COMMUNICATION PROCESS annu.ppt

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    COMMUNICATION

    PROCESS

    -Annushree Gopalakrishnan

    Frezgaile Gomes

    Farhat Fatima

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    If all my possessions were taken from me

    with

    one exception, I would hope to keep mypower

    of communication --- for by it I would

    regain allthe rest.

    - Daniel webster

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    Communication is the activity ofconveying information.

    Communication has been derived

    from the Latin word "communis",

    meaning to share.

    Communication requires a sender, a

    message, and an intended recipient

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    Communication Is :

    Transactional

    Complex

    Unavoidable

    Continuous

    Learned

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    Components of communication

    process

    Context

    Sender-Encoder

    Message

    Medium

    Receiver-decoder

    feedback

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    Components of communicaton

    process

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    Components of communication

    process continued .. Context: Communication is affected by the context in

    which it takes place. This context may be physical, social,chronological or cultural. Every communication proceeds withcontext. The sender chooses the message to communicatewithin a context.

    Sender :as a sender-encoder you use symbols thatexpress your message and create the desired response .

    Message - Message is a key idea that the sender wantsto communicate. It is a sign that elicits the response ofrecipient. Communication process begins with deciding aboutthe message to be conveyed. It must be ensured that the

    main objective of the message is clear.

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    Components of communication

    process continued .. Medium : Medium is a means used to exchange /

    transmit the message.

    Receiver-Decoder: Recipient / Decoder is aperson for whom the message is intended / aimed / targeted.

    The degree to which the decoder understands the message

    is dependent upon various factors such as knowledge of

    recipient, their responsiveness to the message, and the

    reliance of encoder on decoder.

    Feedback: Feedback is the main component ofcommunication process as it permits the sender to analyze

    the efficacy of the message.

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    Levels of Communication

    Interpersonal communication

    Intrapersonal communication

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    Interpersonal communication

    Interpersonal communication:Interpersonal communication is usually defined by

    communication scholars in numerous ways, usually

    describing participants who are dependent upon one another.

    It can involve one on one conversations or individuals

    interacting with many people within a society.

    Intrapersonal communication : The

    language used or thought internal to the communicator. It canbe useful to envision intrapersonal communication occurring

    in the mind of the individual in a model which contains a

    sender, receiver, and feedback loop.

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    Barriers to effective

    Communication Physical barriers : communication can be affected

    by physical barriers like nature of the environment

    System design : faults refer to problems with thestructures or systems in place in an organisation.

    Attitudinal barriers: come about as a result ofproblems with staff in an organisation. These may be broughtabout, for example, by such factors as poor management,

    lack of consultation with employees, personality conflicts

    which can result in people delaying or refusing to

    communicate.

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    Barriers to effective

    Communication Psychological factors: such as people's state of

    mind. We all tend to feel happier and more receptive to

    information when the sun shines. Equally, if someone has

    personal problems like worries about their health or marriage,

    then this will probably affect them.

    Different languages: Different languages andcultures represent a national barrier which is particularly

    important for organisations involved in overseas business

    Physiological barriers:may result fromindividuals' personal discomfort, caused, for example, by ill

    health, poor eye sight or hearing difficulties.

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    CLASSIC EXAMPLE OF

    ATTITUDINAL BARRIERS

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    WAYS TO OVERCOME

    COMMUNICATION BARRIERS Eliminating differences in perception:The

    organization should ensure that it is recruiting right individuals on

    the job. Its the responsibility of the interviewer to ensure that the

    interviewee has command over the written and spoken language.

    There should be proper Induction program so that the policies of

    the company are clear to all the employees.

    Reduction and elimination of noiselevels: Noise is the main communication barrier which mustbe overcome on priority basis. It is essential to identify the source

    of noise and then eliminate that source.

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    WAYS TO OVERCOME

    COMMUNICATION BARRIERSActive Listening:Listen attentively and carefully.

    There is a difference between listening and hearing. Active

    listening means hearing with proper understanding of the

    message that is heard. By asking questions the speaker can

    ensure whether his/her message is understood or not by the

    receiver in the same terms as intended by the speaker.

    Emotional State: During communication one shouldmake effective use of body language. He/she should not

    show their emotions while communication as the receivermight misinterpret the message being delivered. For

    example, if the conveyer of the message is in a bad mood

    then the receiver might think that the information being

    delivered is not good.

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    WAYS TO OVERCOME

    COMMUNICATION BARRIERS Simple Organizational Structure: The

    organizational structure should not be complex. The number

    of hierarchical levels should be optimum. There should be a

    ideal span of control within the organization. Simpler the

    organizational structure, more effective will be the

    communication.

    Avoid Information Overload: The managersshould know how to prioritize their work. They should not

    overload themselves with the work. They should spendquality time with their subordinates and should listen to their

    problems and feedbacks actively.

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    WAYS TO OVERCOME

    COMMUNICATION BARRIERS Give Constructive Feedback: Avoid giving

    negative feedback. The contents of the feedback might be

    negative, but it should be delivered constructively.

    Constructive feedback will lead to effective communication

    between the superior and subordinate.

    Proper Media Selection: The managers shouldproperly select the medium of communication. Simple

    messages should be conveyed orally, like: face to face

    interaction or meetings. Use of written means ofcommunication should be encouraged for delivering complex

    messages. For significant messages reminders can be given

    by using written means of communication such as : Memos,

    Notices etc.

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    WAYS TO OVERCOME

    COMMUNICATION BARRIERS Flexibility in meeting the targets: For

    effective communication in an organization the managers

    should ensure that the individuals are meeting their targets

    timely without skipping the formal channels of

    communication. There should not be much pressure on

    employees to meet their targets.

    Have integrity and honesty in your

    communications: If you are seen as beingsomeone who lacks integrity, this will immediately be noticedand even more barriers will be built up between you and the

    listener.

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    REFERENCES

    http://www.m-t-d.co.uk/blog/7-ways-to-overcome-barriers-to-communication.htm

    http://www.managementstudyguide.com/overcoming-

    communication-barriers.htm

    http://www.managementstudyguide.com/components-of-

    communication-process.htm

    http://communicationprocess.net/

    http://www.m-t-d.co.uk/blog/7-ways-to-overcome-barriers-to-communication.htmhttp://www.m-t-d.co.uk/blog/7-ways-to-overcome-barriers-to-communication.htmhttp://www.managementstudyguide.com/overcoming-communication-barriers.htmhttp://www.managementstudyguide.com/overcoming-communication-barriers.htmhttp://www.managementstudyguide.com/components-of-communication-process.htmhttp://www.managementstudyguide.com/components-of-communication-process.htmhttp://communicationprocess.net/http://communicationprocess.net/http://www.managementstudyguide.com/components-of-communication-process.htmhttp://www.managementstudyguide.com/components-of-communication-process.htmhttp://www.managementstudyguide.com/components-of-communication-process.htmhttp://www.managementstudygu

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