Date post: | 14-Jan-2015 |
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PRANAB SARKAR
Communication"Communication is the transfer of information from one person to another person. It is a way of reaching others by transmitting ideas, facts, thoughts, feeling sand values.“
- Newstrom and Davis._________________________________________________________
Communication is the process by which two or more persons come together to exchange ideas and understanding amongst themselves.’
Koontz and O’Donnell
Why Communication?
INDIVIDUALS
To share knowledge and information
To present ideas To influence others To build relationships To express emotions
GROUPS
To achieve common goals To ensure effective
completion of a task To reach a common
understanding To share common values/
systems To build relationships
Communication in industry
• Organizational Goals• Share Information• Task Directives• Result of Efforts• Decision Making• Achieve• Coordinated • Action
Channels of communication
Formal communicati
on Downward
communication Upward
communication Horizontal
communication Diagonal
communication
Informal communicati
on Grapevine NetworkFree-flow
communication Circular
communication Chain
communication Wheel
communication
Downward communication Upward communication
Managing director
Finance Manager
Production Manager
Accounts
officer
Factory Manag
er
Internal
auditor
Store Manag
er
Accountant
foreman
Accountant Clerks
Store Keeper
foreman
Worker Worker
Accountant Clerks
Diagonal communication
Downward communication Upward communication
Horizontal communication
Modes of CommunicationTypes Examples Usefulness
Written Letters, Memos, Reports, etc.
It is relatively permanent and accessible.
Oral Conversations, Interviews, Phone calls, Speeches, etc.
It is the easiest when one needs to communicate urgently.
Kinesics Facial expressions, Gestures, Actions, Tone, Posture, etc.
Body unconsciously does 90% of communication.
FORMAL COMMUNICATION Communication takes place through the formal channels of
the organization structure along the lines of authority established by the management.
Such communications are generally in writing and may take any of the forms; policy; manuals: Procedures and rule books; memoranda; official meetings; reports, etc.
Advantages & Disadvantages of Formal Communication:
The advantages of formal communication are: They help in the fixation of responsibility and Maintaining of the authority relationship in an organization.
The disadvantages of formal communication are: Generally time consuming, cumbersome Leads to a good deal of distortion at times.
INFORMAL COMMUNICATION Communication arising out of al those channels of
communication that fall outside the formal channels is known as informal communication.
Built around the social relationships of members of the organization.
Informal communication does not flow lines of authority as is the case of formal communication.
It arises due to the personal needs of the members of n organization.
At times, in informal communication, it is difficult to fix responsibility about accuracy of information. Such communication is usually oral and may be covered even by simple glance, gesture or smile or silence.
Formal communication channels flow in four directions::
Downward communication Upward communication Horizontal communication Diagonal communication
Downward Communication : Downward Communication Downward communication involves, flow of communication from higher level to the lower levels.
Upward Communication: Upward Communication Upward Communication flows from lower levels to the higher levels of the organization.
Horizontal Communication : Horizontal Communication Horizontal Communication is information exchange between departments as means of coordinating their activities. It occurs across the same level.
How to be effective in communication
Who to communicate
What to communicate
When to communicate
Whom to communicate
Media for communication
Communication Process
SENDERSENDEREncodingEncoding DecodingDecoding
RECEIVERRECEIVER
MediaMedia
Message
FeedbackFeedback ResponseResponse
NoiseNoise
Barriers to communication
o Organizational Barrier
o Psychological Barriers
SemanticBarriers
Physical Barrier
Personal Barrier
Psychological Barriers
• Premature evaluation
• Lack of attention
• Loss by transmission and poor retention
• Distrust
Semantic Barriers
• Badly Expressed Message
• Symbols with different meanings
• Faulty translation
• Unclarified assumption
• Technical Jargon
• Body Language and gestures decoding
Personal Barrier
• Fear of challenge to authority
• Lack of confidence by superior in his subordinate
• Unwilling to communicate
• Lack of proper incentive
Organizational Barrier
• Organizational Policy
• Rules and regulation
• Status• Complexity in
organization structure
• Organizational facilities
Thank You