Organisation Communication

7/28/2019 Organisation Communication

1/41

ORGANIZATION

An organization or organisation is a social arrangement which pursues

collective goals.

It controls its own performance, and which has a boundary separating ifrom its environment.

Derived from the Greek word (organon) meaning tool.

COMMUNICATION

Essentially a process of sharing information.

ORGANISATIONAL COMMUNICATION

It is a study of the following:

How people communicate within an organizational context.

The influence of, or interaction with organizational structures incommunicating/organizing


2/41

Need for Communication:

Decrease duplication of work and wastedresources.

Decrease market confusion from multiplesolutions to the same problem.

Increased liaison activity between multipleorganizations that are interested in working on thsame problem

Increased participation as interested parties

discover work being done in a field that affectsthem

Increased adoption as interested parties discoversolutions to problems they have.


3/41

COMMUNICATION NETWORK

Wheel communication

Y Communication network

chain communicationCircular communication

Complete connection.


4/41

All subordinates communicatethrough one manager.

WHEEL

CHAIN

Communication takes place only upward a

downward across organization.


5/41

CIRCULAR

A Person can communicate with two

neighbors only.

COMPLETE

Each member communicates with

all other members.


6/41

COMMUNICATION ACROSS

CULTURE:

I nternational communication problems:

Language: different words have different meaning in

different languages or countries.

Nonverbal sings: Shaking head up and down meansNO in Greece and swinging from side to side

means YES.

E.g.: coca-cola in Chinese means bite the head of

a dead pig.

American sign of OK is rude in

Spain and vulgar in Brazil


7/41

Colors: Green: Popular in Muslim countries.

Suggests disease in

jungle-covered countries.

Red: Blasphemous in African

countries.

Product: Campbell soups success in

Britain.Coca-cola had to change taste

of the drink when the Chinese

described it as tasting like

medicines.

Stands for wealth in Britain.


8/41

CHANNELS OF

COMMUNICATION:

ON THE BASIS OF RELATIONSHIP

Formal Communication

Informal Communication


9/41

FORMAL

COMMUNICATION:

Transmission of information in the

formal organisation structure.

Used for the transmission of officialmessages within or outside the

organisation.

Follows the established chain ofcommand.


10/41

ADVANTAGES

/DISADVANTAGES:

Authorised and WellPlanned

In Written

Articulate, Directand has OfficialBacking

Orderly andSystematic

Slow moving andtime consuming

Obstructs a free and

uninterrupted flow ofinformation

Conveyed inimpersonal manner.

Routed through morethan one channel.


11/41

INFORMAL

COMMUNICATION:

Transformation of information on the basis

of relation among people in the

organisation.Officially established chain of command is

not followed.

Expressed in verbal form


12/41

ADVANTAGES/DISADVANTAGES

Gives social

satisfaction to

employees.

Travels faster than

formal

communication.

Effective andpowerful in

reducing stress

Develops rumours

and

misunderstandingUnsystematic

Responsibility for

its origin or flow

of information

cannot be fixed


13/41

ON THE BASIS OF DIRECTION

OF FLOW OF INFORMATION:

Downward Communication

Upward Communication

Horizontal (or lateral) Communication

Diagonal Communication


14/41

DOWNWARD

COMMUNICATION:

Flows from a superior to a subordinate

Line of authority from the top to the

bottom of the organisational hierarchy

Communication can take place in form

of Letters, Orders, Notices.


15/41

ADVANTAGES/DISADVANTAGES:

Policies andorganisational areexplained clearly

Assessment ofperformanceconveyed

Specific directivesof job are entrustedto a subordinate

Long time intransmittinginformation

Lead to overcommunication/undercommunication

Authenticity is lostin long lines ofcommunication


16/41

UPWARD COMMUNICATION:

Flows from a lower level position to a

higher level position

Serves as a feedback

Management is well-informed about the

progress of the work

Consists of Reports, Suggestions,Appeals, Ideas


17/41


Necessary feedback

given to the

management

Valuable information:What the employees

think of the

organisation ?

Opportunity to ventilatethe problems and

grievances

Reluctant to initiate

unless the managers

keep their doors open

Fear of criticism: as asign of personal

weakness

More prone to

distortion


18/41

HORIZONTAL/LATERAL

COMMUNICATION:

Flows in between persons holding equal rank

in the same/different departments

Managers to exchange information/co-ordinatewithout referring to higher level.

Takes place between Two subordinates of the

same superior/Two departmental managers


19/41


Promotes

understanding and Co-

ordination among

various Dept Helpful to resolve

inter-related problems

Speeds-up information

and mutualunderstanding

Potential for conflict/inter

group rivalry-creates sub-

unit orientation

Authoritarianism-bitterness and indignation

among the workers.


20/41

DIAGONAL

COMMUNICATION:Flows between persons holding different

ranks in different departments

Person are neither in the samedepartment nor at the same level of

organisational hierarchy

Increases the organisational efficiency by

speeding up information


21/41

ADVANTAGES:

Increases organisational efficiency by

speeding up information

Very much needed in case of linemanagers-while one delegates

functional authority to line or staff

Communication is shorter and moreeffective


22/41

On The Basis Of Expression

Written Communication;

Verbal Comunication; and

Gestural Comunication.


23/41

WRITTEN

COMMUNICATION.

Transmission of Information through

Written words.

Provides a permanent record for futurereference.


24/41

ADVANTAGES

/DISADVANTAGES

Transmission to

numerous persons.

Permanent record.

Effective.

Lengthy Messages.

Legal Evidence.

Expensive and time

consuming.

Lacks Personal

Touch.

Unsuited sometimes.

Too many

formalities.


25/41

VERBAL

COMMUNICATION

Transmission of communication through

spoken words.


26/41


Effective.

Easy to understand.

Less expensive andquicker.

Flexible and better

understanding.

No Records.

Distortion.

Generatescommunication

gap.


27/41

GESTURAL

COMMUNICATION

It refers to the form of communication

through BODY LANGUAGE.

Facial Expression.

Movement of Hands.

Movement of Lips.

Wink of an Eye.


28/41

On The Basis Of Organizational

Communication.

Internal Communication.

External Communication.


29/41

INTERNAL COMMUNICATION

Exchange of Information Between

Peons and Departments.


30/41

EXTERNAL COMMUNICATION

Transmission of information to

Outsiders.


31/41

Communication Media:

E-mails

Memos

Reports

Business letter


32/41

email

Email refers to electronic transmission of

messages in the form of letters

E il iti


33/41

Keep email brief and to-the-point.

Organize information for on-screenreading.

Create meaningful subject lines.

Include context for the readerSupport message with specific

information.

Avoid email pitfalls.

Understand protocols for addressing,

forwarding, and replying to email.

Choose the correct tone for professional

email.

E-mail writing:

M


34/41

Memo:

A short official note that you write to a

person or to several people, especiallypeople who work with you.

Memorandum

Date:To:From:Subject:

Text of the memo


35/41

The heading segment follows

this general format:

TO: (readers' names and job titles)

FROM: (your name and job title)

DATE: (complete and current date)

SUBJECT: (what the memo is about,highlighted in some way)


36/41

Memo writing:

Introductory greeting

Main Point of Correspondence

Details

Action step (if needed)

Closing

Report:


37/41

Report:

A statement describing what had happened

or describing the state of affairs.

BHARAT MACHINE TOOLS LTD.

10,INDUSTRIAL ESTATE

OKHLA, N.D.

TO: All heads of depts.

FROM: Mr. G. MISHRA

Staff Punctuality and Attendance

--------------------------------------------------------------

--------------------------------------------------------------

--------------------------------------------------------------

--------------------------------------------------------------

G. MISHRAC.C. MANAGING DIRECTOR


38/41

Report writing:

In business, the information provided in

reports needs to be easy to find, and written

in such a way that the client can understandit. This is one reason why reports are

divided into sections clearly labeled with

headings and sub-headings. Technical

information which would clutter the body o

the report is placed in the appendix.


39/41

Format of report

TITLE PAGE

Executive summary

Table of content

Introduction

Body

Conclusion

Reference list

appendix


40/41

BUSINESS LETTER

Identify your aims

Establish the facts

Know the recipient of the letter

Create a sample copy

Decide on physical layout of letter


41/41

THANK YOU

Date post:	03-Apr-2018
Category:	Documents
Upload:	nishant-aggarwal
View:	216 times
Download:	4 times

Organisation Communication

Documents