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Organizational Communication

MBA 1st Sem 2013

Sneethi Jayaraj

on 9 March 2017

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Transcript of Organizational Communication

Communication in Organizations
Sneethi Jayaraj
Communication and the Process
A Definition of Communication
Effective Communication
Communication Function
Communication Process
Communication Channel
Direction of Communication
Forms of Communication in Organizations
Types of Communication Networks
Interpersonal Communication
Electronic Communication
Computer aided technology in Organization
Formal Information Systems
Choice of Communication Channels
Communication in Organizations
Difference between formal and informal communication
Hand Gestures
Barriers to Communication
The process of transmitting
from one person to another.
Effective Communication
The process of sending a message in such a way that the message received is as close in meaning as possible to the message intended.
Communication and the Process
Forms of Communication in Organizations
Organization Communication
Electronic Communication
Barriers to Communication
Control member behavior.
Foster motivation for what is to be done.
Provide a release for emotional expression.
Provide information needed to make decisions.
Communication Functions
Communication Process
The steps between a source and a receiver that result in the transference and understanding of meaning.
Messages sent from top management down to subordinates.
Most familiar and obvious flow of formal communication.
Major problem is drop off.
Another concern, distortion.
Messages that flow from the lower to the higher levels in the organizations.
Upward communications mechanisms:
1. Suggestion boxes.
2. Employee surveys.
3. MIS reports.
4. Face to face conversations.
Lateral or diagonal exchange of messages among peers or coworkers.
Horizontal communication’s three categories:

1. Intradepartmental problem solving.

2. Interdepartmental coordination.

3. Change initiatives and improvements.
Computer Aided Technology
in Organization
An interactive system that automatically searches for, manipulates, and summarizes information needed by managers for specific decisions.
Transaction Processing System
Management Information System (MIS)
Decision Support System (DSS)
Formal Information System
A system designed to handle routine and recurring transactions.
Supports an organization’s managers by providing daily reports, schedules, plans, and budgets.
Types of Channels
Formal Channels
Are established by the organization and transmit messages that are related to the professional activities of members.
Informal Channels
Used to transmit personal or social messages in the organization. These informal channels are spontaneous and emerge as a response to individual choices.
Interpersonal Communication
Oral Communication
Written Communication
Nonverbal Communication
It is a chief means of conveying messages. It can be formal or informal. Meetings,interviews,group discussion ,speeches are formal means of communication. Grapevine is an informal communication.
Speed and feedback.
Time Saving
Distortion of the message.
Written communication is the development and expression of ideas in writing.
–Advantages: Tangible and verifiable.
–Disadvantages: Time consuming and lacks feedback.
Communication Objective Guidelines
–Bulletin board notices
Non Verbal Communication :- It is communication of feelings, emotions, attitudes, and thoughts through body movements / gestures / eye contact, etc.
–Advantages: Supports other communications and provides observable expression of emotions and feelings.
–Disadvantage: Misperception of body language or gestures can influence receiver’s interpretation of message.
Communication Barrier
Communication Barrier between Men and Women
Politically Correct Communication
Cross Cultural Communication
Overcoming Barriers to Communication
Communication Barriers
Noise Barrier
Selective Perception
Information Overload
A slight Background noise can interrupt the speaking or even distract the audience from listening to what is being said.
A second barrier that can effect communication is Distractions such as someone walking late into a meeting or a mobile phone beeping,
How a receiver feels at the time a message is received will influence how the message is interpreted.
Words have different meanings to different people.
A sender’s manipulation of information so that it will be seen more favorably by the receiver.
People selectively interpret what they see on the basis of their interests, background, experience, and attitudes.
A condition in which information inflow exceeds an individual’s processing capacity.
Listening is a significant part of communication process. Communication cannot take place until and unless a message is heard and retained thoroughly and positively by the receivers/listeners.
Effective Listening
Difference between formal and informal communication
Formal Communication
•Message is sent through an official channel.
Message is generally passed via:
fax machines
statements or letters.
Less colloquial than informal communication.
The network flows in all the direction.
Informal Communication
•Employees among employees talk informally
–Informal, not controlled by management.
–Perceived by most employees as being more believable and reliable than formal communications.
–Largely used to serve the self-interests of those who use it.

1.Announce timetables for making important decisions.
2.Explain decisions and behaviors that may appear inconsistent or secretive.
3.Emphasize the downside, as well as the upside, of current decisions and future plans.
4.Openly discuss worst-case possibilities—it is almost never as anxiety-provoking as the unspoken fantasy.
Suggestions for Reducing the Negative Consequences of Rumors
Hand Gestures Mean Different Things in Different Countries
Non Verbal Communication
Written communication
Oral Communication
Types of Communication Network
Email & Emoticons
Instant Messaging
Video Conferencing
Types of Information Systems
A private organization-wide information network.
An information network connecting employees with external suppliers, customers, and strategic partners.
Email uses the internet to transmit and receive computer generated text and documents.
Emoticons help showing Emotion in E-Mail
Its not just for teenagers, IM has been used among Employees to communicate
Excellent way of monitoring employees
Executive Information Systems (EIS)
A quick-reference, easy-access application of information systems specially designed for instant access by upper-level managers.
Choice of Communication Channel
–Emphasize status, power, and independence.
–Complain that women talk on and on.
–Offer solutions.
–To boast about their accomplishments.
Men talk to
Women talk to
–Establish connection and intimacy.
–Criticize men for not listening.
–Speak of problems to promote closeness.
–Express regret and restore balance to a conversation.
Barriers Between Men and Women
Politically Correct” Communication
Certain words stereotype, intimidate, and insult individuals.
In an increasingly diverse workforce, we must be sensitive to how words might offend others.

Instead of saying : handicapped, blind, and elderly
Say or Use: physically challenged, visually impaired, and senior.

Removing certain words from the vocabulary makes it harder to communicate accurately

Instead of : death, garbage, quotas, and women.
Use terms: negative patient outcome, postconsumer waste materials, educational equity, and people of gender.
Communication Barriers and Cultural Context
Cultures that rely heavily on nonverbal and subtle situational cues to communication.
Cultures that rely heavily on words to convey meaning in communication.
High Context
Low Context
Cross Cultural Communication
Cross-cultural communication is how people from differing cultural backgrounds communicate.
Cross-cultural factors increase communication difficulties.
1.Eliminating differences in perception:
2.Use of Simple Language:
3.Reduction and elimination of noise levels:
4.Active Listening:
5.Emotional State:
6.Simple Organizational Structure:
7.Avoid Information Overload:
8.Give Constructive Feedback:
9.Proper Media Selection:
10.Flexibility in meeting the targets:
Full transcript