COMMUNICATION

Organizational communication

Presented to Dr. Ali MohammadPresented by group B

Contents

Definition of communication Effective and process of

communication Theories of communication Types of communication Organizational communication Barriers to communication Current issues to

communication

communication

The transference and the understanding of meaning.

Effective communication

Such communication in which the communicator achieve its objectives / goals.

Communication Process Model

Communication Process

The steps between a source and a receiver that result in the

transference and understanding of meaning.

Theories of communication

Electronic theory

Social environmental

theory

Rhetorical theory

Electronic theory

• One very influential theory is called the mathematical or electronic theory of communication.

• This idea emphasized the technical problems of transmitting a message from a sender to a receiver.

• It is based on, and uses the language of, electronics.

Social communication theory

We must consider the situation, the social context in which we will work

Social environment is helpful because it adds the important dimension of the specific social situation

Rhetorical communication theory

It is not just sending a message to be received, but

producing response.

communication is not linear

but circular

Direction of CommunicationDirection of Communication

Downward

Messages flow downwarddownward through the chain of command—i.e., from manager to employee.

Direction of Communication

Downward Upward

Messages flow upward through the chain of command—i.e., from employee to boss.

Direction of Communication

Downward Upward

Horizontal

Messages flow laterally between people of the same rank.

Interpersonal communication

1) Oral communication: It includes speeches, seminars, group discussion etc.Advantage is speed and Feedback.Disadvantage is potential Distortion

Interpersonal communication

2) Written communication:It includes memos, letters, fax, email etc.Advantages are tangible, verifiable, permanent record and good for lengthy and complex messages.Disadvantages are delayed feedback and no guarantee of proper interpretation.

Interpersonal communication

3) Nonverbal communication:It is a signal language, it include body language, appearance, posture and gestures etc.

Organizational Communication

• The transference and the understanding of meaning within and outside the organization is called organizational communication.Our focus here will be on

1. Formal small-group networks 2. The grapevine 3. Computer-aided communication

Formal Small-Group Networks

Can be very complicated

• they can for instance include hundreds of people or more

1. Chain:

•Rigidly follows the formal chain ofcommand.•Approximates the communicationchannels you might find in an organization.

Three Common Formal Small-Group Networks

2. Wheel:• Relies on a central figure to act

as the conduit for all the group’scommunication.

• Facilitates the emergence of aleader.

3. All Channel:• Permits all group members to

actively communicate with eachother.

• All group members are free to contri-bute & no one person takes on aleadership role.

Small Group Networks & Effectiveness Criteria

No single network will be best for all occasions.

•The effectiveness of chain is high if accuracy is most important.•Wheel facilitates the emergence of a leader.•All-channel network is best if you are concerned with having high members satisfaction.

The Grapevine Grapevine Characteristics

• Informal, not controlled by management.• Perceived by most employees as being

more believable and reliable than formal communications.

• Largely used to serve the self-interests of those who use it.

Results from:• Desire for information about important

situations• Ambiguous conditions• Conditions that cause anxiety

Computer-Aided Communication

E-mail

AdvantagesQuickly written, sent, and stored; low cost for distribution

Disadvantages Information overload, lack of emotional content, cold and impersonal

Emoticons: Showing Emotion in E-Mail

Computer-Aided Communication (cont’d)

Intranet

– A private organization-wide information network

Extranet

– An information network connecting employees with external suppliers, customers, and strategic partners

Videoconferencing

– An extension of an intranet or extranet that permits face-to-face virtualmeetings via video links

COMMUNICATION BARRIER

•Filtering•Selective perceptive•Emotion•Information Over load•Semantic barrier•Cultural barrier•Socio Psychological Barrier•Physical Barrier•Mental Barrier•Mechanical Barrier

FILTERING

•A sender’s manipulating of information so that it will be seen more favorably by the receiver.

SELECTIVE PERCEPTION

•People selectively interpret what they see on the basis of their interest, background, experience and attitude.

•How the receiver feels at the time of receipt of a communication will influence how the message is interpret.

EMOTIONS

INFORMATION OVERLOADED

•A Condition in which information inflow exceeds an individual’s processing capacity.

SOCIO PSYCHOLOGICAL BARRIER

•Problem that arise out of an individual’ understanding, interpretation and response to communication due to socially learnt attributes and due to personal attributes.

CULTURAL BARRIER

•Same category of words, phrases, symbol, actions, colors means different thing to people of different counties / cultural background.

SEMANTIC BARRIER

•Languages•Poor vocabulary•Lack of knowledge of any

language•Poor communication skills

PHYSICAL BARRIERS

•ENVIRONMENTAL DISTURBANCES:

• a) Loud Speaker• b) Unwanted noise•2. PHYSICAL HEALTH• ability to receive

MECHANICAL BARRIER

•Absence of means of communication

•Faulty instrument

GUIDE LINES FOR OVERCOMING BARRIERS

• using feedback techniques (e.g. use questions to clarify understanding)

• using repetition - repeat the same message in different ways that suit the learner. Draw it. Speak it. Write it

• being positive (i.e. use positive language/words)

• selecting an appropriate location (i.e. eliminate distractions and protect privacy)

• using active listening skills.

Continued ……

• Use of Simple Language: Use of simple and clear words should be emphasized. Use of ambiguous words and jargons should be avoided.

• Listen attentively and carefully.  

• He/she should not show their emotions while communication as the receiver might misinterpret the message being delivered

Gender Differences

Communication Barriers between Men & Women:

• Difference in style of conversation.

• Both have different mind set, priorities and principles.

• Ways of dealing with the same situation are very different.

• A research shows that Men use to talk to emphasize status whereas women use it to create connection

Cultural Differences

Cross Cultural Communication

• Barriers caused by differences among perception.

• Barriers caused by tone difference.• Barriers caused by semantics.• Same word mean different things

to different people.• Barriers caused by word

connotations. Words imply different things in different languages.

Culture Contexts

Cultures differ in how much the context makes a difference in communication.

– High-context cultures

• Cultures that rely heavily on nonverbal cues in communication.

–  Low-context cultures

• Cultures that rely heavily on words to convey meaning in communication.

High- vs. Low-Context Cultures

Politically Correct Communication

How do you describe a person who is ‘wheelchair bound’ (as handicapped or physically challenged)

Similarly, a blind or visually impaired,Elderly or senior,We must be sensitive of others feelings.Should choose politically correct word.Words might have the same meaning

but politically correctness refers either words are soothing or hurting someone.

Page 45

Silence as Communication

• Defined as an absence of speech or noise

• Not necessarily inaction—can convey:– Thinking to a question – Anxiety about speaking – Agreement or anger

• Individuals should be aware of what silence might mean in any communication.