Purposive Communication Additional Notes (Part 2) PDF

PURPOSIVE COMMUNICATION = the process of information flowing from the ADDITIONAL NOTES upper levels (superiors) of a hierarchy to the lower (Part 2) levels (subordi...

PURPOSIVE COMMUNICATION = the process of information flowing from the ADDITIONAL NOTES upper levels (superiors) of a hierarchy to the lower (Part 2) levels (subordinates) = such communication conveys policies, Types of Communication procedures, orders, instructions, etc. from superiors to subordinates **On the Basis of Direction or flow in organization = the flow of information and messages from a higher level inside an organization to a lower one 1. Upward communication (a type of vertical = may be in the form of orders, instructions, communication) policies, programmes, etc. = When employees make any request, appeal, = may be written or verbal report, suggest or communicate ideas to the superior, = the management usually sends an email or the flow of communication is upward I.e., from informs the next person-in-charge bottom to top. = the information may be of a critical nature = when information flows from associates to – which is another reason why it is not directly shared senior management with employees = when employees have to update their managers about their work status, share findings or **The following messages are induced in the research and inform them something important downward communication: - main function is to supply information to a. Confirmation regarding performance top management b. Work assignment and directions c. Orders, guidance and responsibilities **Advantages of upward communication d. Ideological type of information a. management can use feedback effectively e. Organization Procedure and Practices In their plan and procedures b. help subordinate to communicate their views to **Advantages of downward communication top management a. helpful in controlling the subordinate c. supports innovative ideas and suggestions b. explains the plans and policies of the organization d. support in harmony and mutual cooperation to employees among management and subordinate c. a tool to delegate authority e. managers are able to evaluate the impact of d. helpful to tie among employees at a different level communication e. Encourages the effectiveness of upward communication through feedback ** Disadvantages of upward communication f. helps in preparing the people to introduce change a. Subordinate provides only favorable information to upper management **Disadvantages of downward communication b. may be discouraged due to lack of proper response a. tends to promote one-way communication of top management b. time-consuming because information passes c. takes a lot of time to pass the message to higher through various levels level c. sometimes a manager may filter the information d. possibility of willful manipulation of information to or hold back some of the information due to fear that attain personal goals it may be unpalatable e. there arise a threat that superior may react d. as communication takes time, sometimes message negatively become ineffective and can lose significance 2. Downward communication (a type of vertical 3. Horizontal communication communication) = the communication which takes place = the flow of information from the superiors between two or more persons working at the same to the subordinates in a chain of command level of authority  = example: exchange of information b. Informal channels of diagonal communication – between two department heads may consist of unplanned conversations or chance = takes place mostly during a committee meetings between employees from other meeting or conferences departments = main object of such communication is to establish inter-departmental coordination **Advantages of Diagonal Communication = the exchanges between and among a. may speed up the flow of information agencies and personnel on the same level of the b. can help a healthy environment and relationship organizational chart (William A. Conboy) c. can also build better coordination among staff members **Advantages of horizontal communication d. can help in solving problems easily as different a. helps in avoiding duplication of work ideas are brought together b. solves inter-department conflicts c. facilitates in establishing coordination between **Disadvantages of Diagonal communication different departments of the organization a. can create doubts and uneasiness among superiors d. communication process is computed smoothly who are bypassed as it is likely to bypass the chain of without any barrier command e. helps in maintaining social and emotional support b. superiors may see diagonal communication as among the peer group interfering with their work c. can easily lead to leakage of information and **Disadvantages of horizontal communication grapevine a. lack of motivation to communicate b. usually they hide information due to rivalry Types of Communication between them c. lacks authoritativeness **On the basis of Organizational Structure 4. Diagonal communication 1. Formal Communication = also known as crosswise communication = a flow of communication through formally = when a communication takes place established channels between two persons of two departments, one = may be oral or written holding a higher position than the other = mostly controlled by managers = example: a flow of information between = hierarchical in nature and associated with salesman and production manager the superior and subordinate relationship = an exchange of information between the = generally linked with formal status and persons at a different level across department lines positions of a person = used to spread information at different = may be upward, downward and horizontal levels of an organization to improve understanding and coordination so as to achieve organizational **Advantages of formal communication objectives a. follows the principle of unity and command = a type of business communication that b. the orderly flow of information and systematic occurs within an organization between individuals c. helps in fixing responsibilities for better efficiency who are not in the direct hierarchical relationship d. managers have full control of nature and direction with each other but belong to different departments of communication or teams e. helps in maintaining authority relationship f. the flow of instruction is very specific, clear and **Types of diagonal communication (January 31, 2024) definite a. Formal channels of diagonal communication – may g. helpful in maintaining direct contact with include scheduled meetings or presentations where subordinates different departments are invited to attend  **Disadvantages of formal communication BTIMCAcQABhDGIAEGIoFMgwICBAAGEMYgAQYigUyDAgJEAAYQxiABBiKB dIBCjI3NzgwajBqMTWoAgCwAgA&sourceid=chrome&ie=UTF-8) a. time-consuming process b. lack personal contacts and relationship b. Gossip Chain c. may be resisted and distorted = characterized by a group of people d. delays the communication message due to the gathering to discuss matters of mutual interest formal procedure = here, one person seeks out and tells e. obstructs the free, smooth and accurate circulation everyone the news that he/she has gathered of information = generally considered to be slow in passing the information 2. Informal communication = used to relay interesting bits of news that = refers to communication on the basis of may not be job oriented personal relations (https://www.google.com/search?q=gossip+chain+communication&oq=g =unstructured, unofficial and unplanned o&gs_lcrp=EgZjaHJvbWUqDggAEEUYJxg7GIAEGIoFMg4IABBFGCcYOxiABBi KBTIOCAEQRRgnGDsYgAQYigUyBggCEEUYQDIGCAMQRRg5MhgIBBAuGE = does not follow the formal channels MYgwEYxwEYsQMY0QMYgAQYigUyDAgFEAAYQxiABBiKBTISCAYQABhDGI established by the management MBGLEDGIAEGIoFMhIIBxAAGEMYgwEYsQMYgAQYigXSAQkzMTk0ajBqMT WoAgCwAgA&sourceid=chrome&ie=UTF-8) = often flows between friends and intimates and related to personal rather than ‘positional’ matters c. Probability Chain = built around the social relationship of the = an informational network where each of members of the organization (Herbert Simon) the individual tells others the same message = cannot be demonstrated on the chart and = the source of information for each of the not regulated by formal rules and procedure person hearing the message is different = a result of social interaction and satisfies = a random process in which someone the natural desire of people to communicate with transmits the information to others in accordance each other with the laws of probability; then these others tell = helpful in countering the effects of work still others in a similar way. (https://www.google.com/search?q=probability+chain+communication& fatigue and monotony and serving as a source of job- oq=probability+chain&gs_lcrp=EgZjaHJvbWUqBwgBEAAYgAQyCQgAEEUY related information ORiABDIHCAEQABiABDIHCAIQABiABDIHCAMQABiABDIHCAQQABiABDIHC AUQABiABDIHCAYQABiABDIHCAcQABiABDIHCAgQABiABDIHCAkQABiABNI = also referred to as grapevine BCTk4ODNqMGoxNagCALACAA&sourceid=chrome&ie=UTF-8#ip=1) communication d. Cluster Chain grapevine communication = an informational network where someone = carries unofficial information first tells the message to the selected individuals and = not reliable source of those selected individuals pass the same information Communication to other selected individuals and the process = managers should be very careful continue in the same way about such communication = one person shares information with a group of selected individuals and in turn each of those ***Types of grapevine communication individuals shares that information with others (https://www.google.com/search?q=cluster+chain+communication&oq=c a. Single Strand Chain luster&gs_lcrp=EgZjaHJvbWUqDAgBEAAYQxiABBiKBTIUCAAQRRg5GEMYg wEYsQMYgAQYigUyDAgBEAAYQxiABBiKBTIMCAIQABhDGIAEGIoFMgwIAx = those who follow single chain transmission AAGEMYgAQYigUyDAgEEAAYQxiABBiKBTISCAUQABhDGIMBGLEDGIAEGIo = involves the passing of information through FMg8IBhAAGEMYsQMYgAQYigUyDQgHEAAYgwEYsQMYgAQyDAgIEAAYQx iABBiKBTIKCAkQABixAxiABNIBCjEwMzQwajBqMTWoAgCwAgA&sourceid= a line of persons to the ultimate recipient (ex. The chrome&ie=UTF-8) person A tells B, who tells C, who tells D, and so on, till the information has reached the most of the persons involved or concerned (March 13, 2017) **Some general characteristics of Grapevine (https://www.google.com/search?q=single+strand+chain+communication communication &oq=singl&gs_lcrp=EgZjaHJvbWUqDggAEEUYJxg7GIAEGIoFMg4IABBFGCc 1. Huge Impact – a large number of employees in an YOxiABBiKBTIGCAEQRRg5MgwIAhAAGEMYgAQYigUyDAgDEAAYQxiABBiK BTIMCAQQABhDGIAEGIoFMgwIBRAAGEMYgAQYigUyDAgGEAAYQxiABBiK organization depends on the grapevine because they consider this as the primary source of information as **Advantages of Informal communication well as the reliable channel to communicate about = flexible and reliable channel of communication the facts and events within the firm = creates mutual cooperation = may work as a valuable aid in communicating 2. Extensive – links the whole organization very organizational rules, values and morale quickly; from top to bottom of an organization, = helpful in building teamwork in the organization nobody is left from the touch of grapevine; = provides effective feedback to the manager considered very effective communication = supplements formal communication = creates successful public relations in the 3. Flexibility – more flexible than formal channels organization because formal channels require various formalities = will lead to success, if implemented efficiently whereas grapevine is free from those formalities; gossiping, sharing moments or conversation are enough to create a grapevine **Disadvantages of Informal communication = creates misunderstanding and uncertainty 4. Speed – information moves very quickly through = chain interpretations of information may change the grapevine; (grapevine runs faster than the wind) due to different perceptions of the persons involved in whispering 5. Distortion – the spread of information is like to be = source cannot be identified, thus, it is difficult to distorted as it moves point to point, terminal to believe in information terminal or person to person = sometimes leads to leak secret information = information is inaccurate and distorted as the 6. Oral Way – grapevine uses oral techniques more information passes through rather than written or nonverbal techniques; oral = difficult to control it as its flow and direction communication involves less time; grapevine is likely cannot be checked to be dependent on oral mode 7. Large Receivers – as the text or essence of **The 10 Golden Rules of Communication grapevine is catchy, there exists a large receiver to (https://www.psychologytoday.com/intl/blog/hide-and- seek/201207/the-10-golden-rules-of-communication) deal with it; a huge number of individuals are always there to take part in grapevine Good communication involves two things, listening and talking, and there are five golden rules for each. 8. Extra Ability – grapevine can pierce the strong security and can fly from the mouth to mouth very **5 Rules for good listening easily; has more ability to spread throughout the whole organization 1. Be warm and attentive People have an instinctive feel for who wants to 9. Unsaid Information – grapevine normally carries listen and who doesn’t. Most people don’t really talk those information that formal communication does to but at each other. not wish to convey; information based on fabrication 2. Show that you are listening or rumor is supposed to be transmitted more in a = Communication is a dynamic, interactive better way through grapevine process. Unless you show that you are listening, people will lose confidence in whatever it is they are 10. Contradictory Information – the same saying, think you’re not interested, and grind to a halt. information which is transmitted through formal chain can be distorted and therefore can raise contradiction if it passes through grapevine  **Some common and useful strategies to show 3. Use non-verbal methods of communication that you are listening: = Support and enhance your message with non-verbal cues such as a diagram, prop, powerpoint a. adopt an open body posture presentation, video, or just moving around in b. making reactive eye contact unexpected ways like people do in TED talks. Your c. nodding message is much louder if conveyed through several d. echoing or reflecting back different channels. All the better if you can also touch e. checking the emotions with a good joke or interesting story. 3. Check understanding 4. Use repetition = show that you are on the same wavelength, = If provided with a list, people best that you are ‘getting’ what is being said and even, remember the first item (primacy effect) and the last often, what is not being said but trying to be said. item (recency effect) on the list. Therefore, if = engage with the material, ask questions, something is particularly important, say it twice: once provide feedback, empathize with emotions at the beginning and once at the end. If a concept is particularly difficult or unwelcome, it may be worth 4. Be slow to pass judgment building up to it over a period of time, and then = The best way to stop someone from self- repeating it until it has been both understood and disclosing is to be or even just appear to be passing crucially – accepted. judgment on them. 5. Check understanding 5. Use silence appropriately = After going through a complex or difficult = Conversations that don’t use silence are hard concept, make sure that the concept has been work, and endless talk is rarely the best response, a understood before you move on or leave. By getting form of attack or defence rather than cooperation. your interlocutor(s) to grapple with the concept and Silence also shows acceptance and creates intimacy. translate it into their own words, you are not only checking understanding but also reinforcing learning **5 Rules for good talking and memorization, and teaching yourself to teach. 1. Convey messages in a clear and effective manner = If you are going to say anything at all, then it SEVEN (7) STEPS OF COMMUNICATION PROCESS should be as clear and as concise as possible. (https://studymasscom.com/communication/7-steps-of- = They key here is to make sure that you’ve communication-process/?expand_article=1) actually got something to say before you open your mouth. If not, just make jokes or, if British, speak in The process of communication consists of irony. several interconnected elements that work together to ensure effective and effective meaningful 2. Use clear and unambiguous language exchange. = Avoid long, complex, or jargon-filled sentences, and keep your message as clear, simple, 1. Sender and to the point as possible. = initiates the communication process by = In particular, empty expressions such as encoding a message, which can be in the form of ‘best practice’, ‘core competencies’, ‘evidence-based’, spoken words, written text, nonverbal cues, or any ‘digital transformation’, and ‘moving forward’ are as other medium pretentious as they are empty, and almost designed = sender’s goal is to convey information or to make you appear like a brainless and soulless share an idea with the receiver corporate monkey. 2. Encoding 7. Feedback = involves transforming the message into a = the response or reaction received from the format suitable for transmission through the chosen receiver channel = helps to validate whether the receiver = may involve converting thoughts into words, understood the message as intended and provides an selecting appropriate visuals, or employing other opportunity for clarification or further means of expression communication Effective encoding ensures that the intended message is accurately conveyed. ***Ten (10) Key Communication Barriers (Do further research on the definitions of each) 3. Message 1. Language barriers = it is the actual content being communicated 2. Physical barriers = can range from a simple sentence to a 3. Perceptual barriers complex multimedia presentation 4. Emotional barriers = The sender must carefully craft the message 5. Cultural barriers to ensure clarity and coherence, taking into account 6. Gender barriers the receiver’s perspective and the intended outcome. 7. Interpersonal barriers 8. Psychological barriers 4. Channel 9. Physiological barriers = refers to the medium through which the 10. Technological barriers message is transmitted = can be face-to-face conversations, phone calls, ***Functions of Communication emails, social media platforms, television, radio, (Do further research on the definitions of each) newspapers, or any other communication tool 1. Control = the choice of the channel depends on various 2. Social Interaction factors, such as the nature of the message, the target 3. Motivation audience, and the desired reach 4. Emotional Expression 5. Information Dissemination 5. Receiver = is the individual or group for whom the ***Seven Cs of Communication message is intended = plays a crucial role in the communication 1. Completeness process as they interpret and respond to the message = The communication must be complete. It = the comprehension and response can provide should convey all facts required by the audience. valuable feedback to the sender, enabling them to refine future communication 2. Conciseness = Conciseness means wordiness, i.e., 6. Decoding communicating what you want to convey in the least = the reverse process of encoding, wherein the possible words. receiver interprets and understands the message = receiver decodes the message by extracting 3. Consideration meaning from the words, images, or nonverbal cues = Effective communication must take the used by the sender receiver into consideration, i.e., the receiver’s = successful decoding relies on shared language, viewpoints, background, sentiments, notion, values, cultural context, and the receiver’s ability to education, etc. comprehend the message 4. Clarity = When conveying a message to the receiver, be clear about your goal or message. The message should be easily understood. It refers to the clear projection of ideas and thoughts. 5. Concreteness = Concrete communication implies being particular and specific on an issue under discussion rather than being fuzzy. Concreteness strengthens confidence. 6. Courtesy = Courtesy in message implies the message should show the sender’s expression as well as should respect the receiver. The sender of the message should be sincerely polite, judicious, reflective and enthusiastic. 7. Correctness = Correctness in communication implies that there are no grammatical errors in communication.