Organize Writing
c) Understand Audience