Presented by

Faisal Durrani

Isaac Singer (1904 - 1991) Polish-US

novelist, short-story writer
Our knowledge is a little island
in a great ocean of nonknowledge.

If you consider everyone as an island:

-we dont have extra sensory perception

-We dont share knowledge or experiences
as one
-We are separate physical, spiritual and
emotional entities
then the question is:

How can we communicate better: to be

more effective and increase our
performance?

What is Communication?
Simply speaking, it is just 3 actions:

1. giving or receiving information;

2. co-creating ideas and plans;
3. discovering and resolving points of
conflict

1.

2.

Managerial communication integrates

communication skills and knowledge of
the entire system with the function of
the organization. (Level and Galle,
1988)
Managerial communication is the
process, normally initiated by
managers, of creating, exchanging and
interpreting messages, to achieve
organizational objectives. (Yusof
Hussain, 1992)

1.
2.

3.

4.

To show that managers use 85-90% of their

time in activities related to communication
To highlight the process of improving the
organizational climate for both formal and
informal communication among managers
To reveal that more managers are sent for
extra communication training to improve
their communication skills
To emphasize that oral communication
skills is used for managers promotion
appraisal

a. Communication is the transfer and

understanding of meaning.
1. If no information or ideas have
been conveyed or transferred,
communication hasnt taken place.
2. For communication to be
successful, the meaning must be
imparted and understood.

b. Good communication does not require

agreement with the message, just clear
understanding of the message.
c. Managerial communication encompasses
both interpersonal communication (between
two or more people) and organizational
communication (all the patterns, networks,
and system of communication within an
organization).
d. Communication and associated
interpersonal processes are important
ingredients of organizational effectiveness.
E. Communication is the exchange of
messages between people for the purpose
of achieving common meanings.
F. Managers use two types of communication
in their work.

1. Verbal communication is the use of words to

communicate.

a.
b.

Written communication includes letters, memoranda,

reports, newsletters, policy manuals, etc.
b. Disadvantage includes the fact that the conversations
may be time consuming and difficult to terminate, and
that additional time may have to be spent to document
what was said.

2. Nonverbal communication is communication by means

of elements and behaviors that are not coded into
words.
3. Nonverbal Communication is communication
transmitted without words. The best-known types of
nonverbal communication are body language, language
shift and verbal intonation.
a.

Body language refers to gestures, facial expressions,

and other body movements that convey meaning.

b.

b. Verbal intonation refers to the emphasis someone

gives to words or phrases that convey meaning.

 Better mutual understanding

Improved efficiency
Increased innovation
More shared learning
Less frustration and stress

 Appreciating the impact of our

communication behaviours
Thinking carefully about how we interact
with others
Taking the time to confirm meaning
Speaking up with our thoughts and ideas
Opening up to hear others perspectives
Thinking sideways - not in silos about
opportunities to join up
Working with existing communication
resources
Slowing down to connect as a means of
speeding up
longer term efficiency

1.
2.
3.

4.
5.
6.

Approachable by all members of his

organization
Listens to what his/her colleagues and
subordinates have to tell him/her
Encourages his/her staff to tell him/her their
job-related problems and to give
suggestions
Speaks the truth
Gives satisfactory explanations and
feedback
Considers the feedback and suggestions of
his/her subordinates when making decisions

1.
2.
3.
4.
5.
6.

Rude
Talks down on others
Does not listen well at others
opinions
Emotional
Not prepared
Telling lies

While communication is one of the

most basic human activities, its
importance within the business
environment is often
underestimated.

Effective communication builds

effective employees.

Effective communication does

not begin and end with the ability

to relay information. It also
includes the ability to listen, act
assertively,and ask questions
when appropriate.

Boundary Management
* Individual
* Group / team / Dept.
* Unit / Division
* Organization
* Inter organizational

If I know it , then everyone must know it.

We hate bureaucracy
I told everyone
Did you hear what I meant for you to hear?
Our problem is too big to have to listen to
each other!
So , whats to talk about?
If I need your opinion , I shall tell it to you

# corporate direction
# Corporate goals,mission statement,
and strategic plans
# Values, codes of ethics,
# Organizational practices
Industry specifics/ guidelines
# Top management philosophy

Communication competence
1. Ability

2. Command over language

3. Situational factor/ context
4. Audience knowledge
5. Cross cultural awareness / Diversity
6. Empathy

Barriers to communication
1. Noise
2. Excessive long chains of
command
3. Comm. Overload
4. Inappropriate message
construction
5. lack of communication

BARRIERS TO COMMUNICATION

o
o
o

Ind. Barriers
Conflicting frame of
reference.
Semantics
Communication skills
Cultural diversity

Org. Barriers
o
o
o
o
o
o

Information overload
Structural arrangements
Status differences
Task specialization
Filtering
Timeliness (appropriate
timing)

Communicate needs
Share skills and knowledge
Create a motivation cycle
Establish employment expectations

Be candid
Stay constructive
Contextual
Consistent(your action supports your
message)
Continuous(provide ongoing
reinforcement)
Choose communication tools that your
employees will use.

Hold monthly or quarterly staff

meetings
Publish internal newsletters
Post notices on staff room bulletin
boards
Send information intranet or e-mail
Invite questions.
Maintain an overall open door policy.
Practice MBWA

Downsizing/ Restructuring / mergers/ Acquisitions

# Fear/ Concerns/ belief/ attitudes

# Constricted communication
# mourns a corporate death
# Rumors
# Stress reactions
# Comfort zone threatened
# cultural clashes
# Change in Management Style !

Communication Style gets influenced by:

1.
2.
3.
4.
5.
6.
7.

Your sense of time urgency

Your frustration with the system
Your prejudices, stereotypes, biases
Your own self perception
Your credibility
Competitive attitude
Being in Leadership position means
sharing credit, grooming people, and
identifying strengths and hidden

Provide context ,whenever possible.

Be accurate, timely, relevant and
easy to understand.
Encourage an open, multidimensional communicational
environment.
Use communicational channels that
invite input, involvement and
ongoing dialog.
Consistently reinforce key message.

Deliver clear and consistent messages

to all parts of the organization.
Inspire and energy
Are user-friendly,human and personal.
Move information,
experiences,learning ideas, direction
and feedback equally in all directionsup,down and across the organization.
contd.

Provide multiple channels.

Are only possible in an atmosphere of
trust and openness.

A vision is little more than an

employ dream until it is widely
shared and accepted.Only then does
it acquire the force necessary to
change an organization and move it
in the intended direction.

Cultural diversity
Leadership issues
Need for visible commitment and support
Ability to communicate / connect
Need to work in partnership
Need for open,regular communication.
Employee communication challenges
Uncertainly(concern for job security)
Responsibility for involvement
Resources
Need for continued focus on customers,financial
results