Communication PDF

Communication Introduction Communication permeates all aspects of our personal and professional lives. It is key to having positive interactions and to building and maintaining favourable relationships. Research on business professionals reveals that effective communication ranks hi...

Communication Introduction Communication permeates all aspects of our personal and professional lives. It is key to having positive interactions and to building and maintaining favourable relationships. Research on business professionals reveals that effective communication ranks high among the skills necessary to succeed in business. The number and types of work related communication activities in which an employee engages depend on his or her field and level of responsibility.  Communication Introduction Cont. In an organization, effective communication is very important. Why communication is important: Communication is important for the management and workers because the management entails getting things done through people. Without communication no one would know: - What to do. - When to do it. - How to do it. - Why to do it.  Communication Advantages of Management by communication Exchange of information Joint problem solving Joint decision making Generation of new ideas Socialization – different departments  Communication Benefits of effective communication in an organization 1. Saves money – time is wasted in negotiating if people don’t understand one another 2. Improves morale – the freedom to discuss things – candidly make people feel motivated to work for common goals  Communication Benefits of effective communication in an organization Cont. 3. Increases productivity – good communication reduces time spent handling mistakes etc. therefore saves organization money 4. Promotes trust – good communication fosters an environment of honesty, sincerity and respect  Communication Note: An individual who communicates effectively is well liked, has more power to influence change and project an air of competence – good persuaders and negotiators. A good presenter is an asset to the organization.  Communication Contexts Communication takes place in the following contexts. - Between two people – i.e. interpersonal. Such a context is known as dyadic e.g. middle manager instructing a subordinate - Small groups - task forces - decision making - problem solving - conflict resolution  Communication Contexts Cont.. - Large groups - company gathers for a meeting - for briefing, shareholder meetings, staff meetings, etc. The Communication Process Definitions: 1. Communication is the process of interchanging thoughts, feelings and information. 2. Communication is a transaction whereby participants together create meaning through the exchange of symbols The Communication Process cont.. Communication takes place in a process The communication process is triggered by the need to communicate. There are about two models in the process, linear and convergence The Linear Model of Communication According to the linear model, communication moves in one way, from the sender to the receiver. The process is complete when the sender receives feedback from the receiver. The steps of the process: 1. Conceiving the message: Study your recipients carefully as you put your message across. The Communication Process cont.. The Linear Model 2. Encoding – the idea is put into some form, letter, memo, conversation (i.e. organize into a coherent package). 3. Transmission – the method/channel used send the message should take the receiver into account is it going to be, telephone, electronic email, fax or face to face. Make an intelligent decision based on speed, cost, confidentiality and so on 4. Message is decoded i.e. interpreted by the receiver. 5. Noise – can be external or internal External – sounds Internal – physiological noise, psychological noise, semantic noise The Communication Process cont.. The Linear Model Cont. Communication takes place within an environment. Anything which interferes with the context of the message being transmitted or received is referred to as noise. 7. Feedback – is the immediate reaction of the receiver of the message. A receiver can give the feedback by asking addition information or acting in the desired manner. Without feedback the communication process is never complete. The Communication Process cont.. The Linear Model Cont. In organizations feedback is very important. Effective interpersonal communication is dependent on it. Proper follow-up and feedback require established informal and formal mechanisms by which the sender can check on how the message was actually interpreted. Feedback makes communication a two-way process. The Communication Process cont.. The Convergence Model Stresses that communication is transactional and continuing in nature. The sender and receiver constantly exchange messages until they reach an understanding. The Communication Process cont.. The Convergence Model Cont. Both the receiver and sender can encode and decode messages. They change roles constantly until they reach an understanding. In this case both the sender and receiver are responsible for effective communication. How to use the communication process effectively: a) Plan the communication. i) What do you want to communicate? The Communication Process cont.. ii). To whom is the message directed? iii). What do you want to happen as a result of this message. b). Remember meanings are in people not in words. - Tailor the message to the audience because meaning is in people, how will the receiver interpret the message?  The Communication Process cont.. c). Select the best method of transmission. - Show how it will be conveyed, is face to face the best way to convey the message or is a written message better?  TASK With reference to the linear model of communication, describe a situation how effective communication between a supervisor and manager can take place in a supermarket or any organization you are familiar with.