Management &

Organizational
Theory
Communication
Process in
management &
organization
 EFFECTIVE COMMUNICATION

Effective Communication is the “LIFE BLOOD” of every organization and a key to

success in our business career and our personal life. So, without communication any
organization can not be functional. Since an organization is a group of people associated
for business, political, professional, religious and other purpose. Its activities require
human beings to enter and react, to exchange information, ideas, plans, proposals, to
coordinate, to make decision.

ROLE OF EFFECTIVE COMMUNICATIONS:

“The deep pillars”

In fact Successful Communication is to bed rock of good and pleasant relationship

between the - workers and management - consumers and sellers.

Good and efficient System of Communication helps the better co-ordination and efficient
controls. It results in clear understanding, good production, favorable and healthy climate
with in the organization willing co-operation among various levels of management and
general good will.

Poor and ineffective Communication system may result in mall-management, bad

business and sure shut – downs.

“Communication can build or destroy trust”

Effective Communication means Well-planned and well-meant Communication, which

helps the better Services, removes misunderstanding and doubts, build up goodwill,
Promotes business and earns favorable references.

“The key to success in business and trade”

Communication, indeed is a tool of management because it plays key role in decision

making.
 “Take care of communication and success shall take care of it”

the greater of is the size of organization means the greater is the need of communication
flow for production, distribution, marketing and services. All the managers are willing to
communicate well for better prospects, it is like a tool which build up reputation; up to
date information and dealing within or outside an organization.

It saves times, minimizes mistakes and promotes the objects. It regulates the quality and
quantity both.

“Effective communication pays off” and efforts never die”

It pays off at individual and collective level. It also results personal gain, market value,
marketing of service, good name and joy of accomplishment for an employee who know
how to communicate frequently, and purposefully. It gives Ladder to promotion,
applause, ears, reputation and self recommendation.

WHAT IS COMMUNICATION ?

The goal of communication is to convey information—and the

understanding of that information—from one person or group to another
person or group. This communication process is divided into three basic
components: A sender transmits a message through a channel to the
receiver. (Figure 1 shows a more elaborate model.) The sender first
develops an idea, which is composed into a message and then transmitted
to the other party, who interprets the message and receives meaning.
Information theorists have added somewhat more complicated language.
Developing a message is known as encoding. Interpreting the message is
referred to as decoding.
Important feature is the feedback cycle
a) When two people interact, communication is rarely one-way only. When a
person receives a message, she responds to it by giving a reply. The
feedback cycle is the same as the sender-receiver feedback. Otherwise, the
sender can't know whether the other parties properly interpreted the message
or how they reacted to it.
b) Feedback is especially significant in management because a supervisor
has to know how subordinates respond to directives and plans. The manager
also needs to know how work is progressing and how employees feel about
the general work situation.
The critical factor in measuring the effectiveness of communication
The critical factor in measuring the effectiveness of communication is
common understanding. Understanding exists when all parties involved have
a mutual agreement as to not only the information, but also the meaning of
the information. Effective communication, therefore, occurs when the
intended message of the sender and the interpreted message of the receiver
are one and the same. Although this should be the goal in any
communication, it is not always achieved.
 SIGNIFICANCE

Effective Communication has a very important significance in a human life. It may have
impacts which is required to change human entity.

It is divided into below factors:-

1- Short term.
2- Long term.
3- Spiritual.

1. SHORT TERM:-
Communication is the only way to solve any hazard or difficulty in the day to day
life. It is the only bridge between people which can be easily short out the matters.

By dialogues and discussion thing which are hard to absorb can be made much better
to understand the need.

2. LONG TERM:-
 Knowledge perhaps is the only which cannot be preserve or limited. It travels by its
own way. It is not restricted to anyone or for anyone. There is an origin of knowledge
but it does not have any end or limit. The way or the path may be different but it will
reach to you.

3. SPIRITUAL:-
Allah is the most beneficial and merciful upon us. The time we got birth the
communication and accountability starts. We all are messengers who are here in this
world by the grace of Almighty Allah. The knowledge provided to us by Allah not known
to any other creations. Power to think, listen and decision is the main weapon of human
being provided by Allah. Our single breath is by him. He is the one who supervises us,

EFFECTIVE COMMUNICATION
IS THE LIFEBLOOD OF AN
ORGANIZATION

ORGANIZATION: -
People having common goals in a pre-determined frame work to maximize profit and
minimize expense with an intention to act expertly on described work is said to be
organization. An organization can range in size for one person to tens of thousand.

The work done between people with mutual collaboration and co-operation in a
organization.
 ORGANIZATION

PEOPLE COMMON GOALS ACTION

In any organization communication is the most important factor because it is just like the
veins in the body because from top to bottom communication is the only channel which
keeps join the people in a frame of organization.

CHANNEL’S OF EFFECTIVE COMMUNICATION: -

There are approaches between people, it may be top down approach or may be bottom
approach but communication is the only bridge between all the members.
There are four channel of Effective Communication which are as follows:

CHANNEL’S OF EFFECTIVE COMMUNICATION: -

There are approaches between people, it may be top down approach or may be bottom
approach but communication is the only bridge between all the members.
There are four channel of Effective Communication which are as follows:

GRAPHICAL ILLUSTRATION

BOSS

SENIOR SALES EXECUTIVE

VERTICAL
SALES MANAGER POLICY
 FEEDBACK
SALES PERSON

SUBORDINATES

Vertical Channel

Department = Same
Status = Different
Function = Policy  (Boss)
and
Feed back  (Sub-ordinates)

2- HORIZONTAL:-

It is Communication flows between personnel in one department and personnel of equal,

lower or superior (one cadre) status in other department. It facilitate subordinates to keep
their superior informed of their inter department activities. It improves the quality of
coordination.

GRAPHICAL ILLUSTRATION

HORIZONTAL

MANAGERS

Coordination and Cooperation

Research Marketing Sales Accounts Administration

Horizontal Channel

Department = Different
Status = Same
Function = Cooperation & Coordination (all managers)

3- DIAGONAL:-
Communication among very low cadre to top most cadre or vice versa is called Diagonal
Communication. It may be an emergency dial.

GRAPHICAL ILLUSTRATION

DIAGONAL
HR HEAD
Different
Dangerous Channel
Department
Best Channel

Internal Auditor
Diagonal Channel

Department = Different
Status = Different
Function = Cooperation & Coordination

4- GRAPEVINE: -

It is the type of communication in which department and designation does not matter. It is
the informal communication between sub-ordinates and staff. This communication may
have an aspect of goodness damage.

It is the most dangerous channel among all.

GRAPHICAL ILLUSTRATION

GRAPEVINE

Manager

Clerk

Relative Goodness
{Maximize Goodness / Maximize Damage}
Diagonal Channel

Department = Different
Status = Different
Function = Common welfare / Common damage

SIGNIFICANCE: -

Significance of communication can be measure ion two ways.

1- Cost
2- Effectiveness

1- COST
If we measure the value in cost so we come to know that any mean of communication
worth’s what for us? A communication can be useful in terms of cash means profit or a
communication cal also cost us loss. It all depends upon your communication.
As a person you own some respect and position so its up to you that how you maintain
your audibility in front of others.

2- EFFECTIVENESS
Now if we measure the value in effectiveness so it is the most important factor because
our words of communication are the codes which we are conducting on behalf of others
because we are the one who work on behalf of the company so people will look us on our
commitment and promises. We will be responsible for all profit & loss made because our
communication is effective to the others.

CONCLUSION: -

Our Communication is the “LIFE BLOOD” of an organization and a key to success in

our business career and our personal life. So, without communication any organization
can not be functional. Its activities require human beings to enter and react, to exchange
information, ideas, plans, proposals, to coordinate, to make decision.

COMPONENTS OF COMMUNICATION

Communication is a process of transmitting and receiving verbal and nonverbal

messages. Communication is considered effective when it achieves the desired reaction
or response from the receiver. Simply stated, communication is a two way process of
exchange idea or information.

Following are the components of communication:

1- Context
2- Sender- Encoder
 3- Message
4- Medium
5- Receiver- Decoder
6- Feedback
7- Noise
8- Empathy

BARRIERS OF EFFECTIVE COMMUNICATION

Breakdowns of communication channels, is a frequent challenge that

managers face. Communication problems signify more deep-rooted
problems than those that appear prima facie. The barriers may exist either at
the transmission stage or at the feedback stage. It may so happen that the
sender is unable to properly channelise the message, or it may also be
wrongly received. The important point is to understand the barriers that a
manager faces at various stages so that they can be properly dealt with.

1. Faulty Planning :
The prerequisite of effective communication is accurate planning. The
message should be properly planned and then delivered. Which channel
links are to be adopted needs to be planned out in advance. The contents of
the message should be drawn after considering all the aspects. A poorly
designed message looses all its worthiness. Besides, the purpose of the
message also needs to be clearly stated. Hence, faulty planning leads to
breaking up of communication lines.

2. Vague Presumptions :
The non-communicated assumptions that underline the message are
extremely dangerous. The sender presumes a certain part and accordingly
forwards the message. It is not necessary that the receiver shall also presume
things in the same manner. This may lead to confusion and chaos.
Unclarified and vague presumptions lead to greater dangers. For example, a
senior officer gives a call to the junior stating that on certain days he will be
out of town assuming that the junior shall make necessary staying
arrangements for him. The junior receives this message assuming that senior
manager is simply informing him of his absence so that he can take over the
responsibility and that all staying arrangements were already taken care of
by the senior.

• Semantic Distortion :

A single word conveys lots of different meanings. Each word is understood

in reference to the context of the sentence as well as place and situation it is
used at. Semantic Distortion can be deliberate or accidental. When it is
deliberate, it is intended so but the one that is accidental hinders the progress
of communication. It renders ambiguity to the message and every different
individual may come to his own conclusion in the end.

• Status Effect :

This occurs when one person is considerably higher in the hierarchy than
another. The person at the top gives the message. People at the bottom take
it literally and follow it as an order. The top people may not have intended to
pass it on literally. This leads to confusion.

• Poorly Expressed Contents :

The sender of the message may be clear about the thought in his mind but
poorly chosen words or omission of important links, leads to
misunderstandings in the group. The message that is simple and
straightforward tends to be easily accepted and interpreted in the team. But
the simplicity should not be achieved at the cost of misrepresentation of the
crux.

• Loss during transmission and poor retention :

When the message moves from one person to the other, it becomes less
accurate. Different individuals tend to add their perception to it. Besides, the
message may not be retained thoroughly in the memory. Hence it is
advisable to repeat the message and also use more than one channel to
communicate the same message.

• Poor listening and instant interpretations :

Listening requires patience. It demands full attention and self-discipline. It

also requires that the listener avoid premature evaluation of what another
person has to say. Usually, people have a tendency to judge what is said,
whether they agree to it or disagree. This is a common notion. There are
hardly few people who are good listeners. Besides, when the message is
long, after a while people start-loosing interest and hence stop listening. Due
to this tendency, the message transmission gets hindered. Hence, listening
with empathy should be practiced in the organization to have effective
communication.

• Threat, fear and distrust :

In an environment of threat, fear and distrust, effective communication

cannot be expected. People become defensive and close-minded. They
remain always on their guard, which hinders the movement of
communication. People acting under threat or fear, do not take the decisions
rationally but rather, the decisions are made under pressure. Moreover, they
do not actually care about the consequence of a faulty message as they are
always under the grip of some fear. For making communication effective, a
climate of trust, honesty and integrity is needed.

• Insufficient time period :

Whenever the communication is made, sufficient time period, to understand

and digest the message needs to be given. Moreover, communication may
bring in changes. These changes affect different people in different manner.
Besides, realization of the whole implication of the message is time
consuming. However, managers are usually pressed for time. This leads to
breakage in the communication channel.

• Physical distractions :
In the organization that is filled with people all around, a lot of noise,
improper lighting, frequent physical movements of people, the messages that
come-get distracted. People are not relaxed in such climate and tend to
receive the communication haphazardly.

• Improper feedback :

Though one way communication is quick, two way communication is more

accurate. It is always advisable to have some interactions between the
receiver and the sender. This clears the doubts and misconceptions of both
the parties. If a proper feedback system is not installed, then in such a case
two way communication becomes difficult.

• Other barriers :
o People tend to have selective percetion as far as information is
concerned. They hear that part of the information, which they
like best and tend to ignore other parts. This does not allow the
whole message to get through.
Attitude and reactions to different situations, by individuals as unit and by
individuals collectively or in group vary. Hence, different individuals react
differently to the same message.

IMPROVING COMMUNICATION

Effective communication is the responsibility of each and every

individual in the organization. The intended results cannot be achieved if
there occurs any lapse at any stage. At each stage, breakdowns can occur –
in the encoding of the message, in the transmission of the message, in the
decoding state or at the time of understanding by the receiver. Besides, there
are a lot of disturbances that affect the movement of communication. To
avoid this some simple guidelines can be adopted.
• The sender of the message must be clear regarding the message to be
communicated. Clarity of thought is essential. If there are any faults in
the beginning itself, the entire process would fail.
• For better control, encoding and decoding should be done with those
symbols, which are popularly used by the group members and are
familiar to all. It is better to avoid technical jargon unless the
communication is to be done with experts on the particular subject.
• At the stage of planning of the message, every individual who is
directly or indirectly affected by the said message should be involved.
To build up a healthy environment and to avoid unnecessary
speculation, whenever possible, people should be involved. Because
of this nobody feels that the message was given abruptly or that
enough time for information was not given. Besides, nobody would
feel leftout.
• While making the communication, the need of the receiver is of prime
importance. If the receiver is not interested in the information that is
provided, it has no value for him. The purpose of communication is
not only to get the message understood, but also accepted by the
receiver. And hence, while communicating the viewpoint of the
receiver is equally important.
• Communication is not simply passing of a flat message. There has to
be harmony between the choice of words, tone of voice, what is to be
said and the manner in which it is to be said. There needs to be
congruency in the words being said and the body language expressed.
• A continuous feedback by the receiver should be given to the sender.
If this fails, though the information may be transmitted, there are
chances that it may not be understood and accepted. So if the sender
keeps on receiving the feedback, the lapses if any can be easily
identified.
• Control is an essential part of communication. The passing of
information takes place; not only from top to bottom but also from
bottom to top with a view to achieve the stated objectives. Hence care
 should be taken that the passing of information should be such that it
does not deviate from the original course.
• Communication is not only the responsibility of a sender alone, but
the receiver is also equally responsible. A receiver needs to be fully
attentive, listen actively and ask for clarification, repetition, wherever
required.
It is advisable to test the understanding of the message. Both, the
sender and receiver can discuss it out. It is good to share opinions, feelings
and perceptions that are generated after the message is passed. The
acceptability of the communication can be known only after the message has
settled down.

Interpersonal Communication
Interpersonal communication is real-time, face-to-face or voice-to-voice
conversation that allows immediate feedback. Interpersonal
communication plays a large role in any manager's daily activities, but
especially in organizations that use teams.

Managers must facilitate interpersonal communication within teams and

reduce barriers to interpersonal communications. Common barriers to
interpersonal communication include the following:
• Expectations of familiarity (or hearing what one is expected to hear).
After hearing the beginning comments, employees may not listen to the
remainder of the communication because they think they already know
what a manager's going to say.
• Preconceived notions. Many employees ignore information that
conflicts with what they “know.” Often referred to as selective
perception, it's the tendency to single out for attention those aspects of
a situation or person that reinforce or appear consistent with one's
existing beliefs, value, or needs. Selective perception can bias a
manager's and employee's view of situations and people.
• Source's lack of credibility. Some employees may negatively size up
or evaluate the sender based on stereotypes. Stereotyping is assigning
attributes commonly associated with a category, such as age group,
race, or gender to an individual. Classifying is making assumptions
about an individual based on a group he or she fits into. Characteristics
commonly associated with the group are then assigned to the
individual. Someone who believes that young people dislike authority
figures may assume that a younger colleague is rebellious.
• Differing perceptions caused by social and cultural backgrounds.
The process through which people receive and interpret information
from the environment is called perception. Perception acts as a screen
or filter through which information must pass before it has an impact
on communication. The results of this screening process vary, because
such things as values, cultural background, and other circumstances
influence individual perceptions. Simply put, people can perceive the
same things or situations very differently. And even more important,
people behave according to their perceptions.
• Semantics and diction. The choice and use of words differ
significantly among individuals. A word such as “effectiveness” may
mean “achieving high production” to a factory superintendent and
“employee satisfaction” to a human resources specialist. Many
common English words have an average of 28 definitions, so
communicators must take care to select the words that accurately
communicate their ideas.
• Emotions that interfere with reason. Tempers often interfere with
reason and cause the roles of sender and receiver to change to that of
opponent and adversary.
• Noise
or interference. Noise does not allow for understanding
between sender and receiver.