Communication process

Presented by Nasir Iqbal

Assigned by Dr.Gohar Zaman

QUOTES about communicationFunctions of CommunicationThe Communication ProcessDirection of CommunicationInterpersonal CommunicationOrganizational CommunicationCommunication modelsBarriers to Effective CommunicationSeven C’sSummaryReferences

MAIN CONTENTS

Quotes about communication:“Communication is the vehicle which allows

humans to recall the past, think in the present, and plan for the future.” Roy Berko

“Good communication is as stimulating as black coffee, and just as hard to sleep after.” Anne Morrow Lindbergh. (n.d.)

“The most basic and powerful way to connect to another person is to listen. Just listen. Perhaps the most important thing we ever give each other is our attention. A loving silence often has far more power to heal and to connect than the most well-intentioned words.” Remen, Rachel Naomi. (1996).

Introduction COMMUNICATION DEFINED BY DIFFERENT AUTHORS AS:

2.” Communication is transfer of information from one person to another, whether or not it elicits confidence. But the information transferred must be understandable to the receiver” – G.G. Brown.

No Group can exist without communication: the transference of meaning among its members.

Communication must include both the transference and the understanding of meaning

3..   “Communication is the intercourse by words, letters or messages”- Fred G. Meyer.

1.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 (U.S. Army, 1983).

Functions of CommunicationIt serves four major functions within a group or organization.Control1.Communicate job related grievances.2.To follow job description3.To comply with company policy.Motivation1.It fosters motivation by clarifying what needs to be

done2.How well employees are doing 3. What can be done to improve performance

Emotional ExpressionInformation

Functions of CommunicationEmotional Expression For many employees the work group[ is a

primary source of social interaction .They share their feelings of frustration and

satisfaction with each other.InformationPrimary role relating to decision making by

transmitting data and evaluating different choices

The Communication Process

MessageMessage EncodingEncoding MediumMedium DecodingDecoding

DecodingDecoding MediumMedium EncodingEncoding MessageMessage

ReceiverReceiver(now sender)(now sender)SenderSender

Transmission Phase

Feedback Phase

NOISE

•Two phase process

Direction of Communication

Downward Communication-Communication that flows from upper level of a group or organization to a lower level.

Upward Communication-Communication that flows to a higher level in the group or organization.

Lateral Communication-Communication that takes place among members of the same level.

Interpersonal CommunicationOral Communication-The chief

means of conveying messages by utilizing speed and feedback.

Written Communication-any device that is transmitted via written words or symbols.

Nonverbal Communication-nonverbal component of a verbally given message such as body movements, intonations, facial expressions, etc.

Organizational Communication Networks show information flows in an

organization. Wheel Network: information flow to and from one

central member. Chain Network: members communicate with people

next to them in sequence. Wheel and Chain networks provide for little

interaction. Circle Network: members communicate with others

close to them in terms of expertise, office location, etc. All-Channel Network: found in teams, with high

levels of communications between each member and all others.

Communication Networks in Groups & Teams

Wheel Network

Circle Network

Chain Network

All Channel Network

3 Models for CommunicationCommunication as ActionCommunication as TransactionCommunication as Interaction

Communication as Action

Sender ReceiverChannelMessage Message

Noise

Noise

Noise

Questions describing communications: Who? Says what? In which channel? To whom? With what effect?

Lasswell Model (1948)

destinationsource signal

Field of experience Field of experience

encoder decoder

communication is effective when information are shared between sender and receiver

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Shannon-Weaver model (1948)Back and forth, we talk, we listen, we talk, we listenAdds feedback and context.

Communication as Transaction

Message

MessageEncoder

Interpreter

Decoder

Decoder

Interpreter

Encoder

Third Model: both, sender and receiver interact by encoding, interpreting, re-coding, sending and receiving information/message

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Schramm Model (1954)

Communication as Interaction

Barriers to Effective CommunicationFiltering (holding back information) Selective PerceptionInformation OverloadEmotionsLanguageCommunication ApprehensionGender Differences

Barriers to effective CommunicationFiltering (holding back information) and distortion as

the message passes through other workers

• Selective PerceptionThe receivers in communication process

selectively see and hear based on their needs, motivations, experience , background and other personal characteristics.

Barriers to effective CommunicationInformation Overload Individuals have a finite capacity to process data

and when it exceeds our processing capacity the result is information load. Then people tend to select out, ignore, pass over or forget information.

• Emotions Extreme emotions like jubilation or

depression are more likely to hinder effective communication

Language

Communication apprehensions

Completeness(all relevant info included) Check for five Ws & one H Who What When Where Why and How.

Conciseness (to the point)Consideration (focus on audience) avoid I and we

use “U”.Concreteness (Facts and figure)Clarity (Using words that familiar to the message

of receiver)Courtesy(polite and respectful) Correctness (Grammar, punctuation, and spelling)

The Seven C’s

Pay attention to what is sent as a message.Be a good listener: don’t interrupt.Ask questions to clarify your understanding.Be empathetic: try to understand what the

sender feels.Understand linguistic styles: different people

speak differently.Speed, tone, pausing all impact communication.

References:Organizational Behavior, 13th Edition,

Stephen P. Robbins and Timothy A. Judge Prentice HallContemporary management,

5thEdition,Gareth R.Jone and Jennifer M.Georgehttp://www.brainyquote.com/quotes/quotes/a/ann

emorrow136164.html.

Remen, Rachel Naomi. (1996). Kitchen Table Wisdom: Stories That Heal. New York, NY: Riverhead Books.

Thank you for your listening !!

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