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What Is Communication

Communication is the process of sharing information through symbols, including words and messages. It can occur between superiors and subordinates, peers, managers and customers, or employees and government representatives. Communication functions include providing information for decision making, motivating employees, and defining roles and responsibilities. The communication process involves a sender encoding an idea and transmitting a message to a receiver, who decodes and accepts or rejects the message. Barriers to effective communication include personal emotions, physical factors like noise, and semantic or meaning-based misunderstandings. Overcoming barriers involves using feedback, repetition, multiple channels, and simple language. Communication in organizations involves downward, upward, and horizontal flows of messages using various techniques like meetings, memos, and social

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77 views16 pages

What Is Communication

Communication is the process of sharing information through symbols, including words and messages. It can occur between superiors and subordinates, peers, managers and customers, or employees and government representatives. Communication functions include providing information for decision making, motivating employees, and defining roles and responsibilities. The communication process involves a sender encoding an idea and transmitting a message to a receiver, who decodes and accepts or rejects the message. Barriers to effective communication include personal emotions, physical factors like noise, and semantic or meaning-based misunderstandings. Overcoming barriers involves using feedback, repetition, multiple channels, and simple language. Communication in organizations involves downward, upward, and horizontal flows of messages using various techniques like meetings, memos, and social

Uploaded by

Noel Bacton
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© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
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Download as PPTX, PDF, TXT or read online on Scribd
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WHAT IS

COMMUNICATION?
GROUP NO. 6 | CELESPARA | MAGUYON | VILLANUEVA |
“A process of sharing information through symbols, including words
and message” – Morris Philip Wolf & Shirley Kuiper

May happen between:


- Superior
- Subordinate
- Peers
- a manager and a client or costumer
- An employee and a government representative, etc.

WHAT IS
It is done through:

COMMUNICATION?
FUNCTION OF COMMUNICATION
1 Information Function
Information provided through communication may be used for decision-making at various work levels
in the organization.

2 Motivation Function
Used as a means to motivate employees to commit themselves to the organization objectives.

3 Control Function
When properly communicated, reports, policies, and plans define roles, clarify duties, authorities
and responsibilities.

4 Emotive Function
When feelings are repressed.
THE COMMUNICATION PROCESS
SENDER

Develops idea

encodes

Then transmits message to

RECEIVER

Who receives
message

decodes

Accepts
or
Then provides feedback to
rejects
Fig. 1
THE COMMUNICATION PROCESS
Examples of Encoded and decoded information

Factors that will affect the acceptance or


rejection of a message are as follows:
- The accuracy of the message.
- Whether or not the sender has the authority
to send the message and/or require action.
- The behavioral implications for the receiver.

USE
FORMS OF COMMUNICATION

VERBAL NON-VERBAL
FORMS OF COMMUNICATION

VERBAL NON-VERBAL

o Means of conveying message through body language,


o Transmitted through hearing or sight.
as well as the use of time, space, touch and etc.
o Has two classes: Oral and written.
o Body language: consists of gestures, bodily movements,
posture, facial expression, and mannerism of all kinds.
THE BARRIERS TO COMMUNICATION

PERSONAL BARRIERS

PHYSICAL BARRIERS

SEMANTIC BARRIERS
PERSONAL BARRIERS
o Emotions cloud the communicator’s ability to judge correctly the real meaning of messages received.
o People with different values will find it hard to communicate with each others.

PHYSICAL BARRIERS
o Refer to interferences to effective communications occurring in the environment
where the communication is undertaken.
o Ex: loud sound, distances between people, walls, noisy juice near a telephone, wrong timing.

SEMANTIC BARRIERS
o Study of meaning as expressed in symbols. Words, pictures, or actions are symbols that suggest certain meanings.
o When the wrong meaning has been chosen by the receiver, misunderstanding occurs.
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
eliminates the possibility of people getting mixed-up with
meanings.
TECHNIQUES FOR COMMUNICATION IN ORGANIZATIONS
DOWNWARD COMMUNICATION

o Refers to messages flows from highest levels of authority to lower levels.


o Purposes of downward communication:
- to give instructions
- to provide information about policies and procedures.
- to give feedback about performance
- to indoctrinate or to motivate.
o Letters, meetings, telephones, manuals, handbooks, and newsletters.

UPWARD COMMUNICATION
o There is a need for management to provide employees with all the necessary
material and non-material support it can give.
o The first requirement is for the management to know the specific needs of the employees.
o Refers to messages from persons in lower-level positions to higher positions.
o The messages sent usually provides information on work progress, problems encountered, suggestions for
improving output and etc.
UPWARD COMMUNICATION

Techniques used are:


 Formal Grievance Procedure
 Employees attitude and opinion surveys
 Suggestion systems.
 Open door policy
 Informal gripe sessions
 Task forces
 Exit interviews.
HORIZONTAL COMMUNICATION

o Refers to messages sent to individuals or groups from another of the same organizational level or position.
o The purpose of horizontal communication are:
- to coordinate activities between departments.
- to persuade others at the same level of organization.
- to pass on information about activities or feelings.
o Techniques appropriate are: memos, meetings, telephones, picnics, dinners, and other social affairs.
Figure. 2 Message flow and areas of concern.

UPWARD COMMUNICATION DOWNWARD COMMUNICATION


Concerns: Concerns:
-problems and exceptions - Implementation of goals, strategies,
-Suggestions for improvement and objectives.
-Performance reports - job instructions and rationale
-Grievances and disputes - Procedure and practices
-financial and accounting information - Performance feedback
- Indoctrination

HORIZONTAL COMMUNICATION

- Interdepartmental coordination
- Intradepartmental problem solving
- Staff advice to the departments.
MANAGEMENT INFORMATION SYSTEM (MIS)
Defined by Boone and Kurtz as “an organized method of providing past, present, and projected
information on internal operations and external intelligence for use in decision making.

Manufacturing Marketing
MANAGEMENT
INFORMATION
Finance SYSTEM Personnel

Engineering Research and


development

Fig. 3
THE PURPOSES OF MIS

1. To provide basis for the analysis of early warning signals that can originate both externally and internally.
2. To automate routine clerical operations like payroll 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 management to make strategic or nonprogrammed decisions.
THANK YOU!

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