Introduction to Communication Management PDF

AS2201 INTRODUCTION TO COMMUNICATION MANAGEMENT Before you learn the basic concepts of communication management, it is best to take a look at the definition of communication. Basically, communication is the transfer of meaning. To properly convey meaning, you must realize that...

AS2201 INTRODUCTION TO COMMUNICATION MANAGEMENT Before you learn the basic concepts of communication management, it is best to take a look at the definition of communication. Basically, communication is the transfer of meaning. To properly convey meaning, you must realize that every message you receive has a sender who encodes its content and chooses a means to deliver it. The message may be obscured by noise due to the cultural context in which it is presented and the receiver's area of experience. The message's impact is also influenced by your attitude and the communication ethics of an individual, business, industry, and society. If this all seems confusing, you've finally grasped the obvious – human communication is nuanced, detailed, sensitive, and tough. We do it every day, and we usually succeed. Principles of Communication Communication is a multi-step process that relies on several fundamental concepts. These are universal truths about human communication across time and space, across organizations and professions, and between countries and economies. As a result, we know that communication is: Dynamic The modes of human communication are ever-evolving. Each message builds on the previous one, and each experience enriches the previous one. Continuous Communication never ends. Even when you hang up the phone, you're sending the message that you have nothing further to say. Indeed, silence may be one of the most potent forms of communication. Simply put, you can't communicate if you don't communicate. Circular Communication is not always one-way. We each take in information from the outside world, figure out what it means, and then act on it. When people give feedback, they become senders and the other way around. As soon as we stop talking in order to listen, we become part of the feedback loop, too. Unrepeatable Heraclitus, a Greek philosopher-mathematician, once wrote, "No man can step in the same river twice." He was saying that if you try to recreate an event, the results would be different since circumstances and you both change. We see this in communication as well. It doesn't matter whether we say something the same way we did the first time; our listeners have already heard it. When identical communication is heard by two distinct people, it is considered to be two separate messages. This is true even if the same message is repeated to the same audience members. Once we've heard or seen a message, we have a general idea of what to anticipate. It's not the same as the first time we heard or saw it; thus, it's a new experience. Irreversible Even though we can turn water into ice and then back into the water again, communication is not one of those processes that can be reversed. Even if we wish we could go back and take back what we've said, we can't. No matter how many times we try, we won't be able to reclaim what was lost or said. 01 Handout 1 *Property of STI  Page 1 of 4  AS2201 Complex Communication is difficult not just because it contains components and concepts but also because it involves people. Each of us is unique in crucial and relevant ways, which means we all interpret words differently, respond differently based on our backgrounds, education, and experiences, and behave differently around others. Nothing in human communication is basic or straightforward. Levels of Communication There are many different levels of human communication. Complexity increases when the number of communications increases, especially in audience analysis and message development. Intrapersonal Intrapersonal communication occurs when we transmit signals to different sections of our body, ponder over something, or work discreetly on an issue. Interpersonal Interpersonal communication occurs when we convey signals from one person to another, both vocally and nonverbally. Organizational We communicate organizationally when we send and receive messages via several tiers of authority, use numerous messaging systems, and discuss diverse issues of importance to our group or firm. Mass or Public We communicate publicly when we broadcast messages from one person or source to many people at once, as in a newspaper ad, TV commercial, Facebook post, or Twitter tweet. Management As far back as the 17th century, the Italian phrases manège (to train horses) and maneggiare (to handle horses) stemmed from mano, from the Latin manus, for hand. The word manager originated in English between 1555 and 1565. Shakespeare used it in A Midsummer Night's Dream in the late sixteenth century in the context of theatrical administration. He refers to a character as a "manager of mirth." By about 1600, the concepts of management and manager were well-known; however, the term manager did not reach common English use until the nineteenth century. Mary Parker Follet, an American social worker and management consultant, defines management as "the art of getting things done through people." Formally, management is described as (1) the efficient and effective pursuit of organizational objectives by (2) integrating the work of people via (3) planning, organizing, directing, and regulating the resources of the company. Keep in mind the words efficiently and effectively. These words mean "doing things right." Efficiency—the means. Goals can only be achieved if the organization is efficient. To be efficient, one must make efficient and cost-effective use of all available resources, including people, money, and raw materials. Effectiveness—the ends. Effectiveness focuses on the organization's aims. Achieving outcomes, making the proper choices, and successfully implementing them are all part of being effective. 01 Handout 1 *Property of STI  Page 2 of 4  AS2201 In management, there are four (4) functions: planning, organizing, leading, and controlling. The diagram below shows the process of these functions: Planning You set goals and decide how to achieve them. Controlling Organizing You monitor performance, You arrange tasks, people, compare it with goals, and and other resources to take corrective action as accomplish the work. needed. Leading You motivate, direct, and otherwise influence people to work hard to achieve the organization’s goals. Planning is defined as setting goals and deciding how to achieve them. Organizing is defined as arranging tasks, people, and other resources to accomplish the work. Leading is defined as motivating, directing, and otherwise influencing people to work hard to achieve the organization's goals. Controlling is defined as monitoring performance, comparing it with goals, and taking corrective action as needed. Communication Management Communication management refers to the movement of information inside or between enterprises. It focuses on contacting target audiences (consumers, workers, suppliers, media groups, etc.) via various communication channels. Internal and external communications management are critical to every business's overall health and vitality. When a corporation wants to transmit a message, it must first identify who the target audience is and what distinguishes that demographic. Then, it must examine the most efficient and persuasive method of reaching that audience. Identifying these elements initially may assist a communications professional in tailoring a particular message to a specific target. Communication management defines the processes and procedures required to guarantee that information and data are appropriately gathered, maintained, and communicated throughout the project team during the project's life cycle. 01 Handout 1 *Property of STI  Page 3 of 4  AS2201 Communication Management Process There are three (3) steps in communication management, namely: Plan Communications An effective communication management strategy begins with a well-thought-out plan. In order to effectively manage communications, a project's communications requirements must be documented in advance. Here are some of the things a manager can plan:  Cadence: How often will you be sending out updates?  Audience: How many people are going to be informed about the project? Does each sort of communication have its own group?  Purpose: Is a progress report going to be given out at the end of each stage of development? Will all stakeholders have access to modification requests?  Channel: What methods of communication will be used? The communications management strategy should be as detailed as possible to ensure that expectations are defined clearly and that all stakeholders are on the same page. Manage Communications If all stakeholders have agreed on a communications management strategy, the project manager must ensure that all project communications adhere to those rules. It's important to treat the communication plan as an ever-evolving document and to keep the project team updated on any updates. Control Communications Not every project detail is relevant to all stakeholders. Include stakeholders in messages only when required. Create stakeholder sub-groups to determine what messages they need to receive. Among these are project status, performance, risks, and expenses. Controlling communication effectively simplifies project management and protects project leaders and team members from unnecessary emails. References: Communications management | Project smart. (n.d.). Project Smart: Learn About Project Management and Planning. https://www.projectsmart.co.uk/communications- management.php Kinicki, A., & Williams, B. (2019). Management: A practical introduction (9th ed.). McGraw-Hill Education. O'Rourke, J. S. (2020). Management communication: A case-analysis approach (5th ed.). 01 Handout 1 *Property of STI  Page 4 of 4