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Communication: By:anurag Chopra BBS-1 Year

This document defines communication and discusses its process, functions, importance, directions, types and barriers. Communication is defined as the sharing of meaning between individuals through a common system of symbols, signs or behavior. The communication process involves a source encoding a message that is sent through a channel to a receiver who decodes the message. Functions include control, motivation and emotional expression. Effective communication is important for decision making, planning, implementation and employee motivation. Barriers can occur due to choice of medium, physical or semantic issues, comprehension differences and socio-psychological factors. Guidelines for effective communication emphasize completeness, conciseness, consideration, concreteness, clarity and courtesy.

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210 views23 pages

Communication: By:anurag Chopra BBS-1 Year

This document defines communication and discusses its process, functions, importance, directions, types and barriers. Communication is defined as the sharing of meaning between individuals through a common system of symbols, signs or behavior. The communication process involves a source encoding a message that is sent through a channel to a receiver who decodes the message. Functions include control, motivation and emotional expression. Effective communication is important for decision making, planning, implementation and employee motivation. Barriers can occur due to choice of medium, physical or semantic issues, comprehension differences and socio-psychological factors. Guidelines for effective communication emphasize completeness, conciseness, consideration, concreteness, clarity and courtesy.

Uploaded by

ANURC12
Copyright
© Attribution Non-Commercial (BY-NC)
We take content rights seriously. If you suspect this is your content, claim it here.
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Download as PPT, PDF, TXT or read online on Scribd
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COMMUNICATION

by:Anurag Chopra
BBS- 1 year
Overview

 Definition of Communication
 Process of Communication
 Functions of communication
 Importance of communication
 Direction of communication
 Types of communication
 Barriers of communication
Communication

 According to Koontz and O’ Donnell, “


communication is an intercourse by words, letters,
symbols or message, and is a way that one
organization member shares meaning and
understanding with another ’’.
 According to Louis Allen, “ communication is
the sum of all the things one person does when he
wants to create understanding in the mind of another.
The Communication Process

 The communication model consists of seven


parts:
 Source
 Encoding
 Message
 Channel
 Decoding
 Receiverand
 Feedback.
Cont…
 Source: initiates a message by encoding a thought.

 Message: is the actual physical product from the source


encoding.

 Channel: is the medium through which the message travels.

 Receiver: is the object to which the message is directed.

 Decoding: The process of reconverting a coded message to the


message from which it was encoded .

 Feedback: It determines whether understanding has been


achieved.
Functions of Communication
 Control: Organizations have authority hierarchies and formal
guidelines that employees are required to follow.

 Motivation: clarifies to employees what is to be done, how


well they are doing, and what can be done to improve
performance.

 Emotional expression :provides a release for the emotional


expression of feelings and for fulfillment of social needs.

 Information :provides the necessary knowledge and


information to the employees
Significance of communication
 Basis of decision-making
 Sound planning
 Effective implementation of plans
 Better controlling
 Employee motivation
 Coordination
 Facilities change
 Employee participation
 Human relations
 Public relations
Communication Fundamentals
Direction:
 Downward
 Upward
 horizontal
Interpersonal:
Interpersonal

 Written
 oral
Organizational:
 Formal
 Informal
 Computer aided
Direction of communication

 Downward Communication : flows from higher level of an


organization to lower level. e.g.. managers communicating
with employees.
 Upward communication :flows to a higher level in the group
from lower level .e.g.. feedback from employee.
 Horizontal communication: within the members of the same
work group . e.g.. Coordination among employees at same
level helps to save repetition of work.
Interpersonal communication

 Oral communication:
Speeches, interviews,
meetings, group discussions,
grapevine.

 Written communication:
letters, electronic mail, fax
transmission, organizational
periodicals, notices
Cont…
 Non-verbal
communication: body
movements,
gestures,touch,smell,emphas
is on words, facial
expressions, and physical
distance
Cont..
Organizational communication

 Formal communication:
1) chain : follows the formal chain of command .
2) wheel :relies on a central figure to act as the conduit.
3) all-channel network: permits all group members to actively
communicate with each other .
Formal Communication Networks

Chain Wheel All Channels


Cont..
 Informal communication
It has following characteristics:
1. It is not controlled by management.
2. It is perceived as being more believable and reliable than
formal communiqués issued by the top management.
3. It is largely used to serve the self-interests of the people
within it.
Cont…

 Computer aided communication:


1. electronic mail: uses the Internet to transmit and receive
computer-generated text and documents.
2. intranet and extranet links:
Intranet links act like a Website but to which only people in an
organization have access .
Extranet links connect internal employees with selected
suppliers, customers, and strategic partners
3.Videoconferencing: It permits employees in an organization to
have meetings with people at different locations.
Barriers to Effective Communication

 Wrong choice of medium: decision whether to choose written,


oral or non verbal form of communication
 Physical barriers: noise,distance,time,information overload
 Semantic Barriers:words with different meaning,denotion and
connotation,bad expression,faulty translations
 Different comprehension of
reality:abstracting,slanting,inferring
 Socio psychological barriers: attitudes and
opinions,emotions,status and fear, closed
mind,inattension,distrust,premature evaluation, poor retention,
resistance to change.
Current issues in communication

The current issues related to communication in


organizations are :
 Communication barriers b/w women and
men
 Silence as communication
 Politically correct communication
Guidelines for effective communication
1.)Completeness:
 Provide all necessary information.
 Answer all question asked.
 Give something extra when desirable.
2.)conciseness:
 eliminate wordy expressions.
 Include all relevant material.
 Avoid unnecessary repetition.
3.)consideration:
 Focus on “you” instead of “I” and “we”.
 Show audience interest in receiver.
 Emphasize positive pleasant facts
Cont..

4.)Concreteness:
 Use specific facts and figures.
 Put action in your verbs.
 Choose vivid image building words.
5.)clarity:
 Choose precise, concrete and familiar words.
 Construct effective sentences and paragrap.
Cont..
6.)courtesy:
 Be sincerely tactful,thoughtful,appreciative.
 Use expressions that show respect.
 Choose non discriminatory expressions.
7.)correctness:
 Use the right level of language.
 Check accuracy of facts, figures and words.
 Maintain acceptable writing mechanism.
Thank you…

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