Nature of Communication

INTRODUCTION

What Is Communication?
What is managerial Communication?
 COMMUNICATION

 The root of the word “communication” in Latin is

communicare, which means to share, or to make
common (Weekley, 1967).
 Communication is defined as the process of
understanding and sharing meaning (Pearson &
Nelson, 2000).
 Communication is an activity, skill, and art that
incorporates lessons learned across a wide
spectrum of human knowledge.
COMMUNICATION
 Your anticipation, reaction, and adaptation to the
process will determine how successfully you are
able to communicate.
 WE were not born knowing how to write or even
how to talk—but in the process of growing up we
know it better.
 Application of our experience, knowledge, skill
and art will differentiate us and make our
communication meaningful/purposeful.
 Effective communication takes preparation,
practice, and persistence.
WHAT IS MANAGERIAL COMMUNICATION?
 Managerial communication is the process whereby
managers/executives (or group of these) attempts to
stimulate meaning of goal oriented information in the
mind of employees (or group of employees) through
intentional use of verbal, nonverbal, and other
mediated messages .
 Characteristics of managerial communication
1- Goal oriented 7- Ability to influence
2- Work related information performance/functioning etc
3- Formal in nature 8- It is confined in time/space
4- Verbal/Non-verbal and structure.
5- Moves top-to-bottom 9- Developmental
6- Directive in nature 10- Planned
MANAGERIAL COMMUNICATION
Managerial communication can be thought of as a
problem solving activity in which individuals may
address the following questions:
KEY COMPONENTS OF COMMUNICATION
Communicative contexts
 1.Source  Interpersonal

 2. Message communication,
 3. Channel  Small group/team
communication,
 4. Receiver
 Mass communication
 5. Feedback

 6. Environment

 7. Context

 8. Interference
COMMUNICATION PROCESS

Source Decoding Message

Channel/
Feedback Noise
Mediated

Meaning
Encode Receiver
/inference
IMPORTANCE OF COMMUNICATION SKILLS
 In practice effective communication
is the basic prerequisite for the MC
attainment of organizational RC HRM TM NetW
strategies and for the human
resource management
 It is the effective communication 11%
which make the company
operations effective and efficient.
 Communication is the only 19% 44%
constraint all pervasive in business
environment.
 Oral and written communication
proficiencies are consistently
ranked in the top ten desirable 26%
skills by employer surveys year
after year.
 Communication forms a part of •Routine Communication
your self-concept, and it helps you •Human resource
understand yourself and others, management
solve problems and learn new •Traditional management
things, and build your career. •Networking
PURPOSES OF COMMUNICATION:

Communication is meant:
 To inform
 To reassure
 To teach
 To deliver news, whether good or bad
 To understand
 To explain
 To persuade
 To transact
 To organize
 To control
 To co-ordinate
 To direct…
COMMUNICATION IN CONTEXT
Lets Answer these question-----
 Is a quiet dinner conversation with someone
you care about the same experience as a
discussion in class or giving a speech?
 Is sending a text message to a friend the same
experience as writing a professional project
proposal or a purchase order?
 Each context has an influence on the
communication process.
 Contexts can overlap, creating an even more
dynamic process.
 You have been communicating in many of these
contexts across your lifetime, and you’ll be able
to apply what you’ve learned through
experience in each context to business
communication.
COMMUNICATION IN CONTEXT
Intrapersonal-
 As you “talk with yourself” you are engaged
in intrapersonal communication.
 Intrapersonal communication involves one
person; it is often called “self-talk.
“Keep on Going! I can DO IT!”
Interpersonal-
 Interpersonal communication normally
involves two people, and can range from
intimate and very personal to formal and
impersonal.
COMMUNICATION IN CONTEXT
Group Communication-
 Group communication is a dynamic process
where a small number of people engage in a
conversation.
 Group communication is generally defined
as involving three to eight people.
May have some common element to unite
Public Communication-
 In public communication, one person
speaks to a group of people.
 Classroom settings, company PM to
employees.
COMMUNICATION IN CONTEXT
Mass Communication
 As a business communicator, you can use
multimedia as a visual aid or reference
common programs, films, or other images
that your audience finds familiar yet
engaging.
 Any change in Company norms, new
branch, new product, vacancy.
 RESPONSIBILITIES AS A
COMMUNICATOR
 Whenever you speak or write in a business
environment, you have certain
responsibilities to your audience, your
employer, and your profession.
 The specific expectations may change as
per the context or environment, but two
central ideas will remain the with same
importance:
 Be prepared, and

 Be ethical.
BE PREPARED
 As the business communicator’s first
responsibility preparation
 It includes several facets taking
consideration about:
organization, clarity, and being concise and
punctual.
 Being prepared means that you have
selected a topic appropriate to your
audience.
 Gathered enough information to cover the
topic well.
 Put your information into a logical
sequence. and
 Considered how best to present it.
COMMUNICATOR MUST BE ETHICAL
 Ethics refers to a set of principles or rules for
correct conduct.
 It echo what Aristotle called ethos, the
communicator’s good character and reputation for
doing what is right.
 Communicating ethically involves being
egalitarian, respectful, and trustworthy—
overall, practicing the “golden rule” of treating your
audience the way you would want to be treated.
 Communication can move communities, influence
cultures, and change history.
 It can motivate people to take stand, consider an
argument, or purchase a product.
COMMUNICATION NETWORK
COMMUNICATION NETWORKS

 Formal Network

 Well-established, usually along operational lines

 Depends on certain established forms or “genres” in
the company
 Planned and managed

 Informal Network

 Complex
 Ever changing
FORMAL NETWORKS
The wheel relies on the
leader to act as the central
conduit for all the group’s
communication.
FORMAL NETWORKS
The all-channel
network permits
all group members
to communicate
actively with each
other.
EXAMPLE OF A FORMAL NETWORK

Formal networks structure is a base for

most modern organizations.
EXAMPLE OF AN INFORMAL NETWORK
CHARACTERISTICS OF INFORMAL
NETWORKS
 Free to move in any direction
 Able to skip authority levels

 Satisfy group members’ social needs

 Helps with task accomplishments

EXAMPLE OF AN INFORMAL NETWORK
 Grapevine
 Not controlled by the management
 Trusted more by employees
 Is used to serve self-interest of members
THE COMMUNICATION NETWORKS IN A DIVISION
OF A SMALL MANUFACTURING COMPANY
COMMUNICATION NETWORK Communication
Network

Internal External

Vertical Diagonal Horizontal

Downward Upward
EXAMPLE FOR EXTERNAL COMMUNICATION

 Communication between heads of two

organizations.
EXAMPLE FOR INTERNAL COMMUNICATION

 Communication between teacher and student in

a university.
 VERTICAL COMMUNICATION
Upward Main objectives:
Communication
. It occurs when information  To give specific directions to
flows down the hierarchy subordinates about the job
from high level to low level. entrusted.

 To explain organizational
policies and procedures.

 To apprise the
subordinates of their
performance.
 VERTICAL COMMUNICATION
 Upward communication is the
process of information flowing from
the low levels of hierarchy to the
upper levels.
 Open-door policy:
 This flow is usually from subordinates Employees are given a feeling
to their direct superior, then to that that their views, suggestions
person’s direct superior, and so on up
the hierarchy. are always welcome by
superiors.
 Complaints and suggestion
Boxes: Are installed in the
company. Employees are
encouraged to drop in these
boxes.
 Direct Correspondence:
Write directly to superiors or
managers.
 Counseling: Employees are
encouraged to talk to their
superiors of their problems.
DIAGONAL COMMUNICATION

 Diagonal Communication takes place at

different levels in the hierarchy.
 It occurs both ways, that is, from the upper
level to low level and vice versa.
 The path is mixture of vertical and horizontal
movement.
Advantages of Diagonal Communication

 In large communications various

departments need communication support
from each other.

 Diagonal communication aims at discussing

such matters as pertain to the execution of
the plans and policies of an organization to
meet its business objectives.
HORIZONTAL COMMUNICATION
Takes place between
individuals of equal hierarchical
rank and is more informal than
either downward or upward
communication
 FUNCTIONS OF HORIZONTAL
COMMUNICATION

 It helps employees fulfill their socialization

needs.
 It helps employees and departments coordinate
their activities with one another.
 It helps others better understand individual and
departmental responsibilities.
 It helps individuals solve their own problems before
others have to become involved.
ADVANTAGES OF HORIZONTAL
COMMUNICATION:-

Co-ordination
Faster communication
TOOLS OF EFFECTIVE

 Be Brief
 Manners

 Using “I”

 Be Positive

 Good listener

 Spice up your words

 Clarity

 Pronunciation

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