Shahzeb Khan

Communicating Successfully in
Organizations
Shahzeb Khan
Basic forms of communication
Non-verbal
Communicating without
words.
Conveying meaning
more accurately.
Verbal
Speaking
Reading & writing
Listening.
Internal
Exchange ideas and
information within an
organization.

External
Exchanging ideas and
information with
outsiders.
Shahzeb Khan
Effective Communication
Communication is the process of sending and
receiving messages.

It is effective only when people
Understand one another
Stimulate others to take action
Encourage others to think in new ways.
Shahzeb Khan
Organizational Benefits.
Increase in productivity.
Anticipate problems.
Make decisions.
Coordinate workflow.
Supervise others.
Develop relationships.
Promote products.
Shape impressions.
Understand needs of stakeholders.
Shahzeb Khan
Internal Communication
Formal Channels

Are defined by
organizational
structure.

Carry information up,
down, across, the
organization.
Informal Channels

Are defined, it reflects
the actual practice
inside an organization.
Have no reliable path of
information flow; called
grapevine.
Shahzeb Khan
Formal Internal Communication
Network.
Downward.

Supervisor
To staff.
Upward.

Staff to
Supervisor.
Horizontal.

Department to Department
Shahzeb Khan
Communication Barriers
Communication barriers exist
Within the person
Between the people,
And within the organization

These barriers do affect the communication
process.
Noise is an interference that in the
communication it distorts or obscures
senders meaning.
Shahzeb Khan
Communication Barriers
(within the person)
Indecision about the message content.
It is difficult to convey the right thing when you know too
little or too much about the subject.

Lack of familiarity with the situation or the receiver.
Content, size, organization, and tone of the message
depends upon the situation.

Difficulty in expressing ideas
Lack of experience in writing and speaking affects a person
from developing effective messages.
Shahzeb Khan
Communication Barriers
(within the person)
How to overcome these barriers?
Include only the information in the message that
is useful for your audience.
Organize it in a way that encourages its
acceptance by the audience.
Ask why you are preparing the message and for
whom you are preparing the message.
An inability to put thoughts into words can be
overcome through study and practice.

Shahzeb Khan
Communication Barriers
(Between People)
Differences in perception of reality
Incorrect filtering
Poor listening
Language problems
Different emotional stages
Different backgrounds
Cultural differences
Physical differences

Shahzeb Khan
Communication Barriers
(Between People)
Differences in perception of reality.
Perception is our individual interpretation of the
world around us.
Our mind organizes the information collected
through thoughts, sounds, and sights into a
mental map, which represents our perception.
No two maps by two individuals are alike.
How to overcome these?
Adapt our message
Do not apply the same solution to every problem.

Shahzeb Khan
Communication Barriers
(Between People)
Incorrect Filtering
It is screening out or abbreviating information
before passing the message on to someone else
There maybe many filters between you and the
receiver:
Secretaries, assistants, receptionists, etc
How to overcome this?
Eliminate as many intermediaries.
Decrease the message distortion by condensing
the message to bare essentials.
Shahzeb Khan
Communication Barriers
(Between People)
Poor listening
The most common barrier to message reception is simply the
lack of attention on the receivers part
Listening ability decreases when
The information is difficult to understand
The information has little meaning for audience
How to Overcome this?
Verify your interpretation of what is being said (by
paraphrasing what you have understood)
Resist jumping to conclusions
Clarify information by non threatening questions
Try to listen without interruptions
Shahzeb Khan
Communication Barriers
(Between People)