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CHAPTER 11 COMMUNICATION
Functions of Communication
Communications serves four major functions within a group or organization :
Control, Motivation, Emotional Expression, and Information
1.
Control
2. Motivation
3. Emotional Expression :
4. Information
decisions
Communication Process = the steps between a source and a receiver that result in the
transference and understanding of meaning
Elements of the Communication Process :
1.
2.
3.
4.
The sender
Encoding
The message
The channel the medium selected by the sender through which the message travels to
the receiver
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5.
6.
7.
8.
Types :
a. Formal Channel are established by the organization and transmit messages
that are related to the professional activities of members.
b. Informal Channel - used to transmit personal or social messages in the
organization. These informal channels are spontaneous and emerge as a
response to individual choices
Decoding
The receiver the person(s) to whom the message is directed, who must translate the
symbols into understandable form
Noise communication barriers that distort the clarity of the message, such as
perceptual problems, information overload, etc
Feedback is the check on how seccesful we have been in transferring our messages
originally intended.
Direction of Communication
1.
2.
3.
1.
2.
1.
Interpersonal Communication
Oral Communication
Such as speeches, formal one-on-one and group discussion
- Advantages : Speed and feedback
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Organizational Communication
Formal Small-Group Networks
3 common small groups :
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The Grapevine
the informal communication network in a group or organization
Grapevine characteristics :
Informal, not controlled by management.
Perceived by most employees as being more believable and reliable than formal
communications.
Largely used to serve the self-interests of those who use it.
Results from:
Desire for information about important situations
Ambiguous conditions
Conditions that cause anxiety
Suggestions for reducing the negative sequences or Rumors:
1.
2.
3.
4.
Provide information
Explain actions and decisions that may appear inconsistent, unfair, or secretive
Refrain from shooting the messenger respond to them calmly, rationally and
respectfully
Maintain open communication channels
Electronic Communications
o Email
Advantages : quickly written, sent, and stored; low cost for distribution
Disadvantages: information overload, lack of emotional content, cold and
impersonal
o Instant Messaging and Text Messaging
Advantage
: real time e-mail transmitted straight to the receivers
desktop.
Disadvantage : can be intrusive and distracting.
o Networking Software
Linked systems organically spread throughout the nation and world that
can be accessed by a PC
Includes:
Social networks like MySpace and Facebook
Professional networks like Zoominfo and Ziggs
Corporate networks such as IBMs BluePages
Key Points:
These are public spaces anyone can see what you post
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o Blogs
websites about a single person (or entity) that are typically updated daily
o Video Conferencing uses live audio and video Internet streaming to create
virtual meetings
Managing information
1. Dealing with information overload a condition in which information
2. Always on Call
3. Information security
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Global Implications
A. Cultural Barriers
Caused by :
1. Semantics: some words arent translatable between cultures
2. Word Connotations: some words imply multiple meanings beyond their definitions
in different languages
3. Tone Differences: the acceptable level of formality of language. In some cultures,
language is formal, in others, its informal.
4. Differences in tolerance for conflict and methods for resolving conflicts: the
differences between people who tend to be individualist and collectivist in solving
the conflicts
B. Cultural Context
- The importance of social context to meaning
C. A Cultural Guide
To reduce your chance of making a faux pas in another culture, err on the side of
caution by:
a. Assuming differences until similarity is proven
b. Emphasizing description rather than interpretation or evaluation
c. Practicing empathy in communication
d. Treating your interpretations as working hypotheses