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communication. Situational and Organizational Factors in Communication Many situational and organizational factors affect the communication process. Such factors in external environment may be educational, sociological, legal-political and economic. Another situational factor is geographic distance. Time must also be considered in communication.
Communication
Communication is the transfer of information from a sender to a receiver, with information being understood by the receiver.
the transmission or the receiverthat hinders communication. For example: noise, ambiguous symbols, inattention, etc. Feedback in Communication To check the effectiveness of communication, a person must have a feedback. Similarly, feedback indicates whether individual or organizational change has taken place as a result of communication. Situational and Organizational Factors in Communication Many situational and organizational factors affect the communication process. Such factors in external environment may be educational, sociological, legal-political and economic. Another situational factor is geographic distance. Time must also be considered in communication.
Crosswise Communication: Crosswise communication includes the horizontal flow of information. This kind of communication is used to speed information flow, to improve understanding, and to coordinate efforts for the achievement of organization objectives. Oracle communication include from informal meetings, lunch hours, task teams across departments etc. Written forms include the company newspaper, magazine, bulletin board notice. Crosswise communication may create difficulties, e.g. subordinates not refraining from making commitment beyond there authority, but it is necessary. Written, Oral and Nonverbal Communication Written, oral and nonverbal communications are used together so that the favorable qualities of each can complement the other. When message is repeated through several media, the people receiving it will more accurately comprehend and recall it. An executive who feels uncomfortable in front of a large audience may choose written communication rather than a speech. On the other hand, certain audience who may not read a memo may be reached and become motivated by direct oral communication. Written Communication: It has advantage of providing records, references, and legal defenses. The disadvantages are that written messages may create mountains of paper, may be poorly expressed by ineffective writers. It may provide no immediate feedback. Also it may take a long time to know whether a message has been received and properly understood. Oral Communication: It can occur face-to-face meeting, presentation. Its advantage is it makes possible speedy interchange with immediate feedback. A meeting with the superior may give the subordinate a feeling of importance. However, it does not always save time. Nonverbal Communication: Facial expressions and body gestures are examples of Nonverbal communication. Nonverbal communication is expected to support the verbal, but it does not always do so. Nonverbal communication may support or contradict verbal communication, giving rise to the saying that actions often speak louder than words. Communication Methods There are different methods and channels for communicationsome are oral, some are written and some use information technology. Technology is used for certain kinds of communication such as the use of the wired and wireless telephone, fax, voice mail, e-mail etc. Every method has its own value at certain situation.
Lack of Planning Too often people start talking and writing without first thinking, planning and stating the purpose of the message. Unclear Assumptions Often overlooked, yet very important, are the un-communicated assumptions that underlie message. Semantic Distortion Another barrier to effective communication is semantic distortion, which can be deliberate or accidental. Message can be deliberately or accidentally ambiguous. Poorly Expressed Messages No matter how clear the idea in the mind of the sender of communication, the message may still be marked by poorly chosen words, omissions, lack of coherence, poor organization, awkward sentence structure, platitudes, unnecessary jargon and failure to clarify its implications. Communication Barriers in the International Environment Communication in the international environment becomes even more difficult because of different languages, cultures and etiquette. Loss by Transmission and Poor Retention In the series of transmissions from one person to the next, the message becomes less and less accurate. Poor retention of information is another serious problem. Poor Listening and Premature Evaluation There are many talkers but few listeners. Listening demands full attention and self-discipline. It also requires that the listener avoid premature evaluation of what another person has to say. Listening with empathy can reduce some of the daily frustrations in organized life and result in better communication. Impersonal Communication Effective communication requires face-to-face contact in an environment of openness and trust. Distrust, Threat and Fear Distrust, threat and fear undermine communication. Distrust can be the result of inconsistent behavior by the superior, or it can be due to past experiences in which the subordinate was punished for honestly reporting unfavorable, but true, information to the boss. What is needed is a climate of trust, which facilitates open and honest communication. Insufficient Period for adjustment to Change The purpose of communication is to effect change that may seriously concern employees: shift in the time, place, type and order of work or shifts in group arrangements or skills to be used. Information Overload Unrestricted flow may result in too much information. People respond to information overload
by disregarding certain information, by ignoring letters that people make errors in processing it, by delaying processing of information, by filtering information. One way to approach the overload problem is to reduce the demands for information. Other Communication Barriers In selective reception people tend to perceive what they expect to perceive. They hear what they want to hear and ignore other relevant information. Closely related to perception is the influence of attitude, which is the predisposition to act or not to act in certain way.
4. Use short sentence and paragraphs. Forceful Style: The tone is be polite but firm. This is to be used when writer has a power. Passive Style: This is to be used when writer in the position lower than that of recipient of the message. Personal Style: This is to be used for communicating good news and making persuasive request for action. Lively/Colorful Style: This is to be used for good-news items, advertisement and sales letter. Less Colorful Style: This is appropriate for common business writing. Tips for Improving Oral Communication Giving speeches and having fun doing it, can be learned. To be a good orator what is required is practice, practice and practice. Most of the tips for written communication also apply for oral communication.