Communicating Frederick Bassig

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CommunicatingCommunicating

Prepared by:

Frederick Bassig




y What Communication is

y Functions of Communication

y The Communication Process

y Forms of Communication

y

The Barriers to Communicationy Techniques for Communicating in Organizations

y Management Information System




The achievement of the objectives of the engineering

organization will depend on the performance of the human

and non-human elements attached to it. The task of

management is to ́ programµ these elements correctly so

that each will respond accordingly to their assigned tasks.

Standard programming methods have already been adapted

by technologists for most machines and equipment.



What Communicating isWhat Communicating is

Morris Philip Wolf and Shirley Kuiper define communication as

´a process of sharing information through symbols, including words

and message.µ

Communication may happen between superior andsubordinate, between peers, between a manager and client or

customer, between an employee and a government representative. It

may be done face-to-face, or through printed materials, or through

an electronics device like the telephone, etc.In management, communication must be made for a purpose

and because it has a cost attached to it, it must be used effectively.



Functions of CommunicationFunctions of Communication

1. Information Function

2. Motivation Function

3. Control Function

4. Emotive Function



Information FunctionInformation Function

Information provided through communication may

be used for decision-making at various work levels in

the organization. A construction worker, for instance,

may be given instructions on the proper use of certain

equipment. This will later provide him with a guide in

deciding which equipment to use in particularcircumstances.



Motivation FunctionMotivation Function

Communication is also oftentimes used as a

means to motivate employees to commit

themselves to the organization·s objectives.



Control FunctionsControl Functions

When properly communicated, reports,

policies, and plans define roles, clarify duties,

authorities and responsibilities. Effective

control is, then, facilitated



Emotive FunctionEmotive Function

When feelings are repressed in the organization,

employees are affected by anxiety, which, in turn, affects

performance. Whatever types of emotions are involved,

whether satisfaction, dissatisfaction, happiness, or bitterness,

communication provides a means to decrease the internal

pressure affecting the individual.



The Communication ProcessThe Communication Process

The communication process consists of eight steps:

1. Develop an Idea

2. Encode

3. Transmit4. Receive

5. Decode

6. Accept

7. Use8. Provide Feedback



Develop an IdeaDevelop an Idea

The most important steps in effective

communication is developing an idea. It is

important that the idea to be conveyed must be

useful or of some value. An example of a useful

idea is how to prevent accidents in workplaces.



EncodeEncode

The next step is to encode the idea into words,

illustrations, figures, or other symbols suitable for

transmission. The method of transmission should be

determined in advance so that the idea may be encoded

to conform with the specific requirements of the

identified method.



TransmitTransmit

After encoding, the message is now ready for

transmission through the use of an appropriate

communication channel. Among the various channelsused include the spoken word, body movements, the

written word, television, telephone, radio, an artist's

paint, electronic mail, etc.



ReceiveReceive

The next step is the communication process is the

actual receiving of the message by the intended receiver.

The requirements is for the receiver to be ready to

receive at the precise moment the message relayed by

the sender.



DecodeDecode

Decode next step, decoding, means translating

the message from the sender into a form that will

have meaning to the recipient. If the receiver knows

the language and terminology used in the message,

successful decoding may be achieved.



AcceptAccept

The next step is for the receiver to

accept or reject the message. Sometimes,

acceptance (or rejection) is partial.



UseUseThe next step is for the receiver to use the

formation. If the message provides information of

importance to a relevant activity, then the receiver

could store it and retrieve it when required. If the

message requires a certain action to be made, then he

may do so, otherwise, he discards it as soon as it is

received. All of the above mentioned options will

depend on his perception of the message.



Provide Feedback Provide Feedback

The last step in the communication process is

for the receiver to provide feedback to the sender.

Depending on the perception of the receiver,

however, this important step may not be made.



The Communication ProcessThe Communication Process

Sender

develops

idea

encodes

RECEIVER

who

receivesmessage

decodes

accepts

or

rejects

thentransmitsmessage

to

then

provides

feedback to



Forms of CommunicationForms of Communication

Communication consists of two major parts:

1. Verbal

2. Nonverbal



Verbal CommunicationVerbal CommunicationVerbal communications are those transmitted

through hearing or sight. These modes of transmission

categorizes verbal communication into two classes:

a. Oral and

b. Written



A. Oral CommunicationA. Oral Communication

Oral communication mostly involves hearing the

words of the sender, although sometimes, opportunities

are provided for seeing the sender·s body movements,

facial expression, gestures, and eye contact. Sometimes,

feeling, smelling, tasting, and touching are involved.



B. Written CommunicationB. Written Communication

The written communication, however, has

limitations and to remedy these, some means are

devised. Perfume advertisers, for instance, lace their

written message with the smell of their products. In the

same light, the now popular musical Christmas card is

an attempt to enhance the effects of the written note.



Nonverbal CommunicationNonverbal Communication

Nonverbal communication is a means of conveying

message through body language, as well as the use of time,

space, touch, clothing, appearance, and aesthetic elements.

Body language consists of gestures, bodily movement,

posture, facial expression, and mannerisms of all kinds.

Nonverbal expressions barriers threaten effective

meaning and it is to the advantage of the communicator to

understand what message are relayed.



The Barriers to CommunicationThe Barriers to Communication

The barriers to communication may be classified generally as:

1. Personal barriers

2. Physical barriers

3. Semantic barriers



Personal BarriersPersonal Barriers

Personal barriers are hindrances to effective

communication arising from a communicator·s

characteristics as a person, such as emotions,

values, poor listening habits, sex, age, race,

socioeconomic status, religion, education, etc.



Physical BarriersPhysical Barriers

Physical barriers refer to interferences to effective

communication occurring in the environment where the

communication is undertaken. The very loud sound

produced by a passing jet temporarily drowns out the

voice of a guest delivering a speech. Such distraction

does not allow full understanding of the meaning of the

entire message and is an example of a physical barrier.



Semantic BarriersSemantic Barriers

Semantic is the study of meaning as expressed

in symbols. Words, pictures, or actions are symbols

that suggest certain meanings. When the wrong

meaning has been chosen by the receiver,

misunderstanding occurs. Such error constitutes a

barrier to communication.



Overcoming Barriers toOvercoming Barriers to

CommunicationCommunicationWhen communication barriers threaten effective

performance, certain measures must be instituted toeliminate them. To eliminate problems due to noise,selective perception, and distraction, the following arerecommended:

1. Use feedback to facilitate understanding and increase thepotential for appropriate action.

2. Repeat messages in order to provide assurance that theyare properly received.

3. Use multiple channels so that the accuracy of theinformation may be enhanced.

4. Use simplified language that is easily understandable andwhich eliminates the possibility of people getting mixed-upwith meanings.



Techniques for Communicating inTechniques for Communicating in

OrganizationOrganization

Communication may be classified as to the types of

flow of the message which are as follows:

1. Downward Communication

2. Upward Communication

3. Horizontal Communication

Each types of message flow has its own purposesand techniques.



Downward CommunicationDownward Communication

Downward communication refers to message flowsfrom higher levels of authority to lower levels. Among the

purposes of downward communication are:

1. To give instruction

2. To provide information about policies and procedures

3. To give feedback about performance

4. To indoctrinate or motivate



Upward CommunicationUpward Communication

There is a need for management to provide

employees with all the necessary material and non-

material support it can give. The first requirement,however, is for management to know the specific needs

of the employees. This is the primary reason for upward

communication.



Horizontal CommunicationHorizontal Communication

Horizontal communication refers to messages sent to

individuals or groups from another of the same organization level

or position.

The purposes of horizontal communication are:

1. To coordinate activities between departments

2. To persuade other at the same level of organization

3. To pass on information about activities or feelings



Management Information SystemManagement Information System

It was mentioned at the beginning of this chapter that

communication may be used to serve the information

function. This means that a way must be devised to allow

the organization to absorb information necessary for

effective decision-making. In this regard, companies of

various sizes have organized systems to gather information

that will be useful to management.



The MIS and its Relation with the DifferentThe MIS and its Relation with the Different

Departments of the OrganizationDepartments of the Organization

Management

Information

System

Personnel

Marketing

Research

andDevelopment

Finance

Manufacturing

Engineering



The Purpose of MISThe Purpose of MIS

1. To provide a basis for the analysis of early warning

signals that can originate both externally and internally.

2. To automate routine electrical operations like payroll

and inventory reports.

3. To assists managers in making routine decisions like

scheduling orders, assigning orders to machines, and

reordering supplies.

4. To provide the information necessary for management

to make strategic nonprogrammed decisions.



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Communicating Frederick Bassig

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