Managers and COMMUNICATION Lecture 11 PDF

Managers and COMMUNICATION Lecture 11 AGENDA 01 02 Definition Functions of Communication 03 04 Interpersonal Organizational Communication Communication What is Communication ? Communication is the transfer and understanding of meaning. Tran...

Managers and COMMUNICATION Lecture 11 AGENDA 01 02 Definition Functions of Communication 03 04 Interpersonal Organizational Communication Communication What is Communication ? Communication is the transfer and understanding of meaning. Transfer of meaning means that if information have not been conveyed, communication has not taken place Perfect communication would occur if a transmitted information was received and understood by the receiver exactly as it was envisioned by the sender Functions of Communication Control Motivation Communications clarify for employees what is Communications act to to be done, how well they have done it, and control individuals’ behaviors what can be done to improve performance in organizations. Emotional Expression Information Communications provides a way Individuals and work groups for employees to express need information to do their themselves. work. Types of Communication Interpersonal Organizational Communication Communication Communication between two All the networks and systems or more people of communication within the organization Interpersonal Communication Process Encoding Message Medium/Channel The message converted The Sender’s Intended The medium through which to symbolic form meaning the message travels Decoding Noise The receiver’s retranslation Disturbances that interfere of the message with communications  Distortions in Communication Message Encoding The effect of the skills, attitudes, and knowledge of the sender on the process of encoding the message The social–cultural system of the sender The Message Symbols used to convey the message’s meaning The content of the message itself The choice of message format Noise interfering with the message  Distortions in Communication The Channel The sender’s choice of the appropriate channel or multiple channels for conveying the message Receiver The effect of skills, attitudes, and knowledge of the receiver on the process of decoding the message The social–cultural system of the receiver Feedback Loop Communication channel distortions affecting the return message from receiver to sender Interpersonal Communication Methods Face-to-face Hotlines Telephone E-mail Group meetings Computer conferencing Formal presentations Voice mail Memos Teleconferences Traditional mail Videoconferences Fax machines Audio- and videotapes  Nonverbal Communication Communication transmitted without words Images that control or encourage behaviors Situational behaviors that convey meanings Clothing and physical surroundings that imply status Nonverbal Communication Body Language Gestures, facial expressions, and other body movements that convey meaning Verbal Intonation Emphasis that a speaker gives to certain words or phrases that convey meaning In general, soft vocal tone conveys interest whereas sharp tone conveys aggressiveness or being defensive  Interpersonal Communication Barriers Information Overload Filtering Being confronted with a quantity of The deliberate manipulation of information information that exceeds an individual’s to make it appear more favorable to the capacity to process it receiver Emotions Defensiveness Disregarding rational thinking processes and When threatened, reacting in a way that substituting with emotional judgments when reduces the ability to achieve mutual interpreting messages understanding  Interpersonal Communication Barriers Language The different meanings and specialized ways in which senders use words can cause receivers to misinterpret their messages National Culture Culture influences the form, formality, openness, patterns, and use of information in communications (high/low-context culture) Overcoming Barriers to Effective Interpersonal Communication Use Feedback Simplify Language Listen Actively Constrain Watch Non-verbal Emotions Cues Types of Communication Interpersonal Organizational Communication Communication Communication between two All the networks and systems or more people of communication within the organization Formal Vs. Informal Communication Formal Communication Informal Communication Communication that follows Communication that is not the official chain of command defined by the organization’s or is part of the structural hierarchy communication required to do one’s job Permits employees to satisfy their need for social interaction  Direction Of Communication Flow Lateral (Horizontal) Downward Communication that takes place among Communications that flow from managers employees on the same level in the to employees to inform, direct, coordinate, organization and evaluate employees Upward Diagonal Communications that flow from employees up to Communication that cuts across both managers to keep them aware of their needs and work areas and organizational levels in how things can be improved the interest of efficiency and speed The Grapevine An informal organizational communication network that is active in almost every organization. Provides a channel for issues not suitable for formal communication channels. Information Technology & Communication Benefits of Information Technology Increased ability to monitor individual and team performance Better decision making based on more complete information More collaboration and sharing of information Greater accessibility to co-workers Types of Network Systems Intranet Extranet An internal network that uses An internal network that uses Internet technology and is Internet technology and accessible allows authorized users inside only to employees the organization to communicate with certain outsiders such as customers and vendors How IT affects Organization Removes The constraints of time and distance Allows widely dispersed employees to work together Provides for the sharing of information Increases effectiveness and efficiency Integrated decision making at work Provides complete information and participation Managing Communication in an Internet World Legal and security issues Inappropriate use of company e-mail Loss of confidential information due to deliberate dissemination or to hackers Lack of personal interaction Being connected is not the same as face-to-face contact Difficulties occur in achieving understanding and collaboration in virtual environments  THANKS! 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