OBJECTIVES AND IMPORTANCE

OF COMMUNICATION

WHAT IS
COMMUNICATION?

Objectives and Goals

of Communication

According to John G. Clover:

(1) To keep employees

well-informed

(2) To provide employee

with proper orders and
instructions in relation
with their duties and
responsibilities

3) To gather information from employee

who may help management in decision
making processes.
(4) To make every employee interested i
his/her job and enjoy working in the
company in general.
(5) To express managements interest an
satisfaction in its personnel.

6) To reduce fast turn-over of personnel.

7) To motivate employees with the will to

ork and with the benefits obtained from
their employment with the company.

(8) To instill every

employee with
personal pride and
joy being a part of
the company.

The Importance
of Communication
According to M.U. Qureshi:

(1) Effective communication

cilitates efficient functioning
of the enterprise.

(2) Effective communication

ensures proper
planning.

(3) Effective communication

facilitates sound decision
making.

4) Communication is at the very heart of

the process of organizing.

5) Communication ensures effective

staffing.

6) Communication is essential for leading

people.
(7) Communication enhances motivation
and morals.

8) Communication facilitates good

coordination.

) Effective control requires sound

communication system.

10) Effective communication promotes

emocratic management of
rganization.

11) Effective
communication
ensures sound human
and industrial relations

(12) Effective communicatio

promotes goodwill, understanding and the good
image of the organization

3) Effective communication avoids illusio

d ignorance.

4) Effective communication facilitates or

zational change.

) Effective communication ensures prope

planning.
) Effective communication facilitates sou
decision making.
) Communication is at the very heart of
the process of organizing.

Communication ensures effective staffin

) Communication is essential for leading

people.
7) Communication enhances motivation
and morals.

The succes of all managerial functions

depends on successful communication.
-Haimman

Categories
Categories of
of
Communication
Communication
BY:
BY:MARK
MARKEDGAR
EDGARS.
S.DE
DELA
LATORRE
TORRE

Upward
Upward
communication
communication
When
a
subordinate
communicates
When a subordinate communicates
directly
directlyto
tohis
hissuperior
superioror
orsupervisor.
supervisor.

Downward
Downward
communication
communication
When
a
superior
or
supervisor
When a superior or supervisor
commu
communicates
nicatesdirectly
directlyto
tohis
his
subordinates.
subordinates.

On-the-same-level
On-the-same-level
When a supervisor or an executive communicates
When a supervisor or an executive communicates
directly with other people or executives on the
directly with other people or executives on the
same level as his in the organization.
same level as his in the organization.

Diagonal
Diagonal
When a supervisor and a subordinate not under
When a supervisor and a subordinate not under
him communicate to each other, as a production
him communicate to each other, as a production
man communicating with the marketing manager
man communicating with the marketing manager

Ten
Ten Commandments
Commandments of
of
Good
Good Communication:
Communication:

1. Seek to clarify your ideas before

1. Seek to clarify your ideas before
communicating:
communicating:
The more systematically we analyze the
The more systematically we analyze the
problem or idea to be communicated, the
problem or idea to be communicated, the
clearer it becomes. This is the first step
clearer it becomes. This is the first step
toward effective communication. Many
toward effective communication. Many
communications fail because of inadequate
communications fail because of inadequate
planning. Good planning must consider the
planning. Good planning must consider the
goal and attitudes of those who will receive
goal and attitudes of those who will receive
the communication and those who will be
the communication and those who will be
affected by it.
affected by it.

2. Examining the true purpose of each

2. Examining the true purpose of each
communication:
communication:
Before you communicate, ask yourself what you
Before you communicate, ask yourself what you
really want to accomplish with your message-really want to accomplish with your message-obtain information, initiate action, change
obtain information, initiate action, change
another person's attitude. Identify your most
another person's attitude. Identify your most
important goal and then adapt your language,
important goal and then adapt your language,
tone and total approach to serve that specific
tone and total approach to serve that specific
objective. Don't try to accomplish too much with
objective. Don't try to accomplish too much with
each communication. The sharper the focus of
each communication. The sharper the focus of
your message the greater its chances of success.
your message the greater its chances of success.

3. Consider the total physical and human setting whenever

3. Consider the total physical and human setting whenever
you communicate:
you communicate:
Meaning and intent are conveyed by more than words
Meaning and intent are conveyed by more than words
alone. Many other factors influence the overall impact of a
alone. Many other factors influence the overall impact of a
communication and the manager must be sensitive to the
communication and the manager must be sensitive to the
total setting in which he communicates. Consider for
total setting in which he communicates. Consider for
example, your sense of time, i.e.; the circumstances under
example, your sense of time, i.e.; the circumstances under
which you make an announcement or render a decision,
which you make an announcement or render a decision,
the physical setting--whether you communicate in private,
the physical setting--whether you communicate in private,
for example, or otherwise, the social climate that pervades
for example, or otherwise, the social climate that pervades
work relationship within the company or a department and
work relationship within the company or a department and
sets the tone of its communications; custom and part
sets the tone of its communications; custom and part
practice--degree to which your communications conform
practice--degree to which your communications conform
to, or depatr from the expectations of your audience. Be
to, or depatr from the expectations of your audience. Be
constantly aware of the total setting in which you
constantly aware of the total setting in which you
communicate. Like all living things, communication must
communicate. Like all living things, communication must
be capable of adapting to its environment.
be capable of adapting to its environment.

4. Consult with other, where appropriate, in planning

4. Consult with other,
where appropriate, in planning
communications:
communications:
Frequently it is desirable or necessary to seek the
Frequentlyofitothers
is desirable
or necessary
to seek the
participation
in planning
a communication
or
participation
of others
in planning
or
developing
the facts
on which
to base a
it.communication
Such consultation
developing
factsadditional
on which to
base and
it. Such
consultation
often helpsthe
to lead
insight
objectivity
to
often
helps
to
lead
additional
insight
and
objectivity
to
your message. Moreover, those who have helped you plan
youryour
message.
Moreover, will
those
who
have helped
you plan
communication
give
it active
support.
your communication will give it active support.
5. Be aware of the overtones as well as the basic content
5. Be aware of the overtones
as well as the basic content
of the message:
of the message:
The listener will be affected by not only what is said but
The
will
be Voice
affected
by facial
not only
what is said
alsolistener
how it is
said.
tone,
expression,
andbut
alsoof
how
it is said.
tone,
facial
expression,
and
choice
language
all Voice
influence
the
listener's
reaction
to
choice of languagethe
all communique.
influence the listener's reaction to
the communique.

9. Be sure your action support your communication:

9. Be sure your action support your communication:
In the final analysis, the most persuasive kind of communication is not what
In the
final
persuasive
kind of
is nothis
what
you
say
butanalysis,
what youthe
do.most
When
a man's action
or communication
attitudes contradict
you say
but what
you do.what
When
man's
action
or attitudes
contradict
his
words,
we tend
to discount
hea has
said.
For every
manager
this means
words,
wesupervisory
tend to discount
what he has
said.assignments
For every manager
this means
that
good
practice--such
as clear
of responsibility
that
good supervisory
practice--such
assound
clear policy
assignments
of responsibility
and
authority,
fair rewards
for effort and
enforcement--serve
to
and authority,communicate
fair rewards more
for effort
and
sound
policy
enforcement--serve
to
than all the gifts of oratory.
communicate more than all the gifts of oratory.
10. Last, but by no means least: seek not only to understood but to
10. Last, but by no
means least: aseek
not
only to understood but to
understand--be
good
listener:
understand--be a good listener:
When we start talking, we often cease to listen--in that larger sense of being
When
wetostart
talking,
we often
cease to
listen--in
that
larger sense
of being
attuned
the other
persons
unspoken
reaction
and
attitudes.
Even more
attuned
other
unspoken
reaction
and
attitudes. Even
more
serious
is to
thethe
fact
thatpersons
we are all
guilty, at
times, of
inattentiveness
when
serious
is attempting
the fact that
are all guilty,
of inattentiveness
when
others
are
towe
communicate
to at
us.times,
Listening
is one of the most
others are most
attempting
toand
communicate
to us.skill--in
Listening
is one of the most
important,
difficult
most neglected
communication.
It
important,
most
difficult
and
most
neglected
skill--in
communication.
demands that we concentrate not only on the explicit meaning another It
demands
that we concentrate
only meanings,
on the explicit
meaning
another
person
is expressing,
but on the not
implicit
unspoken
words
and
person
is
expressing,
but
on
the
implicit
meanings,
unspoken
words
and
undertones that may be far more significant. Thus, we must learn to listen
undertones
that
may
be far
we must
with
the
inner
earmore
if we significant.
are to knowThus,
the inner
man.learn to listen
with the inner ear if we are to know the inner man.

Thank
Thank You
You for
for
Listening!
Listening!
And
And to
to god
god be
be
the
the glory!
glory!

6. When possible, convey useful information:

6. When possible, convey useful information:
People remember thing that are beneficial to them. If the manager wants
People remember
thing
that
are beneficial
to them.
the manager
wants
subordinates
to retain
the
message,
he or she
shouldIfphrase
it so that
it
subordinates
to
retain
the
message,
he
or
she
should
phrase
it
so
that
it
takes into consideration their interests and offer as well as the
takes into consideration company's.
their interests and offer as well as the
company's.
7. Follow up your communication:
7. Follow up your communication:
The manager must solicit feedback in ascertaining whether the
The manager
mustthe
solicit
feedback in
whether
subordinate
undertands
communique,
is ascertaining
willing to comply
withthe
it, and
subordinate undertands
the
communique,
is
willing
to
comply
with
it, and
them takes the appropriate action.
them takes the appropriate action.
8. Communicate with the future, as well as the present in mind:
8. Communicate with the future, as well as the present in mind:
Most communications are designed to meet the demands of the current
Most communications
designed
to meet
thethe
demands
of thegoals
current
situation.
However, they are
should
be in accord
with
long-range
as
situation.
However,
they
should
be
in
accord
with
the
long-range
goals
well. For example, communique designed to improve performance or as
well.are
Forvaluable
example,incommunique
designed
to improve
performance
morale
handling present
problems.
Yet they
also serveor
a
morale
are
valuable
in
handling
present
problems.
Yet
they
also
serve
useful future purpose by promoting long-run organization efficiency. a
useful future purpose by promoting long-run organization efficiency.

Barriers to
Effective
COMMUNICATION
Ericka L. Simon

The barriers to effective communication

according to M. U. Qureshi are as follows:

1. Poorly Expressed Message.

2. Complex organizational Structure.
3. Status Barriers.
4. Filtering Information.
5. Semantic Barriers.
6. Language Barriers.

7. Different Backgrounds.
8. Emotional Attitude.
9. Undisclosed Assumptions.
10. Inadequate Attention or
Half Listening
11. Barriers Due to Lack of
Mutual Trust.
12. Resistance to Change.
13. Mechanical Barriers.

Listening is the most

neglected skills of
communicationhalflistening is like racing your
engine with gears in
neutral. You use gasoline
but you get nowhere.
~Joseph Dooher

Strategies to
Effective
Communication

1.Clarity and Completeness.

2. Proper Language.
3. Proper Channel or Medium.
4. Sound Organizational Structure.
5. Training and Development of
Employees.
6. Effective Listening.

7. Consultation and
Participation.
8. Motivation, Mutual Trust and
Confidence.

9. Integrity Factor.
10. Use of Formal
Communication.
11. Effective Feedback
Mechanism.
12. Proper Gestures
and Tone.

Effective
Listening

Effective Listening
Takes exactly the idea that a sender wishes to convey.
Good listening has several advantages.
It saves time.
It makes the listener learn more about the person
talking as well as what he is saying
It is also a manifestation of good manners
It encourages others to respond by listening to what the
receiver has to say.

Listening is most effective for

understanding general ideas about
short-term operating problems.
Good listeners use their idle
time to think in terms of the
speakers objective, weigh
evidences, search for clues to
meaning and review what has
been said.

Suggestions for Effective

Listening
1. Stop talking. You cannot listen if
you are talking.
2. Put the talker at ease. Help a
person feel free to talk. This is often
called a permissive environment.
3. Show the talker that you want to
listen. Look and act interestedly. Do
not read while someone is talking.
Listen to understand, not to oppose.

4. Remove distractions. Dont doodle,

tap or shuffle papers
You cannot truly listen to anyone
and do anything else at the same
time.
M. Scott Peck
5. Empathize with talkers. Try to see and
hear the other persons point of view.
6. Be patient. Allow ample time. Do not
interrupt a talker. Dont start for the door
or walk away.

7. Hold your temper. An angry person

often misinterprets the meaning of
words.
8. Go easy on argument and
criticism. These put people on the
defensive, and they may clam up or
become angry.
9. Ask questions. This encourages a
talker and shows that you are listening.
It helps to develop points further.

10. Stop talking.

This is the first and
last, because all other
guides depend on it.

Thank You!