38813062 Communication Assignment

8/8/2019 38813062 Communication Assignment

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Management &

OrganizationalTheory


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Communication

Process in

management &

organization


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EFFECTIVE COMMUNICATION

Effective Communication is the LIFE BLOOD of every organization and a key to

success in our business career and our personal life. So, without communication any

organization can not be functional. Since an organization is a group of people associated

for business, political, professional, religious and other purpose. Its activities require

human beings to enter and react, to exchange information, ideas, plans, proposals, to

coordinate, to make decision.

ROLE OF EFFECTIVE COMMUNICATIONS:

The deep pillars

In fact Successful Communication is to bed rock of good and pleasant relationship

between the - workers and management - consumers and sellers.

Good and efficient System of Communication helps the better co-ordination and efficient

controls. It results in clear understanding, good production, favorable and healthy climate

with in the organization willing co-operation among various levels of management and

general good will.

Poor and ineffective Communication system may result in mall-management, bad

business and sure shut downs.

Communication can build or destroy trust

Effective Communication means Well-planned and well-meant Communication, which

helps the better Services, removes misunderstanding and doubts, build up goodwill,

Promotes business and earns favorable references.

The key to success in business and trade

Communication, indeed is a tool of management because it plays key role in decision

making.


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Take care of communication and success shall take care of it

the greater of is the size of organization means the greater is the need of communication

flow for production, distribution, marketing and services. All the managers are willing to

communicate well for better prospects, it is like a tool which build up reputation; up todate information and dealing within or outside an organization.

It saves times, minimizes mistakes and promotes the objects. It regulates the quality and

quantity both.

Effective communication pays off and efforts never die

It pays off at individual and collective level. It also results personal gain, market value,

marketing of service, good name and joy of accomplishment for an employee who know

how to communicate frequently, and purposefully. It gives Ladder to promotion,

applause, ears, reputation and self recommendation.

WHAT IS COMMUNICATION ?

The goal of communication is to convey informationand the

understanding of that informationfrom one person or group to another

person or group. This communication process is divided into three basic

components: Asendertransmits a message through a channelto the

receiver. (Figure 1 shows a more elaborate model.) The sender first

develops an idea, which is composed into a message and then transmitted

to the other party, who interprets the message and receives meaning.

Information theorists have added somewhat more complicated language.

Developing a message is known as encoding. Interpreting the message is

referred to as decoding.
http://www.cliffsnotes.com/study_guide/The-Communication-Process.topicArticleId-8944,articleId-8918.html#benowitz384xc13-fig-0001http://www.cliffsnotes.com/study_guide/The-Communication-Process.topicArticleId-8944,articleId-8918.html#benowitz384xc13-fig-0001


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Important feature is the feedback cycle

a) When two people interact, communication is rarely one-way only. When a

person receives a message, she responds to it by giving a reply. The

feedback cycle is the same as the sender-receiver feedback. Otherwise, the

sender can't know whether the other parties properly interpreted the message

or how they reacted to it.

b) Feedback is especially significant in management because a supervisor

has to know how subordinates respond to directives and plans. The manager

also needs to know how work is progressing and how employees feel about

the general work situation.

The critical factor in measuring the effectiveness of communication

The critical factor in measuring the effectiveness of communication is

common understanding. Understanding exists when all parties involved have

a mutual agreement as to not only the information, but also the meaning of

the information. Effective communication, therefore, occurs when the

intended message of the sender and the interpreted message of the receiverare one and the same. Although this should be the goal in any

communication, it is not always achieved.


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SIGNIFICANCE

Effective Communication has a very important significance in a human life. It may haveimpacts which is required to change human entity.

It is divided into below factors:-

1- Short term.

2- Long term.

3- Spiritual.

1. SHORT TERM:-

Communication is the only way to solve any hazard or difficulty in the day to day

life. It is the only bridge between people which can be easily short out the matters.

By dialogues and discussion thing which are hard to absorb can be made much betterto understand the need.

2. LONG TERM:-


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Knowledge perhaps is the only which cannot be preserve or limited. It travels by its

own way. It is not restricted to anyone or for anyone. There is an origin of knowledge

but it does not have any end or limit. The way or the path may be different but it will

reach to you.

3. SPIRITUAL:-

Allah is the most beneficial and merciful upon us. The time we got birth the

communication and accountability starts. We all are messengers who are here in this

world by the grace of Almighty Allah. The knowledge provided to us by Allah not known

to any other creations. Power to think, listen and decision is the main weapon of human

being provided by Allah. Our single breath is by him. He is the one who supervises us,

EFFECTIVE COMMUNICATION

IS THE LIFEBLOOD OF AN

ORGANIZATION

ORGANIZATION: -

People having common goals in a pre-determined frame work to maximize profit and

minimize expense with an intention to act expertly on described work is said to be

organization. An organization can range in size for one person to tens of thousand.

The work done between people with mutual collaboration and co-operation in a

organization.


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In any organization communication is the most important factor because it is just like the

veins in the body because from top to bottom communication is the only channel which

keeps join the people in a frame of organization.

CHANNELS OF EFFECTIVE COMMUNICATION: -

There are approaches between people, it may be top down approach or may be bottom

approach but communication is the only bridge between all the members.

There are four channel of Effective Communication which are as follows:

CHANNELS OF EFFECTIVE COMMUNICATION: -

There are approaches between people, it may be top down approach or may be bottom

approach but communication is the only bridge between all the members.

There are four channel of Effective Communication which are as follows:

GRAPHICAL ILLUSTRATION

BOSS

SENIOR SALES EXECUTIVE

VERTICAL

SALES MANAGER POLICY

ORGANIZATION

COMMON GOALS ACTIONPEOPLE


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FEEDBACK

SALES PERSON

SUBORDINATES

Vertical Channel

Department = SameStatus = Different

Function = Policy (Boss)

and

Feed back (Sub-ordinates)

2- HORIZONTAL:-

It is Communication flows between personnel in one department and personnel of equal,

lower or superior (one cadre) status in other department. It facilitate subordinates to keep

their superior informed of their inter department activities. It improves the quality of

coordination.


HORIZONTAL

MANAGERS

Coordination and Cooperation

Research Marketing Sales Accounts Administration


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Horizontal Channel

Department = Different

Status = SameFunction = Cooperation & Coordination (all managers)

3- DIAGONAL:-

Communication among very low cadre to top most cadre or vice versa is called Diagonal

Communication. It may be an emergency dial.


DIAGONAL

HR HEADDifferent

Dangerous ChannelDepartment

Best Channel

Internal Auditor


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Diagonal Channel


Status = Different

Function = Cooperation & Coordination

4- GRAPEVINE: -

It is the type of communication in which department and designation does not matter. It is

the informal communication between sub-ordinates and staff. This communication may

have an aspect of goodness damage.

It is the most dangerous channel among all.


GRAPEVINE

Manager

Clerk

Relative Goodness

{Maximize Goodness / Maximize Damage}


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Diagonal Channel


Status = DifferentFunction = Common welfare / Common damage

SIGNIFICANCE: -

Significance of communication can be measure ion two ways.

1- Cost

2- Effectiveness

1- COST

If we measure the value in cost so we come to know that any mean of communication

worths what for us? A communication can be useful in terms of cash means profit or a

communication cal also cost us loss. It all depends upon your communication.

As a person you own some respect and position so its up to you that how you maintain

your audibility in front of others.

2- EFFECTIVENESS

Now if we measure the value in effectiveness so it is the most important factor because

our words of communication are the codes which we are conducting on behalf of others


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because we are the one who work on behalf of the company so people will look us on our

commitment and promises. We will be responsible for all profit & loss made because our

communication is effective to the others.

CONCLUSION: -

Our Communication is the LIFE BLOOD of an organization and a key to success in

our business career and our personal life. So, without communication any organization

can not be functional. Its activities require human beings to enter and react, to exchange

information, ideas, plans, proposals, to coordinate, to make decision.

COMPONENTS OF COMMUNICATION

Communication is a process of transmitting and receiving verbal and nonverbal

messages. Communication is considered effective when it achieves the desired reaction

or response from the receiver. Simply stated, communication is a two way process of

exchange idea or information.

Following are the components of communication:

1- Context

2- Sender- Encoder


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3- Message

4- Medium

5- Receiver- Decoder

6- Feedback

7- Noise

8- Empathy

BARRIERS OF EFFECTIVE COMMUNICATION

Breakdowns of communication channels, is a frequent challenge that

managers face. Communication problems signify more deep-rooted

problems than those that appear prima facie. The barriers may exist either at

the transmission stage or at the feedback stage. It may so happen that the

sender is unable to properly channelise the message, or it may also be

wrongly received. The important point is to understand the barriers that a

manager faces at various stages so that they can be properly dealt with.

1. Faulty Planning :

The prerequisite of effective communication is accurate planning. Themessage should be properly planned and then delivered. Which channel

links are to be adopted needs to be planned out in advance. The contents of

the message should be drawn after considering all the aspects. A poorly

designed message looses all its worthiness. Besides, the purpose of the

message also needs to be clearly stated. Hence, faulty planning leads to

breaking up of communication lines.

2. Vague Presumptions :

The non-communicated assumptions that underline the message areextremely dangerous. The sender presumes a certain part and accordingly

forwards the message. It is not necessary that the receiver shall also presume

things in the same manner. This may lead to confusion and chaos.

Unclarified and vague presumptions lead to greater dangers. For example, a

senior officer gives a call to the junior stating that on certain days he will be


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out of town assuming that the junior shall make necessary staying

arrangements for him. The junior receives this message assuming that senior

manager is simply informing him of his absence so that he can take over the

responsibility and that all staying arrangements were already taken care of

by the senior.

Semantic Distortion :

A single word conveys lots of different meanings. Each word is understood

in reference to the context of the sentence as well as place and situation it is

used at. Semantic Distortion can be deliberate or accidental. When it is

deliberate, it is intended so but the one that is accidental hinders the progress

of communication. It renders ambiguity to the message and every different

individual may come to his own conclusion in the end.

Status Effect :

This occurs when one person is considerably higher in the hierarchy than

another. The person at the top gives the message. People at the bottom take

it literally and follow it as an order. The top people may not have intended to

pass it on literally. This leads to confusion.

Poorly Expressed Contents :

The sender of the message may be clear about the thought in his mind but

poorly chosen words or omission of important links, leads to

misunderstandings in the group. The message that is simple and

straightforward tends to be easily accepted and interpreted in the team. But

the simplicity should not be achieved at the cost of misrepresentation of the

crux.

Loss during transmission and poor retention :

When the message moves from one person to the other, it becomes less

accurate. Different individuals tend to add their perception to it. Besides, the

message may not be retained thoroughly in the memory. Hence it is


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advisable to repeat the message and also use more than one channel to

communicate the same message.

Poor listening and instant interpretations :

Listening requires patience. It demands full attention and self-discipline. It

also requires that the listener avoid premature evaluation of what another

person has to say. Usually, people have a tendency to judge what is said,

whether they agree to it or disagree. This is a common notion. There are

hardly few people who are good listeners. Besides, when the message is

long, after a while people start-loosing interest and hence stop listening. Due

to this tendency, the message transmission gets hindered. Hence, listening

with empathy should be practiced in the organization to have effective

communication.

Threat, fear and distrust :

In an environment of threat, fear and distrust, effective communication

cannot be expected. People become defensive and close-minded. They

remain always on their guard, which hinders the movement of

communication. People acting under threat or fear, do not take the decisions

rationally but rather, the decisions are made under pressure. Moreover, they

do not actually care about the consequence of a faulty message as they are

always under the grip of some fear. For making communication effective, a

climate of trust, honesty and integrity is needed.

Insufficient time period :

Whenever the communication is made, sufficient time period, to understand

and digest the message needs to be given. Moreover, communication may

bring in changes. These changes affect different people in different manner.

Besides, realization of the whole implication of the message is time

consuming. However, managers are usually pressed for time. This leads to

breakage in the communication channel.

Physical distractions :


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In the organization that is filled with people all around, a lot of noise,

improper lighting, frequent physical movements of people, the messages that

come-get distracted. People are not relaxed in such climate and tend to

receive the communication haphazardly.

Improper feedback :

Though one way communication is quick, two way communication is more

accurate. It is always advisable to have some interactions between the

receiver and the sender. This clears the doubts and misconceptions of both

the parties. If a proper feedback system is not installed, then in such a case

two way communication becomes difficult.

Other barriers :

o People tend to have selective percetion as far as information is

concerned. They hear that part of the information, which they

like best and tend to ignore other parts. This does not allow the

whole message to get through.

Attitude and reactions to different situations, by individuals as unit and by

individuals collectively or in group vary. Hence, different individuals react

differently to the same message.

IMPROVING COMMUNICATION

Effective communication is the responsibility of each and every

individual in the organization. The intended results cannot be achieved if

there occurs any lapse at any stage. At each stage, breakdowns can occur

in the encoding of the message, in the transmission of the message, in thedecoding state or at the time of understanding by the receiver. Besides, there

are a lot of disturbances that affect the movement of communication. To

avoid this some simple guidelines can be adopted.


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The sender of the message must be clear regarding the message to be

communicated. Clarity of thought is essential. If there are any faults in

the beginning itself, the entire process would fail.

For better control, encoding and decoding should be done with those

symbols, which are popularly used by the group members and are

familiar to all. It is better to avoid technical jargon unless the

communication is to be done with experts on the particular subject.

At the stage of planning of the message, every individual who is

directly or indirectly affected by the said message should be involved.

To build up a healthy environment and to avoid unnecessary

speculation, whenever possible, people should be involved. Because

of this nobody feels that the message was given abruptly or that

enough time for information was not given. Besides, nobody would

feel leftout.

While making the communication, the need of the receiver is of prime

importance. If the receiver is not interested in the information that is

provided, it has no value for him. The purpose of communication is

not only to get the message understood, but also accepted by the

receiver. And hence, while communicating the viewpoint of the

receiver is equally important.

Communication is not simply passing of a flat message. There has to

be harmony between the choice of words, tone of voice, what is to be

said and the manner in which it is to be said. There needs to be

congruency in the words being said and the body language expressed.

A continuous feedback by the receiver should be given to the sender.

If this fails, though the information may be transmitted, there are

chances that it may not be understood and accepted. So if the sender

keeps on receiving the feedback, the lapses if any can be easilyidentified.

Control is an essential part of communication. The passing of

information takes place; not only from top to bottom but also from

bottom to top with a view to achieve the stated objectives. Hence care


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should be taken that the passing of information should be such that it

does not deviate from the original course.

Communication is not only the responsibility of a sender alone, but

the receiver is also equally responsible. A receiver needs to be fully

attentive, listen actively and ask for clarification, repetition, wherever

required.

It is advisable to test the understanding of the message. Both, the

sender and receiver can discuss it out. It is good to share opinions, feelings

and perceptions that are generated after the message is passed. The

acceptability of the communication can be known only after the message has

settled down.

Interpersonal Communication

Interpersonal communication is real-time, face-to-face or voice-to-voice

conversation that allows immediate feedback. Interpersonal

communication plays a large role in any manager's daily activities, but

especially in organizations that use teams.

Managers must facilitate interpersonal communication within teams and

reduce barriers to interpersonal communications. Common barriers to

interpersonal communication include the following:

Expectations of familiarity (or hearing what one is expected to hear).

After hearing the beginning comments, employees may not listen to the

remainder of the communication because they think they already know

what a manager's going to say.

Preconceived notions. Many employees ignore information that

conflicts with what they know. Often referred to asselective

perception, it's the tendency to single out for attention those aspects of

a situation or person that reinforce or appear consistent with one's

existing beliefs, value, or needs. Selective perception can bias a

manager's and employee's view of situations and people.


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Source's lack of credibility. Some employees may negatively size up

or evaluate the sender based on stereotypes. Stereotypingis assigning

attributes commonly associated with a category, such as age group,

race, or gender to an individual. Classifyingis making assumptions

about an individual based on a group he or she fits into. Characteristics

commonly associated with the group are then assigned to the

individual. Someone who believes that young people dislike authority

figures may assume that a younger colleague is rebellious.

Differing perceptions caused by social and cultural backgrounds.

The process through which people receive and interpret information

from the environment is called perception. Perception acts as a screen

or filter through which information must pass before it has an impact

on communication. The results of this screening process vary, because

such things as values, cultural background, and other circumstances

influence individual perceptions. Simply put, people can perceive the

same things or situations very differently. And even more important,

people behave according to their perceptions.

Semantics and diction. The choice and use of words differ

significantly among individuals. A word such as effectiveness may

mean achieving high production to a factory superintendent and

employee satisfaction to a human resources specialist. Many

common English words have an average of 28 definitions, so

communicators must take care to select the words that accurately

communicate their ideas.

Emotions that interfere with reason. Tempers often interfere with

reason and cause the roles of sender and receiver to change to that of

opponent and adversary.

Noise or interference. Noise does not allow for understanding

between sender and receiver.


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38813062 Communication Assignment