Mid Term Organiz Comm Review - Copy

7/27/2019 Mid Term Organiz Comm Review - Copy

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REVIEWQUESTIONSFORTHE

ORGANIZATIONALCOMMUNICATION

Q1- What is Communication?

It is a personal process involving the transfer of information, Ideas,

and Feelings Between two or more parties with the purpose of

conveying

a message to recipients!

Q"- What are the Barriers to #ffective Communication?

$"- %he Barriers to effective communication can &e categori'ed as follows(

Physical Barriers: )noise, time, environment, physical medium of

communication*!

Poor Listening Skills:if the receiver is not paying attention or not listening

effectively to the communicated message! Cultural Barriers: #ffective communication re+uires understanding the

&asic values, motives, aspirations, and assumptions of the other person!

iven some dramatic differences across cultures in approaches to such

areas as time, space and privacy, the opportunities for miscommunication

while we are in cross-cultural situations are plentiful!

Experiential Barriers: )new information not eperienced &efore,

information overload*

Perceptual Barriers: .eople who have different &ac/grounds of

/nowledge and eperience often perceive the same phenomenon fromdifferent perspectives!

Motivational Barriers)mental inertia*

Emotional Barriers)feelings, anger, fear, aniety, feeling of threat*!

Lack of, or ineffective feedack: 0ot getting effective feed&ac/ on your

message will not give you any hint if it is ineffectively communicated! n

the other hand, withholding constructive feed&ac/ is li/e sending people out ona dangerous hi/e without a compass! %his is especially true in today2s fast

changing and demanding wor/place! %hey will not have any inclination of how

they are performing, what they need to improve to achieve their goals etc!


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!rgani"ational Barriers)&usiness practices, position in the hierarchy*!

Linguistic Barriers:%he choice of language in which a sender encodes a

message will influence the +uality of communications! Because language is

a sym&olic representation of a phenomenon, room for interpretation anddistortion of the meaning eists! For a message to &e properly

communicated, the words used must mean the same thing to sender and

receiver!

#on$veral Barriers:$ large amount of the meaning we derive from

communication, we derive from the non-ver&al cues that the other person

gives! ften a person says one thing &ut communicates something totally

different through vocal intonation and &ody language! %hese mied signals

force the receiver to choose &etween the ver&al and nonver&al parts of the

message! 3ost often, the receiver chooses the nonver&al aspects! %hus theuse of gestures, movements, etc! can clarify or confuse the meaning of a

ver&al communication!

Competition Barriers )other competing elements for the receiver4s

attention*!

Q5- 6ow can we overcome the Barriers to #ffective Communication?

$5- We can overcome the Barriers to #ffective Communication as follows(

vercoming &arriers of perception through learning as much as possi&le a&out

the &ac/ground of the audience in order to eplain the message so that

receivers with different views and eperiences can understand it!

7anguage &arriers are minimi'ed through the use of simple, direct and natural

language! %o ma/e sure the message has &een understood, it is helpful to as/

the receiver to confirm or restate the main points of the message! 8eceivers

should &e encouraged to as/ +uestions and clarifications of points that are

unclear!

#ffective 7istening is essential for the receiver to understand the

communicated message! %here are a num&er of situations when one needs to

solicit good information from others9 these situations include interviewing

candidates, solving wor/ pro&lems, see/ing to help an employee on wor/

performance, finding out reasons for performance etc! %hus we need to

improve our listening s/ills in order to have effective communication! )%ips

for effective 7istening attached in $ppendi*!

vercoming noise )physical &arriers* is &est done &y eliminating it! If noise in

the environment is ma/ing it difficult to tal/, move to a new location or try as

much as you can to eliminate this noise e!g! &y shutting the window, turning a


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machine off etc! In case the noise cannot &e eliminated and you can not move

to a different location, increase the clarity and strength of the message!

vercoming emotional reactions through understanding and trying to anticipate

them and finding ways to deal with these reactions! :ou can do that &y

thin/ing a&out your own moods and how they influence others, and howothers can influence them!

vercoming non-ver&al &arriers through the control of gestures, facial

epressions and the use of appropriate &ody language! It is imperative that you

loo/ at the &ody language you use and ma/e sure it is consistent with your

message! %hus a thorough understanding of &ody language is essential for

overcoming non-ver&al &arriers as well as ma/ing your communication more

effective!

#ffective feed&ac/ is a&solutely essential to organi'ational effectiveness9

people must /now where they are and where to go net in terms ofepectations and goals-yours, their own, and the organi'ation! Feed&ac/ taps

&asic human needs-to improve, to compete, to &e accurate9 people want to &e

competent! Feed&ac/ can &e reinforcing9 if given properly, feed&ac/ is almost

always appreciated and motivates people to improve! But for many people,

daily wor/ is li/e &owling with a curtain placed &etween them and the pins9

they receive little information! Be aware of the many reasons why people are

hesitant to give feed&ac/9 they include fear of causing em&arrassment,

discomfort, fear of an emotional reaction, and ina&ility to handle the reaction!

It is crucial that we reali'e how critical feed&ac/ can &e and overcome our

difficulties9 it is very important and can &e very rewarding &ut it re+uires s/ill,

understanding, courage, and respect for yourself and others!

8epetition is an approach, which is usually very useful in getting your message

across! :ou repeat the message or state in a different way, this reduces the

uncertainty in the message! %his is especially useful if the message is +uite

comple )in case of written form*! It is always important in case of oral

communication! 6owever repetition should not &e overused as this would

cause receivers to get &ored or angry and would again result in ineffective

communication!

Q;- What are the Forms of Communication?

$;- %he forms of Communication are(

Communication ta/es place in many forms(

%eral: $s in face-to-face discussions, meetings, phone

conversations etc!

&ritten:$s in letters, memos, notes etc!


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#on$veral:$s in &ody language, gestures, facial epressions,

tone of voice etc!

%isual images: $s in photographs, logos, slides and prints etc!

Multimedia:$ com&ination of the different methods a&ove, often

involving information technology!

Quring feed&ac/ the direction of the communication


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process is reversed! When providing feed&ac/, the original receiver

goes through the same process, as did the original sender and the

same factors influence him as they did the sender! %he receiver may

use the same channel for feed&ac/ as the sender used for the

original message9 this is usually the case in face-to-faceconversation! r the receiver may ta/e a different channel, as might

&e the case when you as a leader transmit a message to your group

re+uesting action on a matter and a group acts or does not act in the

way you as/ed! %he group2s actions have then &ecome the feed&ac/!

#oise: $ny factor that distur&s, confuses or otherwise interferes

with communication! It may &e internal )e!g! if receiver is not

paying attention* or eternal )e!g! when the message is distorted due

to other sounds in the environment*! 0oise can occur at any stage of

the communication process, thus &eing a &arrier to communication!

Q- What are the 1" =trategies to communicate for results?

$- %he 1" =trategies to communicate for results are(

1! $s/, do not tell!

"! 7isten first, persuade second!

5! =ee/ support to gain strength in num&ers!;! $ssess the pros @ cons and anticipate o&Aections!

! $dAust your communication to match listeners4 reactions!

! se the goal 1-"-5 formula to organi'e your thoughts!

D! %ell your listeners what you would li/e them to do!

E! =pea/ with enthusiasm! It4s contagious!

1! >escri&e appealing results, &ut don4t overreach!

11! Geep negative emotions under control!

1"! 3a/e it easy for others to say yes!

Q- Why we don2t hear the others?

Q- We don2t hear the others &ecause of the following(


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If you want to listen so you really hear what others say, ma/e sure

you4re not a(

3ind reader! :ou4ll hear little or nothing as you thin/

Hwhat is this person really thin/ing or feeling? 8ehearser ! :our mental tryouts for H6ere4s what I4ll say

net tune out the spea/er!

Filterer! =ome call this selective listeningJhearing only

what you want to hear!

>reamer! >rifting off during a face-to-face conversation can

lead to an em&arrassing Hwhat did you say? or Hcould you

repeat that?

Identifier! If you refer everything you hear to your

eperience, you pro&a&ly didn4t really hear what was said! Comparer! When you get side J trac/ed assessing the

messenger, you4re sure to miss the message!

>erailer! Changing the su&Aect too +uic/ly soon tells others

you4re not interested in anything they have to say!

=parer! :ou hear what4s said &ut +uic/ly &elittle it or

discount it! %hat puts you in the same class as the derail!

oing along! $greeing with everything you hear Aust to &e

nice or to avoid conflict does not mean you4re a good

listener!

Q8- .lease eplains what does one of the following three statements

means(

$-H%here is nothing so une+ual as the e+ual treatment of the une+ual!

B- K$ leader4s Ao& is to ma/e it easy to do the right thing and difficult to

do the wrong thingK!

C- K%rou&les are li/e &a&ies - they only grow if you nurse them!

$D- )$* #ffective communication can &e defined as getting the right

information to the right person at the right time, in a form that isunderstood &y the receiver4! Communication is one of the /eys to

motivation of employees! If employees are involved in decision ma/ing

within the &usiness, they &ecome involved in the future success of the

&usiness!

$ )B* Communication is one of the essential elements of leadership!

Without communication, there is no leadership! It is possi&le, however, to

communicate without leading! %hrough the communication process,

leaders attempt to influence the &ehavior of others toward goals!

$ )C* Conflict is epected in &usiness relationships, Aust as it is in socialrelationships!


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Without conflict, growth is limited! Conflict is feared and avoided &y

many managers &ecause they don4t /now how to deal with it! nresolved

;conflict can &e as poisonous to the productivity of your company as the

virus is to the computer!

QE- What is the communication process wand what is its components?

7ist and eplain please?

A9- The Communication Process:A9- The Communication Process:

Communication can &e thought of as a process or flow! Communication

pro&lems occur when there are deviations or &loc/ages in that flow! %he

message, which needs to &e communicated, passes &etween a source )the

sender* and a receiver! %he message is converted to sym&olic form

)encoded* and is passed &y way of some medium )channel* to the receiverwho retranslates )decodes* the message initiated &y the sender! %he result

is the transfer of meaning from one person to another! %hus the

communication process is the steps that ta/e place &etween a sender and a

receiver which result in the transfer and understanding of meaning!

Q1- What are the Components of the Communication .rocess?Q1- What are the Components of the Communication .rocess?

A10- Components of the Communication Process:A10- Components of the Communication Process:

Sender: %he source of the message, the initiator of thecommunication! Communication! In an organi'ation this would &e

a person with information, needs, desires etc! and a purpose for

communicating hem to one or more persons!

Encoding: ccurs when the sender translates the information

transmitted into a series of sym&ols )words, gestures etc!* which the

sender &elieves have the same meaning for the receiver!

Message: What is communicated, it is the physical form into which

the =ender encodes the information, whether in writing, spea/ing

etc!

Channel: %he method )medium* of transmission through which a

communication message travels from one person to another! For

communication to &e effective the channel has to &e appropriate for

the message!

'ecoding: ccurs when the receiver interprets the message and re-

translates it into meaningful information! It is a two-step process(

%he receiver must first perceive the message, and then interpret it!

%his is affected &y the epectations of the receiver and the mutuality

of meaning with the sender!


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(eceiver: %he person who perceives and translates the sender4s

message! %he receiver can &e a large num&er of people )such as in

case of a written memo to staff* or a single person )such as in a one-

to-one discussion*!

)eedack: is the sender2s way of determining the effectiveness of

his message! >uring feed&ac/ the direction of the communication

process is reversed! When providing feed&ac/, the original receiver

goes through the same process, as did the original sender and the

same factors influence him as they did the sender! %he receiver may

use the same channel for feed&ac/ as the sender used for the

original message9 this is usually the case in face-to-face

conversation! r the receiver may ta/e a different channel, as might

&e the case when you as a leader transmit a message to your groupre+uesting action on a matter and a group acts or does not act in the

way you as/ed! %he group2s actions have then &ecome the feed&ac/!

Communication can &e one-way or two-way depending on the

reason for communicating! In one-way communication, the sender

communicates without epecting or getting feed&ac/ from the

receiver, e!g! when top management is ma/ing policy statements,

little or no feed&ac/ is epected! 6owever, in many situations, such

as the setting of divisional o&Aectives, new sales strategy etc!, two-

way communication is essential to achieving clarity and the

commitment of employees who must carry out the ideas

communicated!

#oise: $ny factor that distur&s, confuses or otherwise interferes

with communication! It may &e internal )e!g! if receiver is not

paying attention* or eternal )e!g! when the message is distorted due

to other sounds in the environment*! 0oise can occur at any stage of

the communication process, thus &eing a &arrier to communication!

Q11- >o we need to communicate with the others?$11-$ccording to $&raham 3aslow Communication fulfills human

needs which he classifies as follows(

>eficiency needs(

.hysiological needs, =afety needs, =ocial needs, =elf #steem,

Belonging!

rowth needs(

0eed for /nowledge @ understanding, 0eed for =elf-actuali'ation,

0eed for &eauty!


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Designing Organizational tructure

Organizing - arranging an! structuring "or# to accomplish an

organization$s goals%

Organizational tructure - the formal arrangement of &o's"ithin an organization%

Organizational Design - a process in(ol(ing !ecisions a'out si)

#e* elements:

+or# specialization

Departmentalization

Chain of comman!

pan of control

Centralization an! !ecentralization

,ormalization

+hat is the Chain of Comman!

.t is the continuous line of authorit* that e)ten!s from upper le(els of

an organization to the lo"est le(els of the organization/clarifies "ho

reports to "ho

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Mid Term Organiz Comm Review - Copy