Functions of Management

a) Planning/ Coordinating
b) Organizing
c) Staffing
d) Communicating
e) Motivating
f) Leading
g) Controlling
 COMMUNICATING
• A process of sharing information through
symbols, including words and message
• It may happen between superior and
subordinate, between peers, between a
manager and a client, etc.
• It may be done face-to-face or through printed
materials or through electronic devices, etc.
 Functions of Communication
1. Information Function
- maybe used for decision-making
2. Motivation Function
- used as a means to motivate employees to commit
themselves to organization’s objectives
3. Control Function
- used to define roles, clarify duties, authorities and
responsibilities to facilitate effective control
4. Emotive Function
- used to decrease the internal pressure affecting an
individual by communicating their emotions whatever
types are involved (dissatisfaction, happiness, bitterness)
The Communication Process
SENDER

Develops idea

Encodes
then transmits
message to

RECEIVER

who receives
message

Decodes
then provides
Accepts feedback to
or
rejects
 8 Steps of the Communication Process
1. Develop an Idea
- most important step in communication process
- it is important that an idea to be conveyed must be useful or
of some value
2. Encode
- Convert the idea into words, illustrations, figures or other
symbols suitable for transmission
3. Transmit
- transmission through the use of appropriate communication
channel
- channel used include spoken and written words, body
movements, television, telephone, paint, e-mail, etc.
- communication channel must be free of noise (noise –
barriers or interference)
4. Receive
- actual receiving of the message by the intended receiver
 8 Steps of the Communication Process
5. Decode
- translating the message from sender into a form that will
have meaning to the recipient
6. Accept
- the factors that will affect acceptance or rejection of message
are: accuracy of message; authority of the sender to send the
message and/or require action; behavioural implications for the
receiver
7. Use
- use of information involves storing and retrieving, taking or
discarding actions depending on the perception of the message
8. Provide Feedback
- should be the last step of communication process
- depending on the perception of the receiver, this important
step may not be made or may not reach the original sender
of the message
 Forms of Communication

1. Verbal
– Transmitted through hearing or sight
a) Oral – hearing the words of the sender; sometimes
seeing body movements, facial expression, gestures
and eye contact
b) Written – communicated through written words
2. Nonverbal
– Conveying through body language, as well as the
use of time, space, touch, clothing, appearance
and aesthetic elements
 The Barriers to Communication

1. Personal Barriers – arising from communicator’s

characteristic as a person
2. Physical Barriers – occurring in the environment
where communication is undertaken
3. Semantic Barriers – semantics is the study of
meaning as expressed in symbols
– interference with the
reception of message that occurs when the
message is misunderstood even though received
 Recommended Actions to Eliminate
Problem Due to Noise
1. Use feedback to facilitate understanding and
increase the potential for appropriate action
2. Repeat messages in order to provide assurance
that they are properly received
3. Use multiple channels so that the accuracy of
the information may be enhanced
4. Use simplified languages that is easily
understandable and which eliminates the
possibility of people getting mixed-up meanings
Techniques for Communicating in Organizations
UPWARD COMMUNICATION DOWNWARD COMMUNICATION
Concerns: Concerns:
• Formal grievance procedures • Letters
• Employee attitude and opinion surveys
• Manuals
• Suggestion systems
• Open-door Policy • Handbooks
• Informal Gripe Sessions • Newsletters
• Task Forces • Meetings
• Exit Interviews • Telephones

HORIZONTAL COMMUNICATION
Concerns:
• Memos
• Meetings
• Telephones
• Picnics
• Dinners
• Other social affairs
Techniques for Communicating in Organizations

UPWARD COMMUNICATION DOWNWARD COMMUNICATION

Concerns:
• Problems and exceptions
• Suggestions for improvement
• Performance reports
• Grievances and disputes
• Financial and accounting information
Concerns:
• Implementation of goals, strategies, and
objectives
• Job instructions and rationale
• Procedures and practices
• Performance feedback
• Indoctrination

HORIZONTAL
COMMUNICATION
Concerns:
• Interdepartmental coordination
• Interdepartmental problem-solving
• Staff advice to the departments
 Management Information System
• An organizes method of providing past, present and projected information
on internal operations and external intelligence for use in decision-making

• Consists of written and electronically based systems for sending reports,

memos, bulletins, and the like

• Provide a basis for the analysis of early warning signals that can originate
both externally and internally

• Automate routine clerical operations like payroll and inventory reports

• Assist managers in making routine decisions like scheduling orders,

assigning orders to machine and recording supplies

• Provide the information necessary for management to make strategic or

nonprogrammed decisions