Communicatio

n
Presented by:

Tahira Batool
Hina Khalid
Arfa Altaf
Nazneen Aslam

The process of transmitting information

from one person to another.
The world communication means the
act or process of giving or exchanging of
information, signals, or messages as by talk,
gestures or writing. Technically speaking in
the act of communication, we make opinions,
feelings,
information
etc
known
or
understood by others through speech,
writing or movements.

The process of sending a message in

such a way that the message received is as
close in meaning as possible to the message
intended.

Problems
in
communication:
Problems arise due to
Convention of meanings
Perception of reality
Values, attitude and beliefs

effective

A key element in
effective
communication
is
the
distinction between data and information

Raw figure and facts reflecting a single aspect of

reality.
e.g. The fact a plant has 35 machines, that each
machine is capable of producing 1000 units of
out put per day, that current and projected future
demand for the unit is 30,000 per day and that
workers sufficiently skilled to run the machines
make $ 5per hour are data.

Data presented in a way or form that has

meaning. Information is useful if it is
accurate timely, complete and relevant.
We can deduce the information as that
the plant has excess capacity and is
therefore incurring unnecessary cost. So
information is important for manager and
provides a basis for action.

1. The beginning: A message sent

2. Entry in the sensory world
3. Detection by the senses
4. The filtering process
5. Formation and sending of the response
6. The cycle repeated

The process begins when the sender

communicates
encodes
a
message
through carefully selected medium to the
receiver. Message could be in any form
gestures, facial expressions drawings,
written or spoken worlds.

The message arrives in receivers sensory

world through some carefully selected
medium / channel.

The senses pick up the message and

sends it to the brain

The brain filters the message through all

its contents i.e. knowledge, emotions,
biases etc and gives it a unique meaning
(decodes)

This
meaning
may
trigger
a
response, which the mind then forms
(encodes) and then sends to the receiver.

Within the receiver, the process above is

repeated. This process continues cycle
after cycle as long as people want to
communicate.

Communication is most used skill in almost

every job. It is essential to build trust and
team
work
among
employees.
Good
communication skills are vital for your
success
in
organization,
how
you
communicate your accomplishments to
others is the reflection of quality of your
work. Good communication is necessary in
order to continually apply research findings
and business finding. In an organization it is
a vehicle to which the management perform
its basic functions.

Following
are
the
forms
communication in organization
1.Interpersonal communication
2.Internal operational communication
3.External Operational Communication
4.Communication in networks
5.Formal Communication in organizations
6.Informal communication in organization

of

Interpersonal communication generally

takes any of two forms which are as
follows
a)Oral communication
b)Written communication

Oral communication takes place in face to

face conversation, group discussions,
telephone calls, and other circumstances
in which the spoken word is used to
meaning.

It promotes prompt feed back and inter

change in the form of verbal questions or

agreements,
facial
expressions
and
gestures.
It is easy and needs less technical details
It has conversational nature with shorter
words and sentences.

It

may suffer from the Problems of

inaccuracy if the speaker chooses the
wrong words to communicate
Noise may disrupt the process
There is no permanent record of what has
been said.

Written communication includes Memos,

letters,
reports,
notes,
and
other
circumstances in which the written word is
used to transmit meaning

This medium is more formal with focus on

contents
It is accurate and provides permanent
record of the exchange
In case of written communication these is
a possibility of review

It brings delayed feedback and inhibits

interchange
It is more difficult and time consuming
than oral communication
If there is a misunderstanding, it may
takes sixxeral days to be recognized

work related communication that occurs

in conducting work within a business is
called
internal
operational
communication. It occurs among the
business workers that is done to
implement the business operating plan. It
takes many forms; as. It includes orders
and instructions as well as oral exchanges
among workers.
It includes reports and e-mail messages

Work related communication with people and

groups outside the business is called external
operational communication such as personal
selling, telephoning advertising and writing
messages.
This
is
the
businesss
communication with its publics, suppliers,
service companies customers and the
general publics in todays complex business
society, businesses depend or each other in
the production and distribution of goods and
services.

A communication net work is a pattern through which

the members of a group or team communicate. There
are five basic types of communication networks.
These net works vary in terms of information flow,
position of the leader and effectiveness for different
types of task
These networks
i.Wheel Network
ii.Y Network
iii.Chan Network
iv.Circle Network
v.All channel network

Wheel is the most centralized network

because one person receives and
disseminates all information. The central
person mostly happens to be the group
leader.

The Y pattern is slightly less centralized.

In this pattern two persons are close to
the center.

Chain Network

The chain offers a more even flow f

information among members, although two
people. (the ones at each end) interact with
only are other person.

This path is closed in the circle pattern and

offers even flow of information. It is relatively
decentralized flow

All channel Network

All
channel
network
is
the
most
decentralized pattern. It allows a free flown
of information among all group members.

Formal communication in organizations is

of two forms
i.Vertical communication
ii.Horizontal communication

Communication that flows up and down the

organization usually along formal reporting
lines; it takes place between managers and
their subordinates and may involve several
different levels of the organization. Two-way
in
nature
that
is
give
and
take
communication with active feed back is
generally likely to be more effective than one
way communication. Vertical communication
consists
of
upward
and
downward
communication.

Consists of messages from subordinates

to superiors. The typical content of upword
communication
is
requests,
information that the lower-level manager
thinks is of importance to higher level
manager, responses to requests from the
higher
level
manager,
suggestions,
complaints and financial information.

Occurs when information flows down from

superiors to subordinates. The typical
content of downward communication is
the assignment of new responsibilities,
performance feed back and general
information that the higher level manager
thinks will be of value to lower level
manager.

Communication that flows laterally within the

organization: it involves colleagues and peers
at the same level of organization and may
involve individuals from several different
organizational units. It facilitates coordination
among interdependence units. Horizontal
communication can also be used for joint
problem
solving.
Finally
horizontal
communication play a major role in work
teams with members drawn from several
departments.

Common forms of informal communication in organization

include
i.The Grapevine
ii.Non verbal communication

The Grapevine

An informal communication network among people in an

organization grapevine are found in all organizations
except the very smallest. The grapevine may be between
75% and 95% accurate, specially when the information is
based on fact rather then speculation.
Informal communication in increasing in organization for
basic persons.
One contributing factor in the recent increase in merger,
acquisition and takeover activity. Because such activity
greatly affects people within an organization.
Second major factor in that as more and more
corporations move facilities from inner cities to suburbs,
employees intend to talk more to each other and less to
others outside the organization.

There are three kinds of non verbal

communication practiced by managers.
Images
Settings
Body Language

Images
Images are the kinds of words people
elect to use to give emphasis

Setting
The setting for communication also plays
major role in non verbal communication.
These are the symbols of power in
organizations. The size and location of an
office, the kinds of furniture in the office,
and the accessibility of the person in the
office all communicate useful information.

A third form of non verbal communication

is body language. The distance we stand
from someone as we speak has meaning.
Other kinds of body language include
body and arm movement, pauses in
speech and mode of dress.

In
view
of
the
importance
and
pervasiveness
of
communication
in
organizations, it is vital for managers to
understand
how
to
manage
the
communication process. Mangers should
understand how to maximize the potential
benefits of communication and minimize
the potential problems.

Several
factors
may
disrupt
the
communication process or serve as
barriers to effective communication.
Barreirs can be of two types as follows:

Barriers to
Communication
Individual
Organization
Barriers

Conflicting or

inconsistent signals
Lack of credibility
Reluctance to
Communicate
Poor listening habits
Predispositions about
the subject

Barriers
Semantics
Status or power

differences
Different Perceptions
Noise
Overload
Language differences

Several individual barriers may disrupt

effective communication.

1.Conflicting or inconsistent

signals

One common problem is conflicting or

inconsistent
signals. A manager is
sending conflicting signals when she says
on Monday the things should be done one
way, but then prescribes an entirely
different procedure on Wednesday.

2. Lack of Credibility
Credibility problems arise when the sender is
not considered a reliable source of
information. He may not be trusted or may
not be perceived as knowledgeable about the
subject at hand.

3. Reluctance to communicate
Some people are simply reluctant to initiate a
communication exchange. This subordinates
about an impending budget cut because he
knows they will be unhappy about it.
Likewise, a subordinate may be reluctant to
transmit information upward for fear of
reprisal or because it is felt that such an
effort would be futile.

4. Poor listening habits

Poor listening habits can be a major barrier
to effective communication. Some people are
simply poor listeners. When someone is
talking to them, they may be daydreaming,
looking around, reading, or listening to
another conversation. Because they are not
concentrating on what is being said, they
may not comprehend part of the message.

5.
Predispositions
subject

about

Receivers
may
also
bring
certain
predispositions
to
the
communication
process. They may already have their minds
made up, firmly set in a certain way.