SUPERVISORY

MANAGEMENT
EMN 221

GROUP: TELECTRONIC

Toward More Effective Communication

PowerPoint Presentation by Selwin Collier

NAME OF MEMBERS
SELWIN COLLIER 10/0908/0820 FRANCIS BARAKAT 10/0908/1101 HAYMONT SINGH 10/0908/1732 CORWAIN CYRUS 10/0908/1953 SUNIL GORIAH 10/0908/1140 SACHIN RAMSURAN 10/0908/1718

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INTRODUCTION

What is Communication?

Basic types/forms of Communication?

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SELWIN COLLIER

THE COMMUNICATION PROCESS

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Communication and the Managers Job

Communication
The process of transmitting information from one person to another.

Effective Communication
The process of sending a message in such a way that the message received is as close in meaning as possible to the message intended.

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Managing the Flow of Information in Organizations

Source: Barney, Jay B. and Ricky W. Griffin, The Management of Organizations. Copyright 1992 by Houghton Mifflin Company. Used with permission.

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The Role of Communication in Management

Characteristics of Useful Information:
Accurate
A valid and reliable reflection of reality

Timely
Available in time for appropriate managerial action

Complete
A complete and undistorted picture of reality

Relevant
Content which meets the needs and circumstances of the user

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The Communication Process

Noise Sender Receiver 3 Transmission through channels

2 Encoding

4 Decoding

Start

1 Meaning

Noise

5 Meaning

8 Decoding Receiver

7 Transmission through channels

6 Encoding Sender

Noise The numbers indicate the sequence in which steps take place.

Figure 12.1
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The Communication Process (contd)

Steps in the Communication Process
Deciding to transmit a fact, idea, opinion, or other information to the receiver. Encoding the meaning into a form appropriate to the situation. Transmitting through the appropriate channel or medium. Decoding the message back into a form that has meaning to the receiver. Noise is anything disrupting the communication process.
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FRANCIS BARAKAT

ORGANIZATIONAL COMMUNICATION
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ORGANIZATIONAL COMMUNICATION
Noncommunication activities Communication activities Others Face-to-face Telephone

0% 0%

15%

10%

19%
75% 81%

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ORGANIZATIONAL COMMUNICATION
Formal communication channels The reporting of relationships determined by the structure management through which prescribed messages are sent. Downward communication Messages and information initiated by superiors to subordinates, usually in the form of directives.

Upward communication Messages and information initiated by subordinates for their superiors, usually in the form of reports.

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ORGANISATIONAL COMMUNICATION (CONT)

Horizontal communication The process of exchanging information between peers at any organizational level, usually to coordinate activities. Informal channel of communication The unsanctioned personal network of information among fostered by social relationships or friendships.

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HAYMONT SINGH

INTERPERSONAL COMMUNICATION
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Interpersonal Communication

Interpersonal communication The personal interaction between individual that involves their perceptions during a dialogue in which specific meanings are attached to messages.

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Interpersonal Communication
Form Oral Advantages Disadvantages

1. Promotes feedback 1. May suffer from and interchange inaccuracies

2. Is easy to use Written 1. Tends to be more accurate

2. Provides a record of communication

2. Leaves no permanent record 1. Inhibits feedback and exchange

2. Is more difficult and time consuming

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Forms of Communication in Organizations: Interpersonal Communication

Oral Communication
Face-to-face conversations, group discussions, telephone calls, and other situations in which the spoken work is used to express meaning. Advantages of oral communication
Promotes prompt feedback and interchange in the form of verbal questions and responses. Is easy to use and can be done with little preparation.

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Forms of Communication in Organizations: Interpersonal Communication (contd)

Oral Communication (contd)
Disadvantages of oral communication
Suffers from problems with inaccuracy in meaning and details. Leaves no time for thought and consideration and no permanent record of what was said.

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Forms of Communication in Organizations: Interpersonal Communication (contd)

Written Communication
Memos, letters, reports, notes, email, and other methods in which the written word is used to transmit meaning. Advantages of written communication
Is accurate and leaves a permanent record of the exchange. Leaves for thought and consideration, can be referenced. Is easy to use and can be done with little preparation.
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Forms of Communication in Organizations: Interpersonal Communication (contd)

Written Communication (contd)
Disadvantages of written communication
Inhibits feedback and interchange due to burden of the process of preparing a physical document. Considerable delay can occur in clarifying message meanings.

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Interpersonal Communication

The Leadership Dimension

Media Richness The capabilities of a given form of communication to convey information.

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Interpersonal Communication

How Attitude Affect Communication

Attitude a predisposition to respond favorably or unfavorable to objects, persons and concepts.

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CORWAIN CYRUS

CROSS-CULTURAL COMMUNICATION
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Cross-Cultural Communication

Cross-Cultural Communication The process of communicating with the people of different cultures who have substantial differences in assumption and behavior that influence language usage, perception and attribution of meaning.

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Cross-Cultural Communication

The Importance Of Language

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Cross-Cultural Communication

A Perceptual Framework for Cross-Cultural Communication

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Cross-Cultural Communication

Attributing Meanings Accurately

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SUNIL GORIAH

BARRIERS TO EFFECTIVE COMMUNICATION

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Barriers To Effective Communication

Semantics The nature and meaning of words and phrases and how they are used in the context of messages. Obfuscation Literally, to cloud an issue, obfuscate implies a purposeful attempt by one person to confuse another through the use of perplexing language.

Noise A communication killer; interference, static, or distractions that cripple clear transmission or reception of information.
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Barriers To Effective Communication

Physical noise

Perceptual Noise A distortion of meaning and selective filtering of messages selective filtering of messages created by a receivers personal frame of reference and attitude.
Listening Screening A subconscious blocking of information to avoid unpleasant facts; also, a conscious and deliberate filtering of messages to manipulate information to ones benefit.
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Barriers To Effective Communication

Jaundice Viewpoints
Polarization A jaundice viewpoint in which a person interprets information in extreme black and white context. Frozen Evaluation Assumption of no change in which a person shuts out which a person shuts out information, thereby protecting the status quo and avoiding the threat of having to alter values or beliefs in a changing world.
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Barriers To Effective Communication

Stereotyping The belief that concern people have attributes based on group characteristics such as ex, race, and ethnic origin that make superior or inferior.

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Barriers to Effective Communication

Individual Barriers Conflicting or inconsistent cues Credibility about the subject Reluctance to communicate Poor listening skills Predisposition about the subject

Organizational Barriers Semantics Status or power differences Different perceptions Noise Overload Languages

Table 12.1
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SACHIN RAMSURAN

OVERCOMING BARRIERS TO EFFECTIVE COMMUNICATION

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Overcoming Barriers To Effective Communication

Empathy The conscious effect to understand another persons viewpoint or to psychologically adapt to the others frame of reference.

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Overcoming Barriers To Effective Communication Toward More Effective Communication

Develop a conversational tone and demeanor that reinforce your key points. Structure your messages for the greatest impact with the least risk of being.

Dont blow smoke

Avoid noise whenever possible.
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Toward More Effective Communication (cont)

Do not polarize a conversation Listen carefully Develop communication behavior that is congruent with attitudes of your receivers.

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Overcoming Barriers To Effective Communication

Gaining feedback from employees Improving training and development Media enrichment

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More and Less Effective Listening Skills

More Effective Listening Stays active, focused Less Effective Listening Is passive, laid back

Pays attention

Is easily distracted

Asks questions

Asks no questions

Keeps an open mind

Has preconceptions

Assimilates information

Disregards information
Figure 12.5
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Overcoming Barriers To Effective Communication

Individual Skills Develop good listening skills Encourage two-way communication Be aware of language and meaning Maintain credibility Be sensitive to receivers perspective Be sensitive to senders perspective

Organizational Skills Follow up Regulate information flows Understand the richness of media

Table 12.2
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