EFFECTIVE COMMUNICATION AT WORKPLACE
YOGESH J
ANIL R
SHAILESH PVIJAYLAXMI S
YOGESH U
1
Communication Flows in an Organization
Internal Downward Upward Lateral Diagonal
External
2
Downward communication
Higher designation to lower designation.
Ex. Boss ordered his worker, via emails & performance reviews.
Shareholders instruct management.
3
Purpose
Sharing Business Goals Providing feedback on employees performance Giving job instructions Communicating the organizations mission & vision
to the employees. Highlighting the areas of attention.
4
Information moves downward
Boss
Issue a memo to late-commer’s
Memo is issue to defaulters
5
Error-free downward communication
Specify communication objective Ensure that the message is accurate, specific &
unambiguous. Utilize the best communication technique to convey
the message to the receiver in right form
6
Upward communication.
Lower designation to higher designation.
Ex. Worker request to his boss.
Purpose Productivity Feedback Promotion Considerations
7
Lateral
Communication that takes place at same levels of hierarchy in an organization.
Types. Horizontal: between same level department. Vertical : between bosses and their employees
(higher and lower levels)
8
It is time Saving It Facilities co-ordination of the task. It Facilities Co-ordination among team members It Provides emotional & social assistance to the
organizational members. It help in solving Various Organizational problem It can also be used for resolving conflicts of a
department with other department or conflicts within a department.
Purpose
9
Diagonal communication.
The path is mixture of vertical and horizontal movement.
In large communications various departments need communication support from each other.
10
The Grapevine
Also called as “backbiting” or “backstabbing”.
Colleague/Employee acts like a friend in public but badmouth you in private.
Grapevine communication is the informal communication network within an organization.
11
External Communication
Communication that takes place between a manager & external groups.
Such as-suppliers, vendors, banks, FI etc. For eg.:- To raise capital the Managing director would
interact with the Bank Manager.
12
TYPES OF TYPES OF COMMUNICATIONCOMMUNICATION
13
Communication Types
14
Verbal communication
Exchange of thoughts or information between two or more people
Effective communication relies on the words used to communicate the message.
15
Types of verbal communication
Oral communication
Face to face, Meetings, Interviews,
Phone calls, Training, Voice mail
16
Types of verbal communication (cntd)
Written communication
Letters Memos Reports E-mail
Resumes Job applications, Notice board
17
Non-verbal communication
Messages without words or silent messages (posture, facial expressions, voicetone, gestures, appearances, eye contact.
Includes all unwritten & unspoken messages, both intentional & unintentional
18
Face to Face Communication
19
Factual Data
20
Good communication Requirements
Clarity
Integrity Timing
Adequacy
21
Why it is necessary?
To control To motivate To balance the needs & goals To inform
Within the organisation Between organisations
To direct To evaluate
22
Balancing Needs & Goals
Organisational Goals Profit Return on investments Employee efficiency Quality goods & services Competitiveness Low absenteeism
Individual Goals Good pay Job security Fringe benefits Scope for initiative &
achievement Challenge Satisfaction
23
Problems Solutions
24
Relevant Employees are not informed/updated Employees Not Receiving Timely Messages
Method need to devised for informing relevant employees, minutes of briefing need to be circulated on regular interval.
Disbursement medium of information is not specific – select relevant medium for communicating with masses.
Expectations are not clear S e t t i n g C l e a r Expectations
No transparency in terms communication maintain transparency in acting with employees Plan for the future is not known/disclosed – discuss plan
Problems Solutions (cntd)
25
Language Problems Affect Communication – Message should be communicated in properly, and acknowledged with employees.
Poor Listening Skills – Let Others speak and you listen.
Misinterpretations/Assumptions/Perception Distance Affects Workplace Communication Lack of Standards – Documentation should be
recorded for official communication Mixing Work & Personal Communications – need to
keep balance in personal and official one
26
Lack of Factual Communication – Find out the responsible defaulters of this communication and should be warned for misleading & disrupting peers
Failure to Disperse Communications Privacy - it should be maintained for safety and
integrity of information and should be done in private.
Attitude/Ego’s – employees should be informed about their role and values in organization,
Lack of Follow Through on upcoming projects – minutes of meeting should be documented and employees should be assigned jobs.
Problems Solutions (contd)
Employees not open with each other – regular employees orientation program should be conducted.
Non-equality in communication – related to hierarchy, suggestion box should be created.
Gossips – it should be discouraged NEO Program (induction) – proper hierarchy
chart created, employees handbook be given.
27
Problems Solutions (contd)
28
29
30
31
32
33
34
35
36
37
38
39
40
41
42
43
44
45
46