Download pdf - COMMUNICATION PROCESS annu.ppt

7/27/2019 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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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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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/
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THANK YOU