8/18/12

Click to edit Master subtitle style

MANAGING COMMUNICATION

8/18/12

What is communication
Communication is the process by which information is transmitted between individuals and organizations so that understanding response results. Communication is an exchange of facts, idea, opinions or emotions by two or more persons.

8/18/12

Functions of communication
Communication

acts to control member behavior in several ways. Organizations have authority hierarchies and formal guidelines that employees are required to follow. Communication fosters motivation by clarifying to employees what is to be done, how well they are doing, and what can be done to improve performance if its subpar. Communication provides a release for the emotional expression of feelings

8/18/12

Contd.
The

source initiates a message by encoding a thought. The message is the actual physical product from the source encoding. The channel is the medium through which the message travels. It is selected by the source, who must determine whether to use a formal or informal channels. Formal channels follow the authority chain within the organization. Personal or social, follow

8/18/12

Directions of communication
1.

2.

Downward Communication: - Its used by group leaders and managers to assign goals, provide job instructions, inform employees of policies and procedures, point out problems that need attention, and offer feedback about performance. Upward Communication: - Upward communication flows to a higher level in the group or organization. Its used to provide feedback to higher-ups,

8/18/12

Methods Of Making Upward Communication More effective

The following techniques are used to promote upward communication in organizations
The Grievance redressal procedure: Click to edit Master subtitle style The grievance procedure enables employees to appeal to management and seek redressal of their grievances Open door policy :- This is an organization policy that allows employees to approach manager at any time & discusses their problems with them.

8/18/12

Participative Techniques :Participative decision making techniques enable employers to obtain inputs from employees. This can be achieve through formal participation programmes like union management committees, suggestion boxes, junior boards & quality circles or through the informal involvement of employees.

8/18/12

Interpersonal communication
1. Oral Communication: - The chief means of conveying messages is oral communication. Speeches, formal oneto-one and group discussions, and the informal rumor mill or grapevine are popular forms of oral communication. The advantages of oral communication are speed and feedback. If the receiver is unsure of the message, rapid feedback allows for early detection by the sender and, hence,

8/18/12

Contd.
2. Written Communication: - The advantage of Written communication is that they are tangible and verifiable. One is forced to think more thoroughly about what he want to convey in a written message than in a spoken one. Thus written communications are more likely to be well thought out, logical, and clear. Its disadvantage is that they are time consuming. Written communication, does not have a built-in feedback mechanism.

8/18/12

Contd.
Lateral

Communication: - Lateral communication is also known as crosscommunication. In lateral communication, managers communicate with people in other departments outside their own chain of command (across the chain of command). Interactive communication: - Foyal suggested the gangplank concept. Horizontal communication is necessary

Benefits of Interactive communication

The

8/18/12

Interactive process has many behavioral implications. Communicating with peers provides social support for an employee Benefits: 1. it is beneficial when communication is necessary between peers involved in tasks that require coordinated efforts. 2. Interactive communication between peers who are not involved in tasks

Main Aims of Interactive communication

Tasks

8/18/12

coordination: - The heads of various departments can meet at regular intervals to discuss how each department can contribute to organizational goals. Problem solving: - The members of a department may get together to brainstorm and solve a common problem. Information sharing: - Employees

8/18/12

Grapevine communication
Grapevine

communication supplements the formal channel of communication and provides information which is not communicated through the latter. It provides information on the unwritten rules of the organization and important management decisions (well before they are implemented).

Types of interactive network

8/18/12

Formal small-Group Networks: - The chain, under the networks of chain, wheel, and all-channel, rigidly follows the formal chain of command. The wheel relies on a central figure to act as the conduit for all of the groups communication. The all-channel networks permits all group members to actively communicate with each other. For example self-managed teams. The effectiveness of each network depends on the dependent variable youre concerned about. The structure of the wheel facilitates the emergence of a leader, the all-channel network is best if you are concerned with having high-member satisfaction, and the chain is best if accuracy is most important.

Cross-cultural communication

8/18/12

Cross-cultural factors clearly create the potential for increased communication problems. Cultural Barriers: a) Barriers which are caused by semantics. The words mean different things to different

8/18/12

Cultural context
A better understanding of these cultural barriers and their implications for communicating across cultures can be achieved by considering the concepts of high-and low-context cultures. High-context Culture: - They rely heavily on nonverbal and subtle situational cues when communicating with others. Communication implies considerably more trust by both parties. Oral agreements imply strong

8/18/12

A cultural Guide
q

Assume differences until similarity is proven : We are less likely to make an error, if we assume others are different from us rather than assuming similarity until difference is proven. Emphasize description rather than interpretation or evaluation :Interpreting or evaluating what someone has said or done, in contrast

8/18/12

Practice empathy :- Before sending a message, put yourself in the recipient's shoes. What are his or her values experiences, and frames of reference about his or her education, upbringing and background that can give you added insight ?

Treat your interpretations as a working hypothesis :- Once you have