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WHAT IS COMMUNICATION

disseminating process that involves passing on information To

masses through the media;

transformational process that motivates and fosters growth andmutual understanding;

dynamic process that challenges 'what you say' and 'how you

say' at that particular moment;

mental/psychological process of talking to oneself in mind, and

(an) interaction process with the corporate.

Simply put, communication is the expression of an idea, that

may be verbal, visual (nonverbal) or vocal that is read,perceived and heard by another person. transformational

process that motivates and fosters growth and mutual

understanding;

dynamic process that challenges 'what you say' and how you

say' at that particular moment;

mental/psychological process of talking to oneself in mind, and

(an) interaction process with the corporate.

Simply put, communication is the expression of an idea, that may be

verbal, visual (nonverbal) or vocal that is read, perceived and heard

by another person.

TYPES OF COMMUNICATION


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o Personal or intra-personal communicationo Interpersonal communicationo Organizational communicationo Mass communicationo Social communicationo Transformational communicationo Corporate communicationo Group communication

In Intrapersonal communication, the individual communi cates inhis/her mind through the process of thinking and feeling. By doing so,he/she is able to process the information and seek time to establishan understanding with others. Carl Rogers has observed that if anindividual does not practice intrapersonal communication, he/she islikely to lose touch with himself or herself and thus suffer mentalagony. Intrapersonal communication enables an individual to shapeself-concept and develop one's convictions. It helps one to think,

plan, analyze and interpret ideas

Interpersonal communication

involves interaction between two persons, or a small group, on aone-to-one basis. The advantage of interacting with fewer peoplemakes it possible for people to open up and discuss matters to oneanother's convenience. The possibility of exchange of views andopinions on the spot makes this type of communication very valuableto an organization.

Staff meetings, briefings about work to be carried out, feedback and

customer relations are examples of this type of communication.

Organizational communication is at the very root of asuccessfully governed, well-understood and networkedorgani zation. Without a positive communicationclimate, no organization can either function or survivethe complexities that besiege it everyday.Communication takes place constantly in an organi -zation. It is inseparable from any function in anorganization.

From the board room decision to team briefings to shop

floor instructions and departmental meetings, communicationtakes place because information has to be passed on,discussions have to take place, and work has to go on.

Mass communication is for disseminating news about theorganization to the stakeholders and to the public.

Through staff newsletters, press releases, annual reports,interviews to the media, the organization passes on information


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about changes in policies, new projects, mergers and acquisitions,and any information that should interest the mass about theorganization.

Social communication occurs when people interactwith one another in groups outside the organization,

converse and share ideas in social gatherings andgenerally exchange plea santries without talking shop.While it is different to communicate within anorganization, social communication demands thatpeople know the social skills of greeting one another,making oneself known to the host/hostess theorganizers, and mingle with the crowd without gettingtoo rigid and socially gawky. Very often businesseshappen in such social parties than in the formalenvironment of an organization. One should beequipped with the relevant skills.

Transformational communication goes beyond trans -actional or interpersonal communication. It originatesfrom the main source, the sender. The senderconscientiously builds a larger frame of reference for ahealthy understanding to develop.

Also known as supportive communication, counsellors,teachers, human resource managers practise transformationalcomm unica tion by listening to the grievances of the employees andseek solutions to the problems. Non-governmental organizations andvoluntary social organizations also use this type of communication toprovide succour to the disadvantaged and the needy.

The four elements of transformational communication are thinking,sensing, intuiting and feeling (Carl Jung's psychological functions).

Corporate communication is the way in which acompany builds and keeps contact with employees,dealers, business houses and all stakeholders. It is awork that is carried out not only by the board and theCEO or the MD of the company but also by also by allresponsible employees.

All specialists from various depart ments such as advertising,public relations, sales and marketing, finance, businesspromotion, production, and human resource and planning haveto play a key role to achieve the organization's plannedobjectives. Although it is the corporate communication personwho monitors the flow of information across the organi zationand outside it and keeps contact with those who affect its lifeand growth, each employee has to play a key role in enhanc ingthe organizational culture.

Group communication occurs when meetings are held


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for face-to-face discussions on issues that affect theworking lives of employees. The group works towardscommon goals and follows the norms that govern itsfunctioning. Verbal and non-verbal com munication skillsets are vital to a purposeful interaction between groupmembers. A successful group meeting allows each

member to interact in a climate of open exchange ofthoughts without anyone disrupting the discussion orsuggestions made. The spirit of a good group lies in itsrespect for shared values and beliefs. Thecommunication pattern is interdependent.

1. Aristotle Mode or Transmission Model

2. Shannon-Weaver Model or Reciprocal Model

Elements of Communication

SpeakerEncodingMediumFilterationDecodingListener/audience


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Why managerial communication: purpose

1. Interpersonal Role: A Manager has to liason, interact with hissuperiors & subordinates, work as FIGUREHEAD. So he needs to

communicate.2. Informational Role: As a Manager, one has to disseminate

information : It has to perform the role of a Resource Head.

That Of Mentor : The Info is received by Manager. It scans theinformation through various sources: through subordinates,environment; through grapevine, rumours, gossips & has to keepfiltering the important information.

That Of Spokesperson: It has to send info outside Organization &

provide them factual & opinion-bases responses. That Of Dissemenator : It has to, after purposeful scanning of info

collected from various sources, dissimenate the priviledged info torelevant key personnel.

3. Decisional Role: It is responsible for making decision after carefulscanning, scrutinizing of the environment.


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4. Enterpreneurial Role: It has to develop the business, read changingmarket conditions, react & grab Business opportunities available.

5. Resource Allocator: making decision about allocation, budgeting,product development, funding for R & D.

6. Negotiator: Salary negotiation, collective bargaining, disputeresolution.

7. Conflict Solver

FORMS:

Oral & Written

Oral Verbal, Non-verbal ( Gestures, Body language, Expressions.)

COMMUNICATION NETWORK : Formal, Informal,

Formal : Upward, Downward & Lateral

Upward Communication: Msgs sent by Subordinates to superiors. It helpssuperiors

know about their subordinates, the assigned work & Organizational workingClimate.JACK WELCH has given walk the talk mantra: an open door policy,where managers encourage open meetings with subordinates.

1 Employees discuss their problems with Seniors.

2. Seek suggestions for improvement.3.Sort out unsolved work problems.4.Seek solutions to recurring conflicts.5. Discuss steps for quick completion of projects.

Channels: Face to Face Talk, memos, reports,e-mails & Phone msgs.Barrires : Distortion of Msg, Perceptual difference between Superiors &

Subordinates. Advantages : Positive approaches from Superiors help thawing ice & helps


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sustaining their morale & also helps converting distrustful, intriguing & schemingemployees into productive individuals.

Downward Communication : Msg sent by superiors to juniors. It is meant forchannelizing the organizations mission & vision from superiors to subordinates& how they can play dynamic roles in fulfilling them. Superiors also use thefeedback system to correct the errors so that subordinates could work with thesense of clarity, responsibility & commitment.

1. passing off info about organizational policies.2. Pass info about relevant info, policies & culture.

Lateral/ Horizontal Comm : Comm between employees working in sameorganization. Comm between Function Area heads, Inter-departmental comm,among workers of one dept. it is meant to keep working environment congenial.Task Coordination, Brainstorming ideas for projects, sharing & managinginformation & knowledge, a constant endeavour to build rapport & Taskcoordination etc..

Disadv: Rivalary amongst members, privilance of professional rivalary,specialiozations make people rigid about sharing or receiving info. Ego, prejudice,

jealousy & superior attitude are few things.

Informal Communication Network

Grapevine

It is a formal comm. Network: shared personal info, career interests, thingshappening in an orgn. It exists because the formal network doesnt provideadequate information about organizational life.

People who seek organizational power & influence, specially those who dont haveformal hierarchical positions within he organization, attempt to gain power bygathering key info about orgn & its members & disseminate it through grapevine.KREPS calls them Machiavellian Personality types.

Contrary to popular belief, it is a powerful tool of orgnl comm. Mgt sometimes usesdisseminating info about organizational development through this network, to

arrest untrue rumours & unfounded fears. Modern mgt has realized the power ofgrapevine & they hv moved away from rigid management structure, in which onlyFORMAL LEADERS share info. Employees involve in the buzz & grapevine to knowabout latest info.

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