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COMMUNICATIONSYSTEM

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Communication is the process ofexchanging information andunderstanding among people.

The interchange of thoughts, opinions, orinformation by speech, writing, or signs.

Communication involves: Transmission andrecept of messages (just as an artistuses a brush and paint to depict a

beautiful sunset or landscape, so toocommunicators use messages torepresent their perceptions, thoughts,and feelings.)

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Communication involves people (at least two, one totransmit the message (sender) and another toreceive the message (receiver).

The definition refers to the process ofcommunication. Communication is best described asa process, because it is active, continuous,reciprocal and dynamic.

Effective communication is important formanagers in organisations to perform their basicfunctions of planning, organising, leading, andcontrolling.

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The process of communication makes it possiblefor managers to carry out their taskresponsabilities.

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TYPES OF COMMUNICATIONThere are several forms of interpersonalcommunication in organisations:

Spoken word: is the most common, it·s the quickestand is likely to be quite accurate becausemessages can be clarified through ongoingdialogues.

Written communication: Memos, letters, reports,orders, e-mail and the like can serve as permanentrecords n addition to conveying messages.

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Non-verbal: Consists of unspoken clues., a person·stone of voice, facial expressions, eye behavior,

head-nodding, nose-thumbing, thumb movement,are all non-verbal cues. This popularly called ´bodylanguageµ.

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BARRIERS TO EFFECTIVE COMMUNICATION

´I didn·t hear you say that.µµOh, is that what youmeant?, ´I·m afraid you must have misunderstood me.

What I said was«µ Unfortunately for the sake ofunderstanding between individuals, these staments areuttered far too frequently within organizations on atypical day.

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Attacking the individual: Discussing people or their appearancerather than the real issue. It·s criticize behavior, notpeople.

Fear:

Rank: A social or official position. A person·s relative status in anorganization.

Sender Credibility : ´I·ll see what I can do about the problemµ «Managers and workers don·t remember the promises they·vemade.

 jargon: using difficult words which are not understandable bycommon people.

Noise: Loud noise obstruct the transmission of messages.

Wasting the thought-speech rate differential: How fast canthe average person think, and how fast can the average persontalk? We think four to six times faster than we can speak.

Poor listening: Hearing and attending to the information that isheard.

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The verbal cocoon: A condition of not receivinginformation, or receiving incorrect or partial

information.:

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THE IMPORTANCE OF LISTENINGManagement will find it difficult to receive feedback

from employees without developing improved

techniques of listening.Some supervisors discover that time spent on

effective listening can be as valuable as aninvestment in more efficient equipment and can

save them a scarce and valuable resource time.Costly accidents and expensive errors can often be

avoided when employees listen to their supervisorsand coworkers.

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How to break down Communication Barriers?

It·s essential that you be able to overcome the manycommunication barriers that continually confront you.

These are the major precautions and approaches we can use tominimize communications breakdowns:

- Encourage upward communication: The sender is on or closer to the

frontlines of the organization than is the receiver.- Have an open-door policy: suggestion box.

- Use Face-to-Face communication: Is more effective than writtenorders in reducing misunderstanding because the sender can receive

feedback immediately and discover if the person has been understood.

- Avoid credibility gaps: Always keep in mind your promises.- Be sensitive to other·s feelings and needs: Patience, not to

interrupt, concentrated or listening.