Communicating in Organizations - Group 6 Report PDF

# Communicating in Organizations ## Topic Outline - Functions - Process - Forms - Barriers - Techniques - MIS ## What is Communication? In simple terms, communication is a process by which information is exchanged between people, the organization and the employees, the engineering manager and...

# Communicating in Organizations ## Topic Outline - Functions - Process - Forms - Barriers - Techniques - MIS ## What is Communication? In simple terms, communication is a process by which information is exchanged between people, the organization and the employees, the engineering manager and the engineers, teams or departments. In management, communication must be made for a purpose and because it has a cost attached to it; it must be used effectively. ## Functions of Communication Communication may be used to serve any of the following functions: 1. **Information Function:** Information provided through communication may be used for decision-making at various work levels in the organization. 2. **Motivation Function:** Communication is also oftentimes used as a means to motivate employees to commit themselves to the organization's objectives. 3. **Control Function:** When properly communicated, reports, policies, and plans define roles, clarify duties, authorities and responsibilities. Effective control is, then, facilitated. 4. **Emotive Function:** When feelings are repressed in the organization, employees are affected by anxiety, which, in turn, affects performance. ## The Communication Process | Step | Description | | :--- | :----------------------------------------------------------------------------------------------- | | 1 | **Develop an idea:** Most important steps in effective communication. Idea must be useful and valuable. | | 2 | **Encode:** Encode idea into word, illustration, figures, or other symbols suitable for transmission. | | 3 | **Transmit:** After encoding, the message is now ready for transmission through the use of an appropriate communication channel. | | 4 | **Receive:** The next step of the communication process is the actual receiving of the message by the intended receiver. | | 5 | **Decode:** The next step is decoding, means translating the message from the sender into a form that will have meaning to the recipient. | | 6 | **Accept/Reject:** The next step is for the receiver to accept or reject the message. | | 7 | **Use:** If the message provides information of importance to a relevant activity, then the receiver could store it and retrieve it when required. | | 8 | **Provide Feedback:** To provide Feedback to the sender. | ## Forms of Communications There are two major forms of Communication: - Verbal Communication - Non-Verbal Communication ## Verbal Communication Verbal Communication are those transmitted through hearing or sight. These modes of transmission include: - **Oral Communication:** Primarily involves hearing the sender's words, with occasional cues from body language, facial expressions, and gestures. - **Written Communication:** Often chosen for its efficiency in time and cost, serves as an alternative when face-to-face interaction isn't possible. However, it has limitations, leading to enhancements like scented advertisements or musical cards to make the message more engaging. ## Non-Verbal Communication Nonverbal communication conveys messages through body language, including gestures, posture, facial expressions, and mannerisms, as well as through elements like time, space, touch, and appearance. ### Types of Non - Verbal Communication: - Facial Expression - Body Language - Tone of Voice - Personal Space ## The Barriers of Communication The barriers to communication may be classified generally as: - Personal Barriers - Physical Barriers - Semantic Barriers ### Personal Barriers Personal barriers to communication arise from emotions, values, poor listening habits, and demographic factors such as age, sex, and socioeconomic status. These factors distort understanding and frustrate effective communication. ### Physical Barriers Physical barriers refer to interferences to effective communication occurring in the environment where the communication is undertaken. It arises from environmental interferences, such as loud noises, distances, and obstacles that hinder direct interaction. Examples include distractions like a noisy jukebox, an intimidating pet, overloaded communication channels, and inappropriate timing for sensitive conversations. ### Semantic Barriers Semantic Barrier is the study of meaning conveyed through symbols like words, pictures, or actions, and misunderstandings can arise when the receiver interprets a symbol incorrectly. A semantic barrier occurs when a message is received as intended but is misunderstood, leading to communication breakdowns, as seen in the different meanings of words like "wise" and "salvage" for speakers of different backgrounds. ## Overcoming Barriers to Communication To eliminate problems due to noise, selective perception, and distraction, the following are recommended: 1. Use feedback to facilitate understanding and increase the potential for appropriate action. 2. Repeat messages in order to provide assurance that they are properly received. 3. Use multiple channels so that the accuracy of the information may be enhanced. 4. Use simplified language that is easily understandable and which eliminates the possibility of people getting mixed-up with meanings. ## Techniques for Communicating in Organizations Communication may be classified as to the types of flow of the message which are as follows: downward, upward, or horizontal. Each of the types of message flow has its own purposes and techniques. ### Downward Communication Downward communication refers to message flows from higher levels of authority to lower levels. #### Purposes of Downward Communication: - to give instructions - to provide information about policies and procedures - to give feedback about performance - to indoctrinate or motivate #### Techniques used in downward communication: - Letters - Meetings - Telephones - Manuals - Handbooks - Newsletters ##### Detailed Description of Techniques - **Letters:** Letters are appropriate when directives are complex and precise actions are required. - **Meetings:** When orders are simple but the result depends largely on employee morale, techniques that provide personal interchange like meetings and the telephone, are appropriate. - **Manuals:** Manuals are useful sources of information regarding company policy, procedures, and organization. - **Handbooks:** Handbooks provide more specific information about the duties and privileges of the individual worker. - **Newsletters:** Newsletters provide a mixture of personal, social, and work-related information. ### Upward Communication Upward communication refers to messages from persons in lower-level positions to persons in higher positions. The messages sent usually provide information on work progress, problems encountered, suggestions for improving output, and personal feelings about work and non-work activities. #### Techniques used in upward communication: - Formal grievance procedures - Employee attitude and opinion surveys - Suggestion systems - Open door policy - Informal gripe sessions - Task forces - Exit interviews ##### Detailed Description of Techniques - **Formal Grievance Procedures:** Grievances are part of a normally operating organization. To effectively deal with them, organizations provide a system for employees to air their grievances. - **Employee Attitude and Opinion Surveys:** Finding out what the employees think about the company is very important. - **Suggestions Systems:** Suggestions from employees are important sources of cost-saving and production-enhancing ideas. - **Open Door Policy:** An open-door policy, even on a limited basis, provides the management with an opportunity to act on difficulties before they become full-blown problems. - **Informal Gripe Sessions:** Informal gripe sessions can be used positively if management knows how to handle them. Employees have the freedom to speak without being penalized. - **Task Forces:** When a specific problem or issue arises, a task force may be created and assigned to deal with the problem or issue. - **Exit Interview:** When employees leave an organization for any reason, it is to the advantage of management to know the real reason. ### Horizontal Communication Horizontal communication refers to messages sent to individuals or groups from another of the same organizational level or position. #### Purposes of Horizontal Communication: - to coordinate activities between departments - to persuade others at the same level of organization - to pass on information about activities or feelings #### Techniques appropriate for horizontal communication: - Memos - Meetings - Telephones - Picnics - Dinner - And other social affairs. ### Message Flow and Area of Concerns **Upward Communication** - Problems and exceptions - Suggestions for improvement - Performance reports - Grievances and disputes - Financial and accounting information **Downward Communication** - Implementation of goals - Strategies and objectives - Job instructions and rationale - Procedures and practices - Performance feedback - Indoctrination **Horizontal Communication** - Interdepartmental coordination - Intradepartmental problem-solving - Staff advice to departments ## Management Information System (MIS) Management information system (MIS) is defined by Boone and Kurtz as "an organized method of providing past, present, and projected information on internal operations and external intelligence for use in decision-making." The MIS currently used by corporate firms consists of written and electronically based systems for sending reports, memos, bulletins, and the like. The system allows managers of the different departments within the firm to communicate with each other. ### MIS and its relation with different departments and organizations #### Manufacturing **Function:** MIS helps in production planning, inventory management, quality control, and supply chain coordination. **Applications:** - Monitoring production schedules and workflow. - Ensuring optimal inventory levels using tools like ERP systems. - Tracking machine performance and maintenance needs. - Supporting just-in-time (JIT) manufacturing techniques. #### Finance **Function:** MIS facilitates financial planning, budgeting, and reporting. **Applications:** - Automating payroll, accounts receivable, and payable. - Generating real-time financial statements and analytics. - Supporting investment decision-making with forecasting tools. - Ensuring compliance with financial regulations. #### Engineering **Function:** MIS supports project management, design collaboration, and resource allocation. **Applications:** - Managing complex engineering projects with tools like CAD and PLM systems. - Monitoring the status of ongoing technical work and milestones. - Allocating resources effectively to minimize bottlenecks. #### Marketing **Function:** MIS aids in customer relationship management (CRM), market analysis, and campaign tracking. **Applications:** - Analyzing market trends using big data analytics. - Managing customer data and feedback through CRM platforms. - Tracking the effectiveness of advertising and promotional campaigns. - Segmenting markets for targeted marketing strategies. #### Personnel (Human Resource) **Function:** MIS streamlines HR operations like recruitment, training, and performance evaluation. **Applications:** - Managing employee records and benefits. - Automating payroll and attendance tracking. - Monitoring employee performance and career development. - Planning training and skill enhancement programs. #### Research and Development **Function:** MIS supports innovation, project tracking, and collaboration in R&D. **Applications:** - Managing data from experiments and trials. - Facilitating collaboration through knowledge-sharing platforms. - Tracking intellectual property and patent-related processes. - Analyzing feasibility and cost implications of R&D initiatives. ### Reasons for establishing an MIS The MIS was established for various reasons. Wheelan and Hunger enumerate them as follows: 1. To provide a basis for the analysis of early warning signals that can originate both externally and internally. 2. To automate routine clerical operations like payroll and inventory reports. # Thank You End of Presentation.