Transcript What is communication?

COMMUNICATION
By: Mrs. Belen Apostol
What is communication?
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as the exchange of ideas, messages, or information
by speech, signals, or writing.
Communication is central to the entire management
process for four primary reasons:
Communication is a linking process of
management
Communication is the primary means by which
people obtain and exchange information
What is communication?
3. The most time-consuming activity a manager
engages in is communication.
4. Information and communication represent power
in organizations.
Functions of communication
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Information function - – Information provided
through communication may be used in decisionmaking at various work levels in the organization.
Motivating function - communication is also used as
a means to motivate employees to commit
themselves to the organization’s objectives.
Functions of communication
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Control function - reports, policies and plans
define roles, clarify duties, authorities and
responsibilities.
Emotive function - Whatever type of emotions is
involved, whether satisfaction, dissatisfaction,
happiness, or bitterness, communication provides a
means to decrease the internal pressure affecting
the individual.
The Communication Process
The Communication Process
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The key parts of the communication process are as follows:
The Sender – initiates message
Encoding – translating thought to message
The Message – what is communicated
The Channel – the medium the message travels through
Decoding – the receiver’s action in making sense of the
message
The Receiver – person who gets the message
Noise – things that interfere with the message
Feedback – a return message regarding the initial
communication
Forms of communication
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Communication consists of two major forms:
 Verbal
communication
 Non-verbal Communication
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Verbal Communication
are those transmitted through hearing or sight.
 These modes of transmission categorizes verbal
communication into tow classes: oral and written
1.a. Oral communication – involves hearing the
words of the sender.
1.b. Written communication – the sender seeks to
communicate through the written word.
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Non-verbal Communication
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– the means of conveying message through body
language, as well as the use of time, space, touch,
clothing, appearance and aesthetic elements. Body
language consists of gestures, bodily movement,
posture, facial expression, and mannerism of all
kinds.
Commonly Accepted Interpretations of Various Forms of
Body Language
Body Language
Facial Expression
Frown
Smile
Raised eyebrows
Narrowed eyes, pursed lips
Eye contact
Glancing
Steady
Gestures
Pointing finger
Folded Arms
Arms at side
Hands uplifted outward
Body Postures
Fidgeting, doodling
Hands on hips
Shrugging shoulders
Squared stance of shoulders
Fidgeting, biting lip, shifting, jingling
money
Interpretation
Displeasure, unhappiness
Friendliness, happiness
Disbelief, amazement
Anger
Interest
Active listening, interest, seduction
Authority, displeasure, lecturing
Not open to change, preparing to speak
Open to suggestions, relaxed
Disbelief, puzzlement, uncertainty
Boredom
Anger, defensiveness
Indifference
Problem solving, concerned, listening
Nervousness
Barriers to communication
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Personal barriers
Physical barriers; and
Semantic barriers
Barriers to communication
1. Personal barriers – hindrances arising from the
communicator’s characteristics as a person, including
emotions, values, poor listening habits, gender, age
race, socio-economic status, religion, education, and
others.
2. Physical barriers – interference to effective
communication occurring in the environment where
the communication is undertaken. It includes
distances between people, walls, a noisy sound
system near a telephone, and the like.
Barriers to communication
3. Semantic barriers – interference with the reception
of a message that occurs when the message is
misunderstood even though it is received exactly as
transmitted. Words, pictures or actions are symbols
that suggest certain meanings.
Barriers to communication
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When communication barriers threaten effective performance,
certain measures must be instituted to eliminate them. The
following are recommended:
se feedback to facilitate understanding and increase the
potential for appropriate action.
Repeat messages in order to provide assurance that they are
properly received.
Use multiple channels so that accuracy of information may be
enhanced.
Use simplified language that is easily understandable and
which eliminates the possibility of people getting mixed-up
meanings.
Techniques for communicating in
organizations
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Communication may be classified as to the flow of
the message which are as follows:
Downward communication
Upward communication
Horizontal communication
Techniques for communicating in
organizations
Techniques for communicating in
organizations
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Downward communication – the message
flow from the higher levels of authority to
lower levels. The purposes of downward
communication are:
 To
give instructions
 To provide information about policies
and procedures
 To give feedback about performance;
and to indoctrinate or motivate
Techniques for communicating in
organizations
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Upward communication – refers to message
flowing from the persons in the lower-level positions
to persons in higher lever positions. The messages
usually sent provide information on work progress,
problems encountered, suggestions for improving
output, and personal feelings about work and nonwork activities.
Techniques for communicating in
organizations
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Horizontal Communication – refers to messages
sent to individuals or groups from another of the
same organizational level or position.
The purposes of horizontal communication are:
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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.
Management Information System
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planned system of the collection, processing,
storage and dissemination of data in the form of
information needed to carry out the management
functions. In a way, it is a documented report of the
activities that were planned and execute.
Management Information System
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The purposes of MIS are as follows:
To provide a basis for the analysis of early warning
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
recording supplies; and
To provide the information necessary for management to
make strategic or non-programmed decisions.
Management Information System
Manufacturing
Finance
Engineering
Marketing
MANAGEMENT
INFORMATION
SYSTEM
Personnel
Research and
Development