Download The function of communication

Communication in an
organization
What is Communication?
The First One of the defining feature of
Communication is the sharing of information
with other people.
The second defining feature of communication
is the reaching of a common understanding.
Draft For Discussion Only
• What are the key barriers in Communication- sharing
information between two or more common individuals or
groups, in an organization?
The function of communication
There are 4 important functions of communication:
Providing knowledge
about company goals, how
to perform a job, standards
for acceptable behavior,
needed changes, and so on
Expressing feeling
and
emotions such as positive
and negative moods,
excitement, and anger
Function
of
communication
Controlling and coordinating
group activities-for example
by producing social loafting,
communicating roles, rules,
and morns, and avoiding
duplication of effort.
Motivating organizational
member- for example,
by determining valences,
raising expectancies and
instrumentalities, assigning
specific and difficult goals,
and giving feedback.
1-Providing knowledge Function
A basic function of communication is to give members
of the organization the information they need to do
their jobs effectively by providing knowledge about,
for example, ways to perform tasks and the decision
that have been made.
The importance of communication is most apparent
when and employee has just stared a new job.
2-Motivating Organization Function
Motivation is a key determinant of performance in
organization, and communication playd a central role in
motivating members of an organization to achieve their goals.
The only way that a manager can determine the valence of
difference outcome for any given employee is by talking and
listening to the employee to find out what the employees
wants.
likewiswe, manager need to communicate with employees to
assure them they are capable of performing at high levels and
will be rewarded for doing so.
3-Controlling and coordinating group
activities function
Group and organization exert control over their members
by regularly communicating information about roles, rules,
and norms to them. similarly, as the interdependence between
group members increases, the need for communication to
coordinate their efforts in order to achieve group goals also
increase.
For example, communication can help to eliminate dublication
of effort in a team and to prevent one poorly performaning
members from keeping the other members from achieveing
the group’s goals.
4-Expressing feeling and emotions function
One of the most importance function of communication is to
allow people to express their feeling and emotions. The feeling
and emotion can be general or specific and can orginate from
inside or outside the workplace.
Often individuals and groups can better achieve their goals if
they can communicate theirs moods to others.
The communication of moods and emotions helps organizational
members understand each other, and when people understand
each other, they are better able to work together to perform
well and achieve their goals.
Organizational Communication Network
It is an organization chart that summarize the formal
reporting relationships in an organization reflect are type
of organization communication network formal reporting
relationships emerge from the chain of command
established by an organization hierachy. Which
subordinates report to a given supervisor to whom that
supervisor reports, and so on, up and down the chain of
command.
Simple Chart
Director
Manager
Subordinate
Manager
Subordinate
Manager
Subordinate
The Communication Process
Massage
Sender
Decoding by sender
(now receiver)
Encoding
Medium
Receiver
Noice
Medium
Feedback loop
Decoding by receiver
Encoding
Massage
The medium is the means of communication which an encoded
massage is transmitted to a receiver.
Verbal communication: The sharing of information by means of
words, either spoken or written.
Nonverbal communication: The sharing of information by
means of facial expressions, body language, and mode of dress.
The receiver's attention is more likely to be gained if the
sender uses a combination of institutionalized means using
two or more sensory channels.
When applying the multi-medium/channel concept to real
situations, you need to consider the three basic
institutionalized
means and a minimum of two of the sensory channels,
specifically sight and sound.
Endcoding is stanslating the information and maggage into
words,symbols or images that the recipient will understand.
For communication to be effective, the sender must
translate the massage into a form that the receiver can
understand.
Jargon: specialized terminology or language that members of a
group develop to aid communication among themselves. Massage
Encoded with jargon can lead to effective communication when
senders and receivers are member of the same occupation or
profession, but if they are not in the same occupation or
profession the use of jargon leads to ineffective communication.
Decoding: lastly, the receiver translates the words or symbols
into a concept or information that he or she can understand.
When massage are ambiguous, the recever may have difficulty
with decoding.
Feedback loop in the communication process can be just as
important as the initial transmission of the massage because
it comfirm that the massage has been received and properly
understand.
Noice is anything that interferes with the communication
Process. Noice can include the use of jargon, poor hand
writting, a brokend answering machine, a heavy workload,
that prevents receiver from reading a written report, a
receiver bad mood resulting in the misintepretation of
a massge, or the operation of perceptual biases.
Barriers to Effective Communication
Filtering And Information Distortion
 Filtering occurs when senders withhold
part of a message because they think the
receiver does not need the information or
will not want to receive it. (information)
Filtering and
Information
distortion
Differences in
Cross-cultural
Linguistic styles
Poor
listening
Barriers to
Effective
Communication
Lack of or
Inappropriate
feedback
Workforce
diversity
Rumors
And the
grapevine
Information Distortion The change in
meaning that occurs when a message
travels through a series of different
senders to a receiver.
Poor Listening is responsible for many
communication problems in organizations. (Many
people enjoy talking more than they enjoy listening)
Lack of or inappropriate feedback
Sometimes communication breaks down
because receivers either fail to provide
feedback or provide feedback in an
inappropriate manner.
 Differences In Cross-Cultural
 Linguistic style is a person’s characteristic way
of speaking including tone of voice, volume,
speed.
 In Cross-cultural communication difficulties
such as these can be overcome by
understanding cross-cultural differences in
linguistic styles. Cross-cultural differences is
also often helpful because these differences
are often linked to differences in linguistic
styles.
 Rumors and the grapevine
 Rumors Unofficial information on topic that
are important or interesting to an organization’s
members.
Managers can’t discount the power of the
“grapevine” to spread rumors. Sometimes the
rumors aren’t accurate. In other case, however,
they provide legitimate. information to
employees that managers could have provided.
 Grapevine A set of informal communication
pathways through which unofficial information flows.
Selecting an Appropriate Communication
Medium
• Experience demonstrate that sharing information
to reach a common understanding is often more
difficult than it appears.
• Choosing the right communication medium for
any given message can help ensure that a
message is received and properly understood.
• We explore these issues and the implication of
advances in information technology for
communication in organization.
INFORMATION RICHNESS
• The amount of information they can
carry and the extent to which they
enable senders and receivers to reach a
common understanding.
Face-to-Face Communication
• Is the medium highest in information richness for at
least two reasons. The first that it provides the
receiver not only with a verbal message but also with
a nonverbal message conveyed by the sender’s body
languages and facial expressions. The second
receivers to give senders instant feedback.
Verbal Communication Electronically Transmitted
Is electronically transmitted over telephone lines is the
communication medium next highest in information richness.
High
Face-to-face
communication
Moderate
Verbal
Communication
Electronically
transmitted
Personally
Addressed
Written
communication
Low
Impersonal
Written
communication
USING NEW INFORMATION
TECHNOLOGY
Recent advances in information technology
(IT) not only have given members of
organizations new ways to communicate
with each other but also timely access to
more information than ever before.
Despite these problems, IT has the potential
to significantly reduce the costs of
communicating information.
Intranets.
• Communication information technology
advances such as the Internet have also
dramatically altered the nature of
communication in almost all organizations.
• Internet that provide file and data transfer
together with electronic mail functions for
millions of users around the world.
• IBM (International Business Machine) the
largest Computer Company in the world,
developed the first PC based on the Intel
processor.
•
Characteristics
of
the
As you might expect, messages are
senders
always more persuasive
when they are
sent form those people who are
credible, meaning that the receiver that
the sender is in a position to know what
the appropriate objective is.
• People who are able to persuade others
also often possess good speaking and
listening skills.
Active Listening.
• Is an important ingredient of persuasive
communication.
• Active listeners pay attention not only to the
words that are being said.
• Active listeners also try to show interest and
ask questions to solicit more information
from the sender than perhaps he or she
ever wanted to reveal.
Content of the Message.
• That is information and arguments it
contains, is also a crucial ingredient in
the communication process.
Method of Communication
• In general, face-to-face communication
and telephone conversation offer the
greatest facility for persuasive
communication.
Characteristics of the
Receiver
• What about the receiver?
•
Because in any influence attempt a
receiver upon replying becomes a sender,
much of the preceding information applies
to receivers, too.
Devil’s advocate
• A person willing to stand up and
question the beliefs of more powerful
people that a planned course of action
is flawed.
Thank you.