COMMUNICATION

- The transfer of information & understandings from one

person to another via meaningful symbols.

Basic Elements

1. Sender

- Anyone who wishes to convey an idea/ concept to

others, to seek information/ to express a thought/
emotion.

2. Encode
Function/ Purpose
-To select symbols with which to compose a message.
1. For manager – employee relations
3. Channel
The manager cannot get the work done from
-The carrier of communication. employees unless they are communicated
effectively.
4. Decode 2. For motivation and employee morale
Manager should clarify to employees about what is to
-To translate the symbols used in a message for the be done, how well are they doing and what can be
purpose of interpreting its meaning. done for better performance to improve their
motivation.
5. Receiver 3. For increase productivity
Can maintain a good human relation in the
-The person to whom the message is sent organization and by encouraging ideas or
suggestions from employees or workers and
6. Feedback
implementing them whenever possible.
-A response by the receiver to the sender’s 4. For employees
communication. To establish harmony among all the concerned
people and departments.
7. Noise
Communication Methods
-Anything that interferes with transmission of the
message. 1. Non verbal
-Elements & behaviors that are not coded into words.
Communication Model -Categories
 i) Physical. It includes facial expressions, tone of voice,
sense of touch, sense of smell, and body motions.
ii) Aesthetic. Takes place through creative expressions:
playing instrumental music, dancing, painting and
sculpturing.
iii) Signs. Make use of signal flags, the 21-gun salute,
horns, and sirens.
iv) Symbolic. Makes use of religious, status, or ego-
building symbols.
2. Verbal
-Written/ oral use of words.
-Categories
i) Written. Adv- provide record, easily retrieved. Eg:
letters, reports
ii) Oral. Adv- fast, immediate feedback. Eg: meetings,
telephone conversations
Direction
1. Horizontal
-coordination effort among work group
- chieved through cross functional committees or council
meetings, groups and others that tie together units
2. Upward
-to provide feedback
- transmits information from lower to higher levels in the
organization
3. Downword
-to transmit information/ give direction
Informal & Formal Communication
FORMAL
- follows the official chain of command
-eg: when manager asks an employee to complete a task
-include Upward & Downword
Upword- employees to manager. Eg: group meeting
Downword- manager to employees. Eg: work schedule
INFORMAL (GRAPEVINES)
-communication that is not defined by the organization’s
structure hierarchy
- it doesn’t follow any set lines or definite rules.
- spreads in any direction anywhere, and spreads fast.
-four types:
1. Single strand
It flows like a chain, i.e., ‘A’ tells something to ‘B’ who
tells it to ‘C’ and so on. Least in channeling information
because information that move from one another are
added, filtered and passed in the way the sender would
find it interesting and ‘juicy’ to convey. The longer the
strand, the more distortion and filtering affects. Most
inaccuracies occur in this chain.
2. Gossip
One person tells everybody else. This chain passes a
message regarding a ‘not-on-job’ nature. Generally
considered to be slow in passing the information. The
news must be interesting to hear.
3. Probability
Here information may move from anybody to anybody.
This chain is found when the information is somewhat
interesting but not really significant. Only some people
in the organization will get to know the information. The
other people who get the news may tell others at
random, or may not convey it to other people.
4. Cluster
This moves through selected groups. ‘A’ tells something
to a few selected individuals and then some of these
individuals inform a few other selected individuals.
Cluster chain is the dominant grapevine pattern in an
organization. Most informal communication flows
 through this chain. The nfo that is conveyed is usually
interesting, job related anf most up to date.
Barriers To Effective Communication
1. Physical Barriers - Large working areas that are
physically separated from others. Other distractions that
could cause a physical barrier in an organization are the
environment, background noise
2. Language - Inability to converse in a language that is
known by both the sender and. When a person uses
inappropriate words while conversing or writing, it could
lead to misunderstanding between the sender and a
receiver.
3. Emotions - Engrossed in emotions for some reason. A
few of the emotional interferences include hostility,
anger, resentfulness and fear.
4. Lack of Subject Knowledge - If a person who sends a
message lacks subject knowledge then he may not be
able to convey his message clearly. The receiver could
misunderstand his message.
5. Stress - When a person is under immense stress, he may
find it difficult to understand the message, leading to
communication distortion. Thus, fail to realize the
essence of communication.
Way To Overcome Barriers
1. Orientation of employees - An employee who knows
about the company’s working environment is also able
to appreciate problems of other people in the
organization.
2. Developing proper inter-personal relations - Superiors
and subordinates should develop a feeling of mutual
trusts and confidence.
3. Protective listening - Full attention should be paid to
communication without premature evaluation or
judgement.
4. Using proper language - Communicating the message in
direct, simple and meaningful language.
5. Obtain feedback - Communication occurs when it is
received as it was intended. Performance reports,
questions clarifications, suggestions and emphatic
listening are also very useful in providing the necessary
feedback.
Principle Of Effective Communication
1. Clarify ideas before communicating.
2. Examine the true purpose of the communication.
3. Consider the setting in which the communication will
take place.
4. Consult with others, when appropriate, in planning
communication.
5. Be mindful/ nonverbal message you send.
6. Take the opportunity to convey something of help to the
receiver.
7. Follow up the communication.
8. Be sure your action support your communication.