• What communication Is

• Functions of Communication

• The Communication Process

COMMUNICATING • The Barriers to Communication

• Overcoming Barriers to Communication

Lesson 6
• Techniques for Communicating in Organizations

• Management Information System

 In dictionary, it is the imparting or
exchanging of information or news.

Morris Philip and Shirley Kuiper define

WHAT IS communication as “a process of sharing
information through symbols, including
COMMUNICATION? words and message.”

In management, communication must

be made for purpose and because it has
a cost attached to it, it must be used
effectively.
Information Motivation
Function Function
FUNCTIONS OF
COMMUNICATION
Control Emotive
Function Function
 THE
COMMUNICATION
PROCESS
• Develop an Idea
• It is important that the idea to be conveyed must be useful or of some value.
• Encode
• The next step is to encode the idea into words, illustrations, figures or other symbols suited for
transmission.
• Transmit
• Proper transmission is very important so that message sent will reach and hold the attention of
the receiver. To achieve this, the communication channel must be free of barriers or
interference.
• Receive
• Next step is the communication process of actual receiving of the message by the intended
receiver.
• Decode
• Decoding means translating the message from the sender into a form that will have meaning to
the recipient.
• Accept
• The next step is for the receiver to accept or reject the message.
• Use
• If the message provides information of importance to a relevant activity, then the receiver
could store it and retrieved it when required.
• Provide Feedback
• The last step in communication process is for the receiver to provide feedback to the sender.
VERBAL
• Transmitted through hearing or sight
• Oral Communication
• Written Communication
FORMS OF
NON-VERBAL COMMUNICATION
• Conveying message through body
language (gesture, facial expression
and mannerism of all kinds), as well
as the use of time, space, touch,
clothing, appearance and aesthetics
elements.
 THE BARRIERS TO COMMUNICATION

Personal Barriers Physical Barriers Semantic Barriers

- Hindrances to effective
communication arising
from communicator’s
characteristics as a person.
- Refer to interference to
effective communication
occurring in environment.
-interference with the
reception of a message that
occurs when the message
is misunderstood even
though it is received
exactly as transmitted.
 Use feedback to facilitate understanding and increase the
potential for appropriate action.

OVERCOMING Repeat messages in order to provide assurance that they are

properly received.
BARRIERS TO
COMMUNICATION
Use multiple channels so that the accuracy of the information
may be enhanced.

Used simplified language that is easily understandable and

which eliminates the possibility of people getting mixed-up
with meanings.
 TYPES OF FLOW OF
MESSAGES

Downward communication
refers to message flow from
Downward higher levels of authority to
lower levels.

TECHNIQUES FOR
COMMUNICATING
Upward communication refers
to messages from persons to
IN ORGANIZATIONS
lower-level positions to Upward
persons in higher positions.

Horizontal communication
refers to messages sent to
Horizontal individuals or groups from one
another of the same
organization level or position.
 DOWNWARD COMMUNICATION

• Purposes of downward communication

• 1. to give instructions
• 2. to provide information about policies and procedures
• 3. to give feedback about the performance
• 4. to indoctrinate or motivate

Among the techniques of downward communication are as follows: letters, meetings,

telephones, manuals, handbooks and newsletters.
 UPWARD COMMUNICATION

Among the techniques used in upward communications are:

• Formal Grievance Procedures
• Employee Attitude and Opinion Surveys
• Suggestion Systems
• Open-Door Policy
• Informal Gripe Sessions
• Task Forces
• Exit interviews
 HORIZONTAL COMMUNICATION

The purpose of horizontal communications are:

1. to coordinate activities between departments
2. to persuade others at the same level of organization
3. to pass on information about activities or feelings

Among the techniques appropriate for horizontal communication are: memos,

meetings, telephones, picnics, dinners, and other social affairs.
 Companies of various sizes have
organized systems to gather
information that will be useful to
management.

MIS is defined by Boone and Kurtz as

MANAGEMENT “an organized method of providing
past, present and projected information
INFORMATION on internal operations and external
SYSTEM intelligence for use in decision-
making.”

The MIS currently used by corporate

firms consists of “written and
electronically based system for sending
reports, memos, bulletins and the like.
 THE PURPOSE OF MIS (Wheelen &
Manufacturin Hunger)
g 1. To provide a basis for the
analysis of early warning signals
that can originate both externally
Research and
Finance
and internally.
Development
2. To automate routine clerical
operations like payroll and
MANAGEMENT
inventory reports.
INFORMATION
SYSTEM
3. To assist managers in making
routine decisions like scheduling
orders, assigning orders to
Personnel Engineering
machines, and reordering supplies.

4. To provide the information

necessary for management to
Marketing
make strategic or nonprogrammed
decisions.
 SUMMARY

Communicating is a vital function of the engineer manager.

Organizations cannot function properly without effective
communication. If the required outputs must be realized,
communication must be managed.
Communication is used to served the information function,
motivation function, control function and emotive function.
The communication process consists of various steps namely,
develop an idea, encode, transmit, receive, decode, accept, use, and
provide feedback.
The forms of communication are verbal and non-verbal.
The barriers to communication may be classified as personal,
physical, or semantic. These may be eliminated or minimized by sing
feedback, repeating messages using multiple channels , and using
simplified language.
Communication flows are either downward, upward, or
horizontal.
Management information system are useful means of
communication.
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