TOPIC III- COMMUNICATION

COMMUNICATION
- is among the most important
components of management.
- is defined as an exchange or sharing of
thoughts or information between one
FEEDBACK
person and another. Communicating
with others, both professionally and
personally, is an integral part of
everyday life.
THE COMMUNICATION PROCESS
- To have a good communication you
- Is made up of four key components:
must have good communication skills
o Encoding
and be a listener.
o Channel
- Clear written and verbal
o Decoding
communication—from manager to
o Feedback
employee, from employee to manager,
SENDER
between managers, and between
- Who initiates the communication (ex.
peers—influences every action.
People, person, organization)
- Without it, there is no effective way of
- Initially responsible for the success of
articulating expectations, expressing
the message
concerns, providing feedback, and
- It depends on the attitudes, skills,
ensuring that policies are implemented.
knowledge, perception, culture that
- Communication must flow in all
can influence the message that will be
directions. It must be concise, clear,
send to the receiver.
consistent, and continuous.
- The ability to communicate is essential
to leadership and vital to any
organization. It is a skill that can be
acquired, cultivated, and improved
upon.

LABORATORY MANAGEMENT- MIDTERMS PIEDRAVERDE, H. M.

TOPIC III- COMMUNICATION
➢ 1ST STEP- ENCODING PROCESS:
- information is translated into
message that will represent ideas and
concept.
- Message can be in a form of symbols
(ex. Language, words, gestures)
- These symbols are used to encode
ideas into messages that others can
understand.
▪ After encoding, this will now begin to be
transmitted. To begin transmitting the
message, the sender will use channel.
➢ 2ND STEP- CHANNEL
- Channel is the medium of transmission.
- It is the means used to convey the
message from the sender.
- Most channel are either oral or written,
but, currently, visual channels are
becoming more common as
technology expands.
COMMON CHANNELS THAT ARE USED:
- Telephone
- Written forms (memos, letters,
reports)
▪ After selecting appropriate channel, the
message will now go to the receiver and
will enter the decoding stage.
LABORATORY MANAGEMENT- MIDTERMS
➢ 3RD STEP- DECODING STAGE
a - Is conducted by the receiver.
- Once the message is received by the
receiver, it will be examined. The brain
of the receiver will be stimulated to
interprets the message given to
him/her.
- If the brains start interpreting, it will
assign some type of meaning towards
the received message.
- The receiver now will begin to interpret
the symbols send by the sender and
will translate the message to their own
set of experience or set of own
understanding in order to make
symbols that are meaningful.
- Successful communication takes place
when the receiver correctly interprets
our the sender’s message.
RECEIVER
- The individual in which the message
will be directed to him/her.
- The extend to which the receiver
comprehends the message will depend
on several factors. Thou, this includes
how much the receiver knows about the
topic that is conveyed by the sender as
well as the relationship between the
receiver and sender.
PIEDRAVERDE, H. M.
TOPIC III- COMMUNICATION

➢ 4TH STEP- FEEDBACK communication process seems simple, in

- Is the final link in the communication the essence it is not.
process. ❖ There are certain barriers throughout the
- After receiving the message, the process. These barriers can be a factor t
receiver now will respond in some way o have a negative impact to the
and signals that responds to the communication process.
sender. ❖ Employees rely upon regular feedback
- Signals may take the form of spoken from their supervisors. Supervisors rely
comments, written message, non- upon their employees to inform them of
verbal. their needs. People at all levels of
FEEDBACK authority within the laboratory rely upon
- Is a key component in the communication with their peers to
communication process because it remain aware of changes in policy.
allows our sender to evaluate the ❖ These barriers include inappropriate
effectiveness of the message that was channel, incorrect grammar, body
relayed. language, as well as jargons.
- It ultimately provides and opportunity JARGONS
for the sender to take corrective action - terms or words that are used in certain
if ever there are unclear or professions, terms that a certain group
misunderstood messages. of people will understand.
- Because of the feedback, the sender NOISE
will know if the receiver does not - this barrier can occur at any stage of
understand the message. communication process.
❖ The communication process is a perfect - Is anything starts a message by
guide toward achieving an effective interfering with a communication
communication. When followed properly, process.
the process can usually be assured that - Any distraction that will prevent the
the sender’s message will be understood receiver from paying attention.
by the receiver. Although the

LABORATORY MANAGEMENT- MIDTERMS PIEDRAVERDE, H. M.

TOPIC III- COMMUNICATION

- The root of many problems, conflicts, ACCURACY Accurate, legal, Often distorted, may
and authentic be rumors and
mistakes, or misunderstandings is gossips
flawed communication. FORM Oral and written Usually oral
SOURCE Can be traced Cannot be traced
- Misunderstood communication can be
one of the largest problems facing
COMMUNICATION DIRECTION:
organizations today.
A. VERTICAL COMMUNICATION
COMMUNICATION CHANNELS:
- Formal messages that are channeled
- The purpose of both channels is to
through the hierarchical network of the
disseminate information and carry
organization. (top to bottom)
messages from a person or group to
B. HORIZONTAL COMMUNICATION
others in the organization.
- The communication that occurs during
1) FORMAL COMMUNICATION
a normal conduct of business (ex.
- Are typically aligned according to the
exchange of information orders
organizational chart or structure of an
between departments, between
organizational hierarchy.
manager, between staffs, class rep. to
- It follows strict line of authority.
students).
2) INFORMAL COMMUNICATION
METHODS OF COMMUNICATION:
- Route in which the employees will
1. ORAL COMMUNICATION
spread information to one another
- Direct person to person
(within the employee).
- Communication
BASIS FORMAL INFORMAL - Immediate feedback
COMMUNICATION COMMUNICATION
ORIGIN Deliberately Spontaneous and - Advantage: it will save time, allows
structured unstructured
NATURE Well planned, Unplanned, the receiver to ask questions on the
systematic, and unsystematic, and spot.
authorized unauthorized
FLOW Prescribed Unofficial channels - Disadvantage: the receiver cannot
through chain of not prescribed
command revisit the actual words used during the
FLEXIBILITY Rigid Flexible actual communication. It also includes
AUTHORITY Official channel Unofficial
mispronounced words.
PURPOSE To achieve To satisfy personal
business needs
objectives
SPEED Time taking Fast

LABORATORY MANAGEMENT- MIDTERMS PIEDRAVERDE, H. M.

TOPIC III- COMMUNICATION
- 3 ELEMENTS OF ORAL
COMMUNICATION:
▪ Verbal- actual words used in the oral
communication.
▪ Vocal- includes tone, intensity of the
speaker’s voice.
▪ Visual- incorporate everything that the
listener can see during
communication.
- Between the three elements, the visual
is the most powerful in communication
because it is dynamic. It will grab and
holds the listener’s attention.
2. PHONE COMMUNICATION
- No visual contact
- Proper courtesy
- Tone of voice > words itself
- It is important to be aware how
costumers and colleagues will perceive
the caller.
3. WRITTEN COMMUNICATION
- Provides a permanent record to which
the receiver can refer to ensure that
he/she understood the information
presented
- Provides accuracy of information
- 4 Elements: content, style, technique,
format
LABORATORY MANAGEMENT- MIDTERMS
- Disadvantage: limited feedback, the
sender cannot sure that the written
message is actually read.
2 TYPES OF WRITTEN
COMMUNICATION:
➢ BUSINESS LETTER
- This written contact is outside the
the organization.
➢ WRITTEN MEMORANDUM/DA
- Typically used to contact staffs and co-
workers within the organization.
4. ELECTRONIC COMMUNICATION
- Serves as written communication on
screen
- Follow online etiquette
- Also includes texting
- Ex. email- rampant and frequently
used in an organization
- Disadvantage: fragmented comments,
fast reply, potential for confusion,
misunderstanding.
- Speed and spontaneity are one of the
strengths of email and might be a
downfall.
5. VISUAL COMMUNICATION
- Important because it is often easier to
understand than written explanation.
- Using visual communication will easily
present process or explain things that
are needed to do
PIEDRAVERDE, H. M.
TOPIC III- COMMUNICATION

- One of the nicest or good types of - Ex. eliminating physical barriers and
communication. background noise.
- Effective when used with chosen words b) NON-VERBAL BARRIERS
and will help the receiver to see - These includes poor eye contact;
messages. unfavorable facial expressions such as
- Includes: photographs, paintings, frowning, smirking, scowling, and
diagrams, designs, cartoons, and blank looks; poor posture such as
caricatures. slouching; and too much fidgeting and
- As well as videos, charts, and posters. squirming.
6. NON-VERBAL COMMUNICATION - Might lead to confusion.
- Includes: postures, gestures, facial c) VERBAL BARRIERS
expressions, microexpressions, eye - These include speaking in an uninviting
contact, and body image/ proximity. tone of voice; using condescending,
- Body language and other non-verbal patronizing, harsh, or reactive tones;
cues reveal much more about the using biting sarcasms; and speaking in
attitudes and emotions of the person a monotone.
talking rather than the words. - Less detectable, however, the speaker
- Body Language: also known as kinesis realizes that there is a problem.
(describe human interaction excluding d) PSYCHOLOGICAL BARRIERS
the use of written and spoken words). - They may consist of preconceived
BARRIERS OF COMMUNICATION: expectations, self-centeredness, lack
a) PHYSICAL BARRIERS of self-esteem, and assumptions by
- These include background noise, either the sender or the receivers.
moving out of a busy area, removing - Developed based on the nature of
furniture between the participants, individual and the reaction with one
adjusting the physical distance another.
between participants, and ensuring - Are more difficult to overcome
privacy. - If we become a leader or manager, we
- Can be deleted and removes easily if used to be aware that this type of
ever it is identified. barrier exists.

LABORATORY MANAGEMENT- MIDTERMS PIEDRAVERDE, H. M.

TOPIC III- COMMUNICATION

TYPES OF LISTENING: - More concern about the content of the

- People typically listens at one of four speaker says rather than the feelings.
basic levels of attentiveness. - Remain emotionally detach from the
a. NONLISTENER conversation and evaluate the
- The nonlistener does not hear anything message strictly on the world’s
the speaker says. Typically, the delivered.
nonlistener is characterized by a blank d. ACTIVE LISTENER
stare and nervous mannerisms and - The active listener is the most
gestures. comprehensive and powerful level of
- Are the one who wants to do the listener. Active listening is also referred
talking, constantly interrupts the to as responsive listening or reflective
discussion, always have the last word. listening.
- Perceive as insensitive and - It requires the deepest level of
nonunderstanding. concentration, attention, and
b. MARGINAL LISTENER processing effort. The active listener
- The marginal listener hears the sounds focuses on understanding the
and words but not the meaning and speaker’s point of view rather than
intent. Marginal listeners are often constantly judging the speaker’s
described as superficial listeners. message.
- Are easily distracted, prefer to evade - Attention is concentrated on the
difficult or technical presentations or thought and feeling of the other person
discussions. as well as what the speaker is saying.
- Huge room for misunderstanding Active listeners capture the speaker’s
c. EVALUATIVE LISTENER whole message, the facts and the
- The evaluate listener is actively trying feelings. Active listening requires that
to hear what the speaker is saying but the listener send verbal and nonverbal
is not making an effort to understand feedback to the speaker indicating that
the speaker’s intent. what is being said is really being
- Often describe as logical listeners. absorbed

LABORATORY MANAGEMENT- MIDTERMS PIEDRAVERDE, H. M.