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COMMUNICATING
FUNCTIONS PROCESSES BARRIERS

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ENGINEERING MANAGEMENT
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COMMUNICATING

WHAT COMMUNICATION IS?

“Communication is the exchange of information

using symbols, including words and messages.”
-Morris Philip Wolf & Shirley Kuiper

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COMMUNICATING
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FUNCTION OF COMMUNICATION
1. Information Function

2. Motivation Function

3. Control Function

4. Emotive Function
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CONSTRUCTION PRESENTATION
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Information Function
- used for decision-making at various work levels in
the organization.

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FUNCTIONS OF COMMUNICATION
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Motivation Function
-used as a means to motivate employees to commit
themselves to the organization's objectives

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FUNCTIONS OF COMMUNICATION
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Control Function
-Effective control is facilitated.
-reports, policies, and plans define roles, clarify duties,
authorities and responsibilities.

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FUNCTIONS OF COMMUNICATION
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Emotive Function
-Feelings are repressed in the organization.
-Means to decrease the internal pressure affecting
the individual.

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FUNCTIONS OF COMMUNICATION
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THE COMMUNICATION PROCESSES

FEEDBACK
SENDER
ACCEPTS OR ERJECTS
DEVELOPS IDEA

ENCODES DECODES

WHO RECEIVES MESSAGE

TRANSMIT MESSAGE
RECEIVER
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COMMUNICATING
DEVELOPS IDEA

Develop an Idea
-The most Important step in
effective communication
-The idea to be conveyed must
be useful or of some value

COMMUNICATION PROCESS
 ENCODES Encode
-Method for transmission should be
determined in advance.
-Encode idea into words,
illustrations, figures, or other
symbols suitable for transmission.

COMMUNICATION PROCESS
 Transmit
-the message is ready for transmission
through the use of an appropriate
communication channel.
-Spoken word, body movements,
written word, television, telephone,..etc.

COMMUNICATION PROCESS
TRANSMIT MESSAGE
 RECEIVER
AGE
Receive
-actual receiving of the message by the intended
receiver. (by machine or by person)
-The receiver should be ready to receive at the
precise moment the message relayed by the sender

COMMUNICATION PROCESS
Decode
-Translating the message from
the sender into a form that will
have meaning to the recipient
DECODES
COMMUNICATION PROCESS
 ACCEPTS OR ERJECTS

Accept
-either the message should be
accept or rejected by the
receiver. (partial)

COMMUNICATION PROCESS
Accept
-either the message should be accept
or rejected by the receiver. (partial)
ACCEPTS OR ERJECTS
Factors:
1. Accuracy of the message
2. Whether or not the sender has the
authority to send the message
and/or require action
3. Behavioral implications for the
receiver
COMMUNICATION PROCESS
 Use
-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.
COMMUNICATION PROCESS
 Provide Feedback
-Last step, is for the receiver to provide feedback
to the sender. Depending on the preception of
the reveiver.
-This important step may not be made.

FEEDBACK
COMMUNICATION PROCESS
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FORMS OF COMMUNICATION
1. Verbal communication

2. Non-verbal communication

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COMMUNICATING
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Verbal Communication
-Are those transmitted through hearing or sight

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FORMS OF COMMUNICATION
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TYPES OF VERBAL COMMUNICATION

1. Oral Communication
-Involves hearing the words of the sender
-Include non-verbal cues like body language, facial expression,
tone and gesture
-Can happen face to face, over the phone, or through video calls.
-Sensory enhancement

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FORMS OF COMMUNICATION
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TYPES OF VERBAL COMMUNICATION

2. Written Communication
-Uses written words to convey messages
-Preferred for documentation, clarity, and when distance prevents
face to face communication

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FORMS OF COMMUNICATION
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Non-verbal Communication
-Is a means of conveying message through body language

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FORMS OF COMMUNICATION
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Elements of Non-verbal
Communication
1. Body language
2. Use of time
3. Space
4. Touch
5. Clothing and appearance
6. Aesthetic elements

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FORMS OF COMMUNICATION
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BARRIERS TO COMMUNICATION

Personal barriers

Physical barriers

Semantic barriers

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COMMUNICATING
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Personal Barriers
Hindrances due to individual characteristics like
emotions, values, and poor communication

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BARRIERS TO COMMUNICATION
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Physical Barriers
Environment or physical factors that disrupt
communication

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BARRIERS TO COMMUNICATION
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Semantic Barriers
Misunderstanding of terminology or technical language,
despite clear deliver of the message

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BARRIERS TO COMMUNICATION
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OVERCOMING BARRIERS TO COMMUNICATION

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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COMMUNICATING
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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.

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TECHNIQUES FOR COMMUNICATING IN ORGANIZATIONS
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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.

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COMMUNICATING
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Letters
are appropriate when directives are complex and precise actions are required.

Manuals
are useful sources of information regarding company policy, procedures, and organization.

Handbooks
provide more specific information about the duties and privileges of the individual worker.

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COMMUNICATING
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DOWNWARD COMMUNICATION
UPWARD COMMUNICATION -implementation of goals, strategies and
-problems and exceptions
objectives
-suggestions for improvement
-job instructions and rationale
-performance reports
-procedures and practices
-grievances and disputes
-performance feedback
-financial and accounting information
-indoctrination

HORIZONTAL COMMUNICATION
-interdepartmental coordination
-intradepartmental problem-solving
-staff advice to the departments

Message Flow and Areas of Concern

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MESSAGE FLOW AND AREAS OF CONCERN
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MANAGEMENT INFORMATION SYSTEM (MIS)

"an organized method of providing past, present, and
projected information on internal operations and external
intelligence for use in decision making.”
-Boone & Kurtz

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COMMUNICATING
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The MIS and Its Relations with the Difference

Departments of the Organization

Manufacturing Marketing

MANAGEMENT
Finance INFORMATION Personnel
SYSTEM (MIS)

Research &
Engineering
Development
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MANAGEMENT INFORMATION SYSTEM (MIS)
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The Purposes of MIS

The MIS is established for various reasons.

-Wheelen and Hunger enumerates them as follows:

1. To provide a basis for the analysis of early war-ning signals that can
originate both externally and internally.
2. To automate routine clerical operations like pay roll and inventory reports.
3. To assist managers in making routine decisions like scheduling orders,
assigning orders to machines, and reordering supplies
4. To provide the information necessary for man agement to make strategic
or non-programmed decisions
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MANAGEMENT INFORMATION SYSTEM (MIS)
 DEFINITION
BARRIERS “Communication is the FUNCTIONS
exchange of information using
1. Personal Barriers symbols, including words and 1 Information Function
2. Physical Barriers messages.” 2 Motivation Function
3. Semantic Barriers 3 Control Function
4 Emotive Function

TECHNIQUES PROCESS
KEYWORDS
Downward Develop an idea, Encode,
Upward COMMUNICATING Transmit, Receive,
Decode, Accept, Use,
Horizontal
Provide Feedback

NON-VERBAL
MIS 1. Body language
VERBAL FORMS
Manufacturing, Finance, 2. Use of time
3. Space 1. Oral 1. Verbal Communication
Engineering, Marketing,
4. Touch Communication 2. Non-verbal Communication
Personnel, Research &
5. Clothing and 2. Written
Development appearance Communication
6. Aesthetic element
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THANK YOU.
Group 6 YOUR PRESENTERS

JAMAICHA G. CRUZ LEVYENS FAITH L. GOLEÑA JOHN LLOYD M. SANTIAGO