Week 4: Channels of Communication & Feedback PDF

Channels of Communication and Feedback in the Communication Process,Barrier of communication Business Communication Internal communication with: Superiors, coworkers, subordinates  Different employees and officials in an organizat...

Channels of Communication and Feedback in the Communication Process,Barrier of communication Business Communication Internal communication with: Superiors, coworkers, subordinates  Different employees and officials in an organization need to communicate with each other. This internal communication with its importance is shown in the following way: Internal 1. Setting goals and Objectives:- Communication Organizations mostly have various formal and informal objectives to accomplish. These objectives may be financial results, product quality, market dominance, employee satisfaction, or customer service. So, communication enables all the people in an organization to work towards a common purpose.  2. Making and Implementing decision:- In order to achieve the objective, people in a business organization Internal collect facts and evaluate alternatives, and they do so by reading, asking Communication questions, talking, or plain thinking. These thoughts are put into written form. Once a decision has been made, it has to be implemented which requires communication.  3. Appraisal:- Having implemented the decision, management needs to determine whether the desired outcome is being achieved. Statistics on such factors as cost, sales, market share, productivity, and inventory levels are compiled. This is done through computers, Internal manual papers, memos, or reports. Communication 4. Manufacturing the products:- Getting an idea for a new product out of someone’s head, pushing it through the production process and finally getting the product also requires communication. Designing the plan regarding the product, introducing the workers, purchasing raw materials, marketing and distributing the product all require effective communication.  1. Hiring the employees:- If a company wants to hire someone, it advertises the vacancy, receives applications, calls the candidates, takes the interview and then offers the job to the successful candidates. The whole process requires communication. 2. Dealing with customers:- Sales letters and brochures, advertisements, External personal sales calls, and formal proposals are all used to stimulate the customer’s interest. Communication Communication also plays a part in such customer-related functions as credit checking, billing, and handling complaints and questions. 3. Negotiating with suppliers and financiers:- To obtain necessary supplies and services, companies develop a written specification that outlines their requirement. Similarly, to arrange finance, they negotiate with lenders and fill out loan applications.  4. Informing the investors:- Balance sheets, income statements, and ratio analyses are used to inform the investors regarding the performance of the business. External 5. Interacting with Govt.:- Government agencies make certain Communication rules to regulate the economy. These rules are communicated to organizations through various papers. These organizations try to fulfill, this requirement by filling out taxation forms and other documents.  Communication External When an organization communicates with people or organizations outside the business setting. Recipients of external communication include customers, lawmakers, suppliers, and other community stakeholders.  Feedback Messages Feedback tells the speaker what effect s/he is having on the listener(s). On the basis of this feedback, the speaker may adjust the message by strengthening, de-emphasizing, or changing the content or form of the message. The process is cyclical, with one person’s feedback serving as the stimulus for the other person’s feedback message.  Feedback can be looked upon in terms of five dimensions: 1. Positive – Negative Dimensions 2. Person Focused and Message – Focused / Types of 3. Immediate – delayed Feedback 4. Low monitoring - High monitoring 5. Supportive - Critical 6. Negative vs positive feedforward: Dimensions of Feedback 1. Positive - Negative: positive feedback (applause, smiles, and head nods signifying approval) tells the speaker that the message is being well received. Negative feedback (boos, frowns, puzzled looks, and gestures signifying disapproval) tells the speaker that something is wrong and that some adjustments need to be made. Dimensions of Feedback 2. Person-Focused and Message-Focused: Feedback may concentrate on a person (you’re sweet, you have a great smile) or on a message (can you repeat? your argument is a good one). 3. Immediate - delayed: in interpersonal communication, feedback is immediate (appreciating a presenter after his presentation). In other situations, however, feedback may be delayed (writing an email to a guest speaker conveying the audience’s feedback). Dimensions of Feedback 4. Low monitoring - High monitoring: Feedback varies from the spontaneous and totally honest reaction (low monitored feedback) to the carefully constructed response designed to serve a specific purpose (high monitored feedback). 5. Supportive - Critical: supportive feedback confirms the person and what that person says; it occurs when, for example, you console or encourage others. Critical feedback, on the other hand, is evaluative. Critical feedback is when someone is judging another’s performances.  Dimensions of Feedback 6. Negative vs positive feedforward: Negative feedforward is given for the future conduct of the work, it talks about the changes that are required for better results, and employees can give their views on the future changes that they require for their work. Positive feedforward is affirming and given for future events. This tells us that the receiver does not require any change, he is working fine and is able to understand things.  Effective Feedback Considerations for sending feedback effectively: Immediateness Honesty Appropriateness Clarity Informative value Considerations for receiving feedback effectively: Sensitivity Supportiveness Open-mindedness Helpfulness Communication Barriers 01 02 Psychological Barrier A person might have a belief that they can not ride a bicycle and carry this belief with them through their life, and as such, they would never attempt to ride a bicycle. This belief will usually have been developed as a result of their past experience – they may have tried to ride a bicycle as a young child, or perhaps they started to ride but fell off. They tried several times in childhood but fell off every time. Now, they will hold this belief or psychological barrier until they receive sufficiently strong evidence to change this belief. 03 04 05 How To Overcome Emotional Barrier Motivation and commitment to change Peer or mentor support Practice expressing recognition 06 Factors causing gender barrier Fear and shy Environment Misunderstanding 07 08 09 Differing Frames of Reference: Everything you see and feel in the world is translated through your individual frame of reference. Your unique frame is formed by a combination of your experiences, education, culture, expectations, personality, and other elements. As a result, you bring your own biases and expectations to any communication situation. Because your frame of reference is totally different from everyone else’s, you will never see things exactly as others do.  Bypassing: The choice of words is vital to the effectiveness of any 10 communication. Many words have different meanings. Our background knowledge and experience affect our understanding. Bypassing happens when people miss each other with their meanings. Foreign languages, dialects, regional accents, and the use of technical/specialist language should always be considered. 11 Lack of Language Skill: No matter how extraordinary the idea, it will not be understood or fully appreciated unless the communicators involved have good language skills. Each individual needs an adequate vocabulary, a command of basic punctuation and grammar, and written and oral expression skills. 12 Information Overload & Underload: Communication load refers to the amount and complexity of information as it is perceived by persons who receive it. Too much information in volume or information that is too complex to decipher easily is called reload. Having not enough information is referred to as underload. 13 14 Thank you