Communication

Start your study of communication with a positive attitude.If you cant do something, you have a skill problem----if you wont perform a task you have a motivational problem! With real motivation you can learn to communicate well & advance your career!

8 Great ways Communication Skills help advance your Career

1.Getting the job you want 2.Boosting your chances for promotion 3.Helping others get ahead 4.Helping you get things done 5.Benefitting your own business 6.Advancing you socially 7.Ensuring your future 8.Enhancing your other skills

Achieving Success Through Effective Business Communication

Importance of Communication
Quicker problem solving
Stronger decision making

Increased productivity
Steadier work flow

Importance of Communication
Stronger business relationships
Clearer promotional materials

Enhanced professional image

Improved stakeholder response

DEFINITION
The action of conveying or exchanging information and ideasOxford English Dictionary Administrative Communication is a process which involves the transmission and accurate replication of ideas ensured by feedback for the purpose of eliciting actions which will accomplish organisational goals William Scott

COMPONENTS OF COMMUNICATION

Sender

Filter

Message

Medium

Receiver

Feedback

COMPONENTS IN PRACTICE
Incident Dave receives a memorandum from the head of R&D He interprets the memo to mean that IC has no interest in his invention He decides to relay this information to his brother He telephones Marc His brother receives the call Communication Component Dave receives a stimulus He filters the stimulus He forms a message He selects a medium The message reaches its destination

Marc listens and gives Dave his reaction

Marc provides feedback

Characteristics of Effective Messages

Provide factual information
Give facts, not impressions

Clarify and condense information

State precise responsibilities Persuade and make recommendations

Basic Communication
Nonverbal
Less structured, harder to classify More spontaneous, less control

Verbal
More structured, easier to study

Conscious purpose, more control

Usage of Business Communication Channels

Listening 45%
Reading 16%

Speaking 30%
Writing 9%

Communication Challenges in Todays Workplace

Advances in technology
Globalization

Workforce diversity
Team-based organizations

Internal Communication
Official structure
Formal chain of command Up, down, across formal power lines

The grapevine
Informal networking

Unofficial lines of power

FORMAL - Downward
Functions : Provides direction, controls activities, motivates employees, helps in clarifying, helps enforce discipline Limitations: Delays, distortion, filtering, resentment, under/over communication

FORMAL - Upward
Functions : Feedback, complaints, grievances, suggestions, harmony Limitations : Distortion, rose-colored glasses syndrome, reluctance, resistance from traditional managers.

FORMAL - Horizontal
Advantages: Improves understanding & co-ordination, leads to smooth functioning Limitations: May suffer if jealousy/rivalry exists, on the other hand if employees are too friendly may lead to waste of time

INFORMAL - Grapevine
Single strand chain Gossip chain Probability chain Cluster chain

Grapevine
Advantages : Quick transmission, Feedback, Promotes team spirit, supplements formal channels Limitations : Distortion, Lack of responsibility, lacks credibility, may tarnish corporate image

External Communication
Formal contacts
Marketing Public relations

Informal contacts
Employees Managers

Silence in Communication
Silence speaks louder than words Silence is not just negation of speech In a face-to-face situation silence speaks several things

The Communication Process

Sender has an idea
Sender encodes the idea Sender transmits the message Receiver gets the message Receiver decodes the message Receiver sends feedback

Components of Communication
Source or Sender The Message Encoding The Medium/Channel Receiver Decoding Noise Feedback

Factors Affecting Choice of Medium

Speed Accuracy Circumstances Confidence & Safety Copy Cost/ Expense Impression & Feedback

Communication Barriers
Perception and language
Restrictive environments

Distractions
Deceptive tactics Information overload

Overcoming Barriers
Adopt audience-centered approach
Foster open communication climate

Commit to ethical communication

Create lean, efficient messages

Audience-Centered Approach
Understand biases
Consider education

Factor in age
Recognize status Acknowledge style

Communication Climate
Modify organizational structure
Facilitate feedback

Ethical Communication
Recognize ethical choices
Make ethical choices

Motivate ethical choices

Efficient Messages
Send fewer messages
Minimize distractions

Develop communication skills