UNIT-2

1. Managing Organization Communication 2. formal and Informal Communication3. Intrapersonal Communication4. Models for Inter Personal Communication5. Exchange Theory.

Managerial communication is a function which helps managers communicates with each other as well as with employees within the organization.

Communication helps in the transfer of information from one party also called the sender to the other party called the receiver.

1. The message has to be clear and well understood in effective communication.

2. The team members should know what their manager or team leader intends to communicate.

3. helps in the smooth flow of information among managers working towards a common goal.

1. Interpersonal Communication - Interpersonal communication generally takes place between two or more individuals at the workplace.

2. Organizational Communication - Communication taking place at all levels in the organization refers to organizational communication.

Communication is necessary for the exchange of ideas amongst employees within the organization

Managerial communication is essential at the workplace to achieve targets within the desired time frame

Effective communication also reduces duplicacy of work Managers must communicate with their team members

to understand and address their grievances and problems

Managerial communication also helps managers set goals and targets for themselves and organization

Managerial communication plays a crucial role at the times of crisis

Employees feel secure and develop a sense of ownership towards organization

Verbal Communication Written Communication Body Language Organizational Communication Formal Communication Informal Communication Direction of Communication Flow Upward Communication Downward Communication

Individuals need to take care of their body language while communicating. Make sure you exude positive body language while interacting with your fellow workers and team members.

Facial Expressions, Hand movements and Gestures

Do not carry a frown on your face. Smile more often. This way people would love interacting with you and pay attention to whatever you intend to communicate.

Hand movements also play an important role in effective managerial communication. The speaker must not fiddle with things while speaking. It is essential for managers to make an eye contact with team members for the desired impact.

Verbal communication is one of the most common ways of communicating at the workplace

Body Language Facial Expressions, Hand movements and

Gestures Written modes of communication Emails need to be self explanatory with a

relevant subject line Communication also takes place through

circulars and notices.

Partiality and workplace politics are the major barriers to effective communication at the workplace.

Managers must not be partial to any of their team members

As responsible managers one must stay away from nasty politics at workplace.

Listen carefully what the other person has to say before jumping to conclusions

Do not address your team members just for the sake of it. Take care of your pitch and tone.

Do not address employees during lunch hours or when they are about to leave for the day

Prefer not to interact verbally. Do not communicate separately with your team members

as information might not reach in its desired form.

GRAPEVINE

• gossip - noun- light informal conversation for social occasions1. a report (often malicious) about the behavior of

other people2. a person given to gossiping and divulging

personal information about others• gossip - verb -wag one's tongue; speak

about others and reveal secrets or intimacies1. talk socially without exchanging too much

information

Grapevine is an informal communication, unorganized and unofficial channelof communication in an organization. When the formal channels fail or do not work properly and some over-smart people spread rumors, false and irresponsible statement or half-truths in all the directions. It is called communication on the grapevine channel.

• Grapevine communication, information spreads very fast in all directions as this vine of grapes spreads.

• Grapevine means a source of secret information. It is kind of horizontal communication, which takes place within a group, between persons of equal status.

• Grapevine is an integral part of the communication system in an organization. This is the highly sensitive channel as it is a great boon as well as a curse.

The grapevine consists a complex network of informal contacts between the workers at all levels, wherever there are human beings, there is grapevine.

grapevine is the natural activity of workers and denotes a basic human weakness.

The Wheel, The Cluster, The Chain and Free Flow.

In this type of grapevine, one person is predominant. He transmits grapevine to different persons or group of persons. He is at the center and various lines of communication become the stokers of the wheel. Every person in the wheel becomes the causative factor for starting another wheel.

The cluster like grapes, have several groups of people linked together by a cluster or chain of communication.

Chain is the most common pattern in which information passes through a series of people linked together in the organization.

Most of the rumors or idle gossip is spread by random, free flow or haphazard network, which includes a number of people who are not necessarily linked by any organizational thread.

• Grapevine communication brings about a strong bond among peer groups. It develops because of the involvement of the persons connected with an organization. It gives mental satisfaction to the participants and gradually reduces emotional outbursts and reactions. It keeps the employees anticipating and acts as a buffer against Shockwaves. It is fast and can supplement formal channels. It provides informal feedback on the changes contemplated by the Management.

• Grapevine, is definitely dangerous to the health of an organization if allowed to grow without monitoring. Grapevine channel distorts or exaggerates the content of a message. It has the potential to spread unnecessary gossip. It may result in character assassination and personal vilification of individuals. It may provoke sudden unwanted and unexpected reactions from emotionally unstable people.

• Grapevine channels can be moderated but not eliminated. A transparent administration policy, employee-friendly attitude, fruitful peer group meetings, inter-action sessions, parties and outings where all those connected with the organisation participate are some of the strategies to monitor grapevine and use it to the advantage of the organization. Business houses and industries adopt one or several of these strategies to keep grapevine under reasonable control so that it does not degenerate into a rumour mill and promote unwanted gossip sessions among the employees.

Intrapersonal Communication is defined as the communication process within an individual.

The way that society communicates in our complex daily lives may only be understood after we are able to comprehend that communication utterly relies on our particular perceptions.

Self-conception(self-awareness) Belief(true or false, good or bad) Values(right or wrong) Attitude(learned idea of the person and it is generally

consistent with value) Perception(understanding of both within and

outside world) Expectation(futuristic oriented message ) Internal discourse(thinking, concentrating and

analyzing within one self) Solo-vocal(one shouts loudly for clarifying one-

self or rehearsing) Solo-written communication(writing for oneself )

It  is an exchange of information between two or more people. It is also an area of study. Related skills are learned and can be improved. During interpersonal communication there is message sending and message receiving.

Communication is a social process involving understanding and transfer of information from one person to others.

Employees at all levels spend majority of their day communicating

The major skill upon which employees depend is communication

Unless employees can communicate with their fellow employees, boss and supervisors they are doomed to failure as effective managers

Whatever media used employees use 70-90% of their waking hours communicating.

Only too often People do not say what they mean and do not mean what they say.

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The power of idea largely depends on two things.

The swiftness and clarity with which it is received.

The ease with which it is recalled.

WRITTEN COMMUNICATION Includes letters, faxes memos Some experts believe that communicating

with this medium ensures that intended message will reach to the receiver every one will read the same words so everyone will get the same message.

TELECOMMUNICATIONS It includes telephones, intercom and other

voice communication. Can be more effective because they use 45

% of message capability(7 verbal and 37 tonal)

THIRD PARTY COMMUNICATION Worst of four methods. Not only the message coveys the meaning

author intends but also the message may be interpreted differently by the receiver

It leads to ambiguity and confusion.

FACE TO FACE It is the best way to communication in most

cases Offers full range of communication. Sender can impart desired meaning and

receiver can ask questions or ask if clarification is needed.

However the effectiveness of medium depend s on kind of message and characteristics of listener.

GESTURAL COMMUNICATION.This type of communication is done without the

use of speech .Thoughts are communicated through bodily movements.

SENDER OR SOURCE ENCODING CHANNEL DECODING RECEIVER FEEDBACK

WHAT WIFE SAYS TO THE HUSBAND ……….go to the store, lay down

the mulch, wash and wax the car, get the kids to school rent some videos, and finish the rest of dishes

What husbands hearGo blah blah blah lay down blah blah

blah andBlah blah blah get blah blah blahs some

blah blah blah rest.

HOW DOES SALES THINKSWe need 10 more peopleIt will lead to greater salesHence greater profit.HOW DOES HR THINKSWe need to cut sales staff by 10It will reduce costHence increase profit SOLUTIONEffective interpersonal communication

accurate self perception increases the likelihood of accurate interpersonal communication.

realistic perception of others is a key element in solving problems jointly and working with others.

TENDENCIES CAUSING PERCEPTIONAL DISTORTIONS ARE:

Stereotyping-typically classifying a group on basis of a bias

The halo effect-positive impression of someone

Implicit personality theory-assumption that traits go together

THEORY OF BALANCE BY DARWIN There is a tendency to maintain balance in

our body, structure and attitude. In case of imbalance balance is regained

through cooperation with our peers and family.

EMPHATIC LISTENING We are either speaking or preparing to

speak.

Ask…….are we ignoring? Are we pretending? Are we selectively listening? Are we listening attentively? Are we indulging in emphatic listening?

Interpersonal communication cannot make up for ineffective actions or half hearted efforts because

Superficial words could easily be sensed Character and integrity generates trust

and communicates most

Taking responsibility for the every word uttered.

Activating the brain before activating the mouth.

Thinking of the impact words will have.

Apologizing seriously in case of mistakes. Keeping commitments . Attending to little things. Engaging mind before mouth. Criticizing action behavior instead of

personality.

Smile always. Be appreciative. Pay attention. Practice active listening. Bringing people together. Resolve conflicts. Communicate clearly using simple language. Step in others shoes. Avoid complaining.

Exchange theories view social order as the unplanned outcome of acts of exchange between members of society.

It is a social psychological and sociological perspective that explains social change and stability as a process of negotiated exchanges between parties.

Social exchange theory posits that human relationships are formed by the use of a subjective cost-benefit analysis and the comparison of alternatives.

The theory has roots in economics, psychology and sociology. Social exchange theory features many of the main assumptions found in rational choice theory and structuralism

People who are involved in the interaction are rationally seeking to maximize their profits.

Most gratification among humans comes from others. People have access to information about social,

economic, and psychological aspects of their interactions that allows them to consider alternative, more profitable situations relative to their present situation.

People are goal oriented in a freely competitive system. Exchange operates within cultural norms. Social credit is preferred over social indebtedness. The more deprived the individual feels in terms of an

act, the more the person will assign value to it. People are rational and calculate the best possible

means to compete in rewarding situations. The same is true of punishment avoidance situations.

Mate selection research, marital stability research, marital satisfaction research, family violence research, parenting research, role differentiation research, work relationships research, and family relationships research.

1. Rational-choice2. Anthropological-exchange theory.

it is sometimes known, rational-action theory locates the source of order in the personal advantage individuals gain through co-operative exchange.

Can be traced as far back as classical political economy of the eighteenth century.

EX: Adam Smith's theory of the division of labour, expounded at the start of The Wealth of Nations (1776)

claims that both order and the pursuit of individual advantage are effects of the underlying ritual and symbolic nature of the thing exchanged.

has grown out of the fact that market institutions in non-industrialized societies are typically more rudimentary than those found in modern economies. Exchange does exist, but it contains an important element of obligation, whereas market transactions are by definition based on choice.

POWER DEPENDENCE RELATIONS MATRICES

there are two types of power: fate control and behavior control. Fate control is the ability to affect a partner’s outcomes.

Behavior control is the power to cause another’s behavior to change by changing one’s own behavior.

People develop patterns of exchange to cope with power differentials and to deal with the costs associated with exercising power.

These patterns describe behavioral rules or norms that indicate how people trade resources in an attempt to maximize rewards and minimize costs.

There are Reciprocity, Generalized Exchange, and Productive Exchange. In a direct exchange, reciprocation is confined to the two actors. One social actor provides value to another one and the other reciprocates. There are three different types of reciprocity:

Reciprocity as a transactional pattern of interdependent exchanges

Reciprocity as a folk belief Reciprocity as a moral norm

Anthropology Relationships Interracial marriage Business Work settings Citizenship behavior

Emotions produced by exchange are involuntary, internal responses.

Individuals attempt to understand what in a social exchange situation produces emotions

The mode of exchange determines the features of the exchange task and influences the attribution of the emotion produced.

The attribution of emotions resulting from different exchange modes impact the solidarity felt with partners or groups.

Through these emotional processes, networks can develop group properties.

Katherine Miller outlines several major objections to or problems with the social exchange theory as developed from early seminal works.

reduces human interaction to a purely rational process that arises from economic theory.

favors openness as it was developed in the 1970s when ideas of freedom and openness were preferred, but there may be times when openness isn’t the best option in a relationship.

assumes that the ultimate goal of a relationship is intimacy when this might not always be the case.

places relationships in a linear structure, when some relationships might skip steps or go backwards in terms of intimacy.