Communication*

What is communicationThe process by which people share meaning through the transmission of symbolic messages.

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The importance of communication1.Communication is the process by which managers accomplish the management functions.2.Communication is the activity to which managers devote an overwhelming proportion of their time*

Three essential points in communication1.Communication involve other people2.Communication involve shared meanings3.Communication is symbolic e.g gestures, sound, letters

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The communication process / the elements of communication*1.Sender 2. Encoding3.Message 4. Channel5.Decoding 6. Receiver7.Feedback 8. Noise

Basic Elements in the Communication Process Slide 1 of 5*SenderEncodingDecodingReceiverMessageSocial contextNoiseNoiseNoiseNoise

The Communication process1.SenderThe message source.2.Encoding-The sender selects symbols to compose a message e.g words or pictures3.Message-Information formulated by the sender .4.Channel The medium carrier through which a message travels.e.g telephone or paper5.Decoding-The receiver translates and interprets the message

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6.Receiver-The target audienc7.Feedback-The receivers response or reaction to the message8.Noise Any factor which disturbs, interferes or become a barrier to the message.

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Two types of noise:1.Physical noise e.g noise from machines2.Psychological noise e.g lack of attention or poor listening

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One way versus two way communicationOne way com.-The sender communicates without expecting feedback from the receiver e.g policy statements from top managersTwo way com.-involve feedback e.g group discussion*

Categories of interpersonal communication.1.Oral com.-spoken2.Written com.-e.g letters3.Technology com.e.g e-mail4.Nonverbal com.e.g gestures,time,physical characteristics, appearance,etc*

Steps in achieving effective communication1.Clarify your ideas before communicating2.Identify the purpose of com.3.Consult with others.4.Understand your target audience and the environmental setting5.Communicate for tomorrow as well as today6.Follow up your com.7.Develop supportive com. behavior

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Barriers to effective communication1. Differing perceptions-e.g differences in priority, experience and values2.semantic problems-words may connote different meaning to different people.3.Filtering-An alteration of ainformation to make it acceptable to the receiver.4.Noise-factors which interferes or disturb the message

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Barriers to effective communication5.Emotionality e.g anger or hate6.Distrust-The com. Will be blocked7.Inconsistent verbal and non-verbal com.-e.g double standard

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Overcoming Barriers to effective communication1.Obtain feedback 2.Use simple language3.Recognize emotions4.Do not make own conclusions5.Avoid noise6.Create openess and trust7.Understand verbal and non-verbal com.

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Formal Communication in organizationThere are two main types of formal com. In organization :1.Vertical com.-messages move upward or downward2. Lateral com.-Also known as horizontal com.

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Vertical communication1.Downward com.-managers pass the info. To the employees e.g co.policies & rules2.Upward com.-Subordinates convey info to their superior e.g suggestion boxes*

Lateral communicationCom.between individuals on the same level e.g com.between marketing and finance manager.Used to share info among co-workers and increase coordination and cooperation.

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Factors affecting communication in ORG.1.Formal channels As org size increases the communication channels becomes more complex.2.Authority structure A persons position in the org.3.Job specialization Facilitates com among members in the same dept.4.Information ownership a person may possess info. But unwilling to share with others.*

Informal communicationAlso known as The GrapevineCommunication which is not officially sanction by managers.However it is also important:1.Facilitate the flow of info.2.Satisfy employees social needs

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Types of grapevines ( informal com.)1.Single strand-The least accurate grapevine because info will be altered at each level2.Gossip Used to convey interesting but non job related info.*

Types of grapevines ( informal com.)3.Probability-also used to convey non job related info.4.Cluster-The most dominant form of grapevine.Used to convey interesting, job related an up to date info.*