MODULE 6 OVERVIEW

(ES 313 – Engineering

This module presents the function of
Management)
communication in engineering management. This
includes the communication process, forms of
COMMUNICATING communication and its barriers, and the techniques for
communicating in organizations.

LEARNING OUTCOMES

Students should be able to know and understand

the function of communication in management.
Engr. Leo M. Sauro, D.M.
(+63)-9451136579
[email protected] INTRODUCTION

The achievement of the objectives of the

engineering organization will depend on the performance
of the human and non-human elements attached to it and
how management reach them through powerful means of
persuasion. Through effective communication, employees
feel more empowered. It also gives them a sense of
belonging, camaraderie and responsibility. Most
importantly, when the lines of communication are open,
employees feel comfortable with the relationship they
have with their superiors. In return, their motivation
improves.

What is communication?

Communication is the exchange and flow of

information and ideas from one person to another; it
involves a sender transmitting an idea, information, or
feeling to a receiver.
Studying the communication process is important
because you coach, coordinate, counsel, evaluate, and
supervise throughout this process. It is the chain of
understanding that integrates the members of an
organization from top to bottom, bottom to top, and side
to side.

Functions of Communication

1. Information Function - Information provided through

communication may be used for decision-making at
various work levels in the organization. A construction
worker may be given instruction on the proper use of
certain equipment. This will later provide him with a guide
in deciding which equipment to use in particular
circumstances.

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 2. Motivation Function - Communication is also
oftentimes used as a means to motivate employees to
commit themselves to the organization’s objectives.

3. Control Function - When properly communicated,

reports, policies, and plans define roles, clarify duties,
authorities and responsibilities. Effective control is, then,
facilitated.

4. Emotive Function - When feelings are repressed in the

organization, employees are affected by anxiety, which in
turn, affects performance. Whatever types of emotions
are involved, whether satisfaction, dissatisfaction,
happiness, or bitterness, communication provides means
to decrease internal pressure affecting the individual.

The Communication Process

1. Develop an idea.
The most important step in effective
communication is developing an idea. It is important
that the idea to be conveyed must be useful or of
some value. An example of a useful idea is how to
prevent accidents in the workplaces.

2. Encode
The next part is to encode the idea into words,
illustrations, figures, or other symbols suitable for
transmission. The method of transmission should be
determined in advance so that the idea maybe
encoded to conform with the specific requirements of
the identified method.

3. Transmit
After encoding, the message is now ready for
transmission through the use of an appropriate
communication channel. Among the various channel
used includes spoken word, body movements, the
written word, television, telephone, radio, social
media, an artist paint, electronic mail, etc.
Proper transmission is very important so the message
sent will reach and hold the attention of the receiver.
To achieve this, the communication channel should be
free of barriers or interference (sometimes referred to
noise).

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 4. Receive
The next step in 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 receive
by a machine or by a person. In any case, the
communication stops when the machines is not turned
or turn on to receive the message, or the person
assigned to receive the message does not listen or
pay attention properly.

5. Decode
The next step is decoding, means translating the
message from the sender into a form that will have
meaning to the recipients. If the receiver knows the
language and terminology used in the message,
successful decoding may be achieved.
If the receiver understands the purpose and
background situation of the sender, decoding will
greatly improve.

6. Accept
The next step is for the receiver to accept or reject the
message.

Factors that affect the acceptance or rejection of the

message:

1. The accuracy of the message.

2. Whether or not the sender has an authority to the
send the message and/or require action.
3. The behavioral implication of the receiver

7. Use
The next step is for the receiver to use the
information. If the message provides information of an
importance to a relevant activity, then the receiver
could store it and retrieve it when required. He may
also discard it as soon as he receives it. It will depend
on his perception of the message.

8. Provide feedback
The last step in the communication process is 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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 Forms of Communication

Communication consists of two major forms:

1. Verbal
2. Nonverbal

Verbal Communication

Verbal Communications are those transmitted

through hearing or sight. These modes of transmission
categorizes verbal communication into two classes: oral
and written.
Oral communication mostly involves hearing words
of the sender, although sometimes, opportunities are
provided for seeing the sender’s body movements, facial
expression, gestures, and eye contact. Sometimes,
feeling, smelling, tasting, and touching are involve.
In written communication, the sender seeks to
communicate through written words (e.g. written letters,
memos, newsletters, newspapers, journals and even
personal notes).
The written communication is sometimes preferred
over the oral communication because of time and cost
constraints.

Nonverbal Communication

Nonverbal communication is a means of conveying

message through body languages well as the use of time,
space, touch, clothing, appearance, and aesthetic
elements. Body language consist of gestures, bodily
movements, posture, facial expressions, and mannerisms
of all kind.
Nonverbal expressions convey many shades of
meaning and it is to the advantage of the communicator
to understand what messages are relayed.

Barriers to Communication

There are various factors may impede the efficient

flow of communication. Even if the message is encoded
and transmitted properly, the timing and the meaning of
the message may be affected by these factors. They may
be classified as:

1. Personal Barriers
2. Physical Barriers
3. Semantic Barriers

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 Personal Barriers

Personal barriers hinder effective communication arising

from the communicator’s characteristics as a person such
as emotions, values, poor listening habits, sex, age, race,
socioeconomic status, religion, education, etc.

Physical Barriers

Physical barriers refer to interferences to effective

communication occurring in the environment where the
communication is undertaken. Physical barriers include
distances between people, walls, a noisy video singko
machine, etc.

Semantic Barriers

Semantics is the study of meaning as expressed in

symbols. Words, pictures, or actions are symbol that
suggest certain meanings. When the wrong meaning has
been chosen by the receiver, misunderstanding occurs
which constitute a barrier to communication.
A semantic barrier may be defined as an “interference
with the reception of a message that occurs when the
message is misunderstood even though it is received
exactly as transmitted.”

Overcoming Barriers to Communication

When communication barriers threaten effective

performance, certain measures must be instituted to
eliminate them. To eliminate problems due to noise,
selective perception, and distraction, the following are
recommended:

1. Use feedback to facilitate understanding and

increase the potential for appropriate action.
2. Repeat messages in order to provide assurance
that they are properly received.
3. Use multiple channels so that the accuracy of the
information may be enhanced.
4. Use simplified language that is easily
understandable and which eliminates the
possibility of people getting mixed-up with
meanings.

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 Techniques for Communicating in Organizations

Communication may be classified as to the types

of flow of the message which are as follows: downward,
upward, or horizontal. Each of the types of message flow
has its own purposes and techniques.

Downward Communication

Downward Communication refers to message

flows from higher levels of authority to lower levels.
Among the purposes of downward communication are:

1. To give instructions
2. To provide information about policies and
procedures
3. To give feedback about performance
4. To indoctrinate or motivate

Among the techniques used in downward

communication are as follows: letters, meetings,
telephones, manuals, handbooks, and newsletters.

Letters are appropriate when directives are complex and

precise action are required. Meetings and telephone calls
are appropriate when orders are simple but the result
depends largely on employee morale providing personal
interchange. Manuals are useful sources of information
regarding company policy, procedures and organization.
Handbook provide more specific information about the
duties and privileges of the workers.
Newspaper provide a mixture of personal, social, and
work-related information.

Upward Communication

Upward Communication refers to messages from persons

in lower level position to persons in higher position. The
messages sent usually provide information on work
progress, problems encountered, suggestions for
improving output, and personal feelings about work and
non-work activities.

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 Techniques used in an Upward Communication:

Formal Grievance Procedure – a system for employees

to air their grievances.

Employee Attitude and Opinion Surveys – Finding out

what the employees think about the company.

Suggestion Systems – Suggestions from employees are

important source of cost-saving and production
enhancing idea.

Open-Door Policy – Open-door policy provides the

management with an opportunity to act on difficulties
before they become full-blown problems.

Informal Gripe Session – When workers feel free to talk

the management will be spared with a lot of
efforts determining the real cause of the problem.

Task Forces – When a specific problem arises, a task

force may be created and assigned to deal with the
problem or issue.

Exit Interviews – When an employee leaves an

organization for any reason, it is to the advantage of the
management to know the real reason. If there are
negative developments in the organization that the
management is not aware of, exit interviews may provide
some of the answers.

Horizontal Communication

Horizontal Communication refers to messages sent to

individuals or groups from another of the same
organization level or position

The purposes of horizontal communication are:

1. To coordinate activities between departments

2. To persuade others at the same level of
organization
3. To pass on information about activities or feelings

Among the techniques appropriate for horizontal

communication are: memos, meetings, telephones,
picnics, dinners, and other social affairs.

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 STUDENT ACTIVITY/ASSESSMENT

Having the engineering firm you have interviewed in

Module 3 activity, know and classify the existing
techniques in communication the said firm have been
using in their organization.
.

Note: (Pls indicate on your activity sheets your Name, Subject,

Module #, Activity #, type of exam , etc.)

Use A4 size bond paper for your activity sheets. Submit your Student
Activity/Assessment (hardcopy and handwritten) to
* thru the UEP municipal link or university main link
* any mode that will be deemed safe for you and me, on or before
November 3, 2021.

REFERENCES

Medina, Roberto G.(2004). Engineering Management.

REX Book Store.

Baltazar, Jose D. et.al. (2012) Management in the

Philippine Setting. National Book Store.

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