Core of organizational communication

Organizational Communication (QASMS) by Dr. Burhan ul Haque

Core Concepts of Communication

ObjectivesPolicyProcedureProcess


Question No. 16

There can be hundreds of objectives of business communication but all are relevant to any of following categories:

1. To understand the business scenario.2. To get people understand the business

scenario.3. To keep business scenario intact.4. To change the business scenario.5. Professional social networking.

Objective Setting

Organizational Communication




B.C.P

1. It is a defined set of rules and regulations to practice in formal communication of an organization.

2. It is required to synchronize all elements and participants of communication process.

3. These are needed to be designed to meet the ultimate organizational objectives keeping in view the profile and responsibilities of its participants.

Business Communication Policy



B.C.P

4. It is just like deciding the route of passengers of a common destination. If the route is pre-decided along with guidelines for unforeseen events, then the efficiency is maximized whereas uncertainty is minimized.

5. In the same way deciding Business Communication Policy (BCP) helps to maximize the efficiency of the process and minimizes outward and inward (upward, downward & parallel) ambiguities and uncertainties.

Business Communication Policy



Option 01:

Business Unit Manager or Sales Manager will have to call directly to every ASM and representative for a stronger grip on business.

Option 02:

Business Unit Manager or Sales Manager will never call directly to any ASM or representative to establish a strong hierarchy.

Option 03:

Business Unit Manager or Sales Manager can call to any ASM/representative but NO APPROVAL CAN BE GRANTED beyond hierarchy.



B.C.Pr

1. If BCP was about deciding the route of journey, procedure of communication is about deciding the speed zones and stop overs.

2. It is a formulated series of orderly actions or steps taken in order to achieve a particular end.

3. It defines antecedent & subsequent steps of communication process.

4. Defined procedure usually improves the efficiency of communication process but sometimes it may act as a psychological barrier.

Business Communication Procedure



Option 01:

All the managers at all hierarchical levels are bound to start calling their team members at sharp 9:00 am irrespective of their location.

Option 02:

ASMs will call their team members at 9:00 after reviewing their tour program, booking supply schedule of their work area, sales versus target of that brick, previous investments (amount & product) and its returns and their objectives of the day.

SM will start calling ASMs at 2:pm to have feedback of his communication with his team, objective setting and objective achievement.

B.U.M will call SM at night to have feedback for his day’s working and for details of his communication with the team.

Any senior hierarchy can call at any hierarchical level for any unusual, highly significant or urgent issue. Caution should be exercised by senior hierarchy for such communications.



B.C.Po

1. Business Communication is a cyclic process which starts and ends at the receiver.

2. It is through the communication process that the sharing of a common meaning between the sender and the receiver takes place.

3. This process can’t get completed until sender of the messages receives feedback of understanding by the receiver.

4. This cyclic process is comprised of seven steps including sender, encoding, message, medium, receiver, decoding and feedback.

Business Communication Process





Sender

1. The sender is an individual, group, or organization who initiates the communication.

2. This source is initially responsible for the success of the message.

3. The sender's experiences, attitudes, knowledge, skill, perceptions, and culture influence the message.

4. "The written words, spoken words, and nonverbal language selected are paramount in ensuring the receiver interprets the message as intended by the sender"

5. All communication begins with the sender.




EXERCISE NO. 1



Encoding

1. The first step the sender is faced with; involves the encoding process.

2. It means translating information into a message in the form of symbols that represent ideas or concepts.

3. This process translates the ideas or concepts into the coded message that will be communicated.

4. The symbols can take on numerous forms such as, languages, words, or gestures.

5. These symbols are used to encode ideas into messages that others can understand.




Message

1. When encoding a message, the sender has to begin by deciding what he/she wants to transmit.

2. This decision by the sender is based on what he/she believes about the receivers knowledge and assumptions, along with what additional information he/she wants the receiver to have.

3. It is important for the sender to use symbols that are familiar to the intended receiver.

4. A good way for the sender to improve encoding their message, is to mentally visualize the communication from the receiver's point of view.




Channel/Medium

1. To begin transmitting the message, the sender uses some kind of channel.

2. The channel is the means used to convey the message.

3. The effectiveness of the various channels fluctuates depending on the characteristics of the communication.

4. The sender should ask him or herself different questions, so that they can select the appropriate channel.




Channel/Medium

i. Is the message urgent?ii. Is immediate feedback needed? iii. Is documentation or a permanent record required? iv. Is the content complicated, controversial, or

private?v. Is the message going to someone inside or outside

the organization?vi. What oral and written communication skills does

the receiver possess? vii. What is the trust level between sender and

receiver?

Questions



Channel/Medium

5. Once the sender has answered all of these questions, they will be able to choose an effective channel.




Channel/Medium

1. Face to face 2. Video Call3. Telephonic call4. Email5. Letter6. Message (Text, WhatsApp etc.)7. Recorded Audio8. Third person human channel

List of Possible Channels



Receiver

1. The receiver is the individual or group of individuals to whom the message is directed.

2. The extent to which this person comprehends the message will depend on a number of factors, which include the following:i. Knowledge of individual about topic.ii. Their receptivity to the message.iii. The relationship and trust that exists

between sender and receiver.




Receiver

3. All interpretations by the receiver are influenced by their experiences, attitudes, knowledge, skills, perceptions, and culture.

4. Receiver decodes the message and its relation to decoding is similar to the sender's relationship with encoding.




Decoding

1. After the appropriate channel or channels are selected, the message enters the decoding stage of the communication process in CPM of receiver.

2. Decoding is conducted by the receiver. Once the message is received and examined, the stimulus is sent to the brain for interpreting, in order to assign some type of meaning to it.

3. It is this processing stage that constitutes decoding.




Decoding

4. The receiver begins to interpret the symbols sent by the sender, translating the message to their own set of experiences in order to make the symbols meaningful.

5. Successful communication takes place when the receiver correctly interprets the sender's message.




Feedback

1. Feedback is the final link in the chain of the communication process.

2. After receiving a message, the receiver responds in some way and signals that response to the sender.

3. The signal may take the form of a spoken comment, a long sigh, a written message, a smile, or some other action.

4. "Even a lack of response, is in a sense, a form of response".




Feedback

5. Without feedback, the sender cannot confirm that the receiver has interpreted the message correctly.

6. Feedback is a key component in the communication process because it allows the sender to evaluate the effectiveness of the message.

7. Feedback ultimately provides an opportunity for the sender to take corrective action to clarify a misunderstood message.




Feedback

8. Feedback plays an important role by indicating any misinterpretations; which may happen due to: i. Differences in backgroundii. Different interpretations of wordsiii. Differing emotional reactions




Question & Answers

Date post:	22-Jan-2018
Category:	Business
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