EFFECTIVE

ORGANISATIONAL
COMMUNICATION
BY:

DIANA O. AYORKOR ADJEI

COMMUNICATION QUIZ
Test Your Communication Skills?

OUTLINE OF PRESENTATION

Introduction
Communication Process
Forms of Communication
Organizational Communication
Direction of Communication
Barriers To Effective Communication
Conclusion

Introduction
Communication is a natural process that involves at
least two living things.
Communication skills are some of the most
important skills that we need to succeed in the
workplace.
Communication in an organization, therefore, is a
process that involves at least two people a sender
and a receiver. For it to be successful, the receiver
must understand the message in the way that the
sender intended.

Communication Process

THE SOURCE
PLANNING YOUR MESSAGE

The Source Contd

To Plan your communication:

Understand your objective. Why are you
communicating?
Understand your audience. With whom are you
communicating? What do they need to know?
Plan what you want to say, and how you'll send
the message.
Good communicators use the KISS ("Keep It Simple
and Straightforward") principle. They know that less
is often more, and that good communication should be
efficient as well as effective.

ENCODING

ENCODING
CREATING A CLEAR, WELL-CRAFTED MESSAGE

The source/sender initiates the process by

encoding a thought.
When you know what you want to say, decide exactly
how you'll say it. You're responsible for sending a
message that's clear and concise.

The message is the actual physical product of

the senders encoding
PRODUCT Speech; Written words; Gestures

CHOOSING THE RIGHT CHANNEL

Along with encoding the message, it is important to choose the best
communication channel to send it.
You have to be efficient,
communication opportunity.

and

make

the

most

of

your

In determining the best way to send a message, we should consider

the following:

The sensitivity and emotional content of the subject.

How easy it is to communicate detail.
The receiver's preferences.
Time constraints.
The need to ask and answer questions.

DECODING
RECEIVING AND INTERPRETING A MESSAGE

DECODING RECEIVING AND

INTERPRETING A MESSAGE
The Recipient/Decoder is the person/people
for whom the message is intended. They
receive the message and decode it. For an
effective communication to take place, it is
necessary that the recipient of the message
understands the message the way the sender
intended.
Both the sender and the recipient do have
important roles to play in completing the
process of effective communication.

FEEDBACK
Feedback is response from the receiver. Without it, you can't
be sure that people have understood your message.
Feedback can be verbal or non-verbal, including body
language .
By watching the facial expressions, gestures, and posture of
the person you're communicating with, you can spot:
Confidence levels.
Defensiveness.
Agreement.
Comprehension (or lack of understanding).
Level of interest, e.t.c

KEY NOTES
As either a speaker or a listener, or as a writer or a
reader, you're responsible for making sure that the
message is communicated accurately. Pay attention to
words and actions, ask questions, and watch body
language. These will all help you ensure that you say
what you mean, and hear what is intended.

A properly encoded message should be correctly decoded

by the recipient.
A properly decoded message is clear, complete and not be
confusing.
An important aspect of encoding is knowing your
audience.

FORMS OF COMMUNICATION
How do group members transfer meaning between and
among each other?(Interpersonal Communication)
How do we communicate?
We talk to people face to face, and we listen when people
talk to us; oral communication
We write emails, memos, letters, newsletters and reports,
and we read the documents that are sent to us; written
communication
Nonverbal Communication

DIRECTION OF COMMUNICATON
Communication can flow vertically or laterally.
Vertical Communication: This is information
flow in a downward or upwards direction
Lateral Communication: This is information
flow amongst members of the same work group,
managers at the same level, or any other
horizontally equivalent workers.

ORGANISATIONAL
COMMUNICATION
The exchange of information may be over formal
and informal channels/network. Formal networks
can however be very complicated, including
hundreds of people and a lot of hierarchical levels
depending on the size of organization.

ORGANISATIONAL
COMMUNICATION

ORGANISATIONAL
COMMUNICATION

Formal Small-Group Networks

Chain: this usually follows the formal chain of
command

Wheel: this relies on a central figure to act as a means

of conveying all groups communication, usually a team
with a strong leader.

ORGANISATIONAL
COMMUNICATION
All channel: this network permits all group members to
actively communicate with each other

The Grapevine: this is the informal communication

network in a group or organization Recent studies
shows that word-of-mouth information from peers about
a company has a significant impact on the company.

ELECTRONIC COMMUNICATION
Communication in most organizations today is through
electronic means
Electronic communication: E-mail, instant messaging, text
messaging, video-conferencing.
Advantages of e-mail messages
E-mail messages can be written quickly, edited and stored
Distributed to one person or thousands of people same time
Recipients can read at their own convenience
Relatively cheaper than conventional methods

ELECTRONIC COMMUNICATION
E-mail messages has its own drawback and as managers, there
is the need to note the following key limitations
Disadvantages of using e-mail messaging
Misinterpreting the message
Communicating negative messages
Time-consuming nature of e-mails

Dont check e-mail in the morning

Check in batches
Unsubscribe
Stop sending email

BARRIERS TO COMMUNICATION
Filtering
Selective Perception
Information Overload
Emotions
Language
Silence
Communication Apprehension
/Social Anxiety
Complex organizational structure

RESULTS OF COMMUNICATION
FAILURE

Loss of Business/goodwill
Waste of money and time
Lowered productivity
Poor co-ordination and control
Frustration and hostility
Dissatisfaction with others
Lowered morale and loss of team spirit
Conflict and arguments
High employee turnover

CONCLUSION
Communication Trilogy

CONCLUSION
Seven Cs of good information
Clear
Concise
Concrete
Correct
Consistent
Complete
Considered Cross Cultural Factors

IS PERFECT COMMUNICATION
ATTAINABLE?

References
Robbins S.P. & Judge T.A. (2012).
Essentials of Organizational Behavior.
(11th ed.). Edinburgh Gate, Pearson
Education Limited
www.mindtools.com

THANK

YOU