Unit 5.5: Communication

Communication

 the transfer of information from one party to another

• Objective: instruct, clarify, interpret, notify, warn, receive feedback, review and inform

Internal Communication

Communication within the business organization,

External Communication

conducted between members of one organization and members of another

Eg, manager with the supplier

Formal communication

reversal all official channels of communication that are directly related to work matters

•  open channels: use one information is not confidential and can be shared  with  everyone or needs to be shared with everyone

•  restricted channels: for confidential information that is restricted to only those who need to know it

Informal Communication/ Grapevine communication

refers to all unofficial natural and unstructured communication channels that exist among informal groups within an organization

• such as people from different departments talking to one another

•  can Foster a sense of belonging security,  pulling of ideas can generate more solutions

Method of Communication = Channel of communication

The first the method through which communication takes place

Verbal/oral Communication

•  little to no cost

•  detail questions can be asked and answered quickly

•  facial reaction and body language can help judge character

•  information might not be truthful or complete

•  no permanent record of the conversation cannot be used for future reference

•  meetings can be time consuming and all so take away from productivity on work

Written Communication

1. Letters: Importance on formal language and layout

2. Memorandum: business known from one person to another can be formal just handwritten

3. Reports: formal written communication about something that has been researched or investigated and presented

4. Notices: quick messages that need to reach a range of people

5. Executive summaries: related to provide a condensed version of the content and a report

6. Abstract: written in the shortened version of a report without losing the original message of the report

•  defers from an executive summary as abstracts do not directly provide any recommendations to a decision making

2. Research proposals: management planning document that sets out key issues to be investigated

Visual Communication

and use of visual stimulating communicate information or ideas like pictures or videos

•  bar charts pie charts infographics line graphs histograms videos

•  a lot of the business tools - bcg, swot, decisions trees

Non-Verbal Communication

1.  any form of communication other than oral communication such as electronic systems

   1. Electronic Mail

   2. Video Conferencing

   3. Mobile Devices

Which type of communication is used

1. Personal preferences

2. Organizational structures

3. Security issues and concerns

4. Skills and training of the users

5. Ease of use

6. Size of business

7. Storage needs

8. Location of sender and receiver

9. Urgency 

10. Cost

Barriers to communication

1. High costs

2. Technological Breakdowns

3. Jargon: technical language used to different positions

•  normally used to speed up an enhanced communic,  how is

4. The Fear of Technology

5. Geographical Location and Distance:  harder to communicate to people in remote areas

6. Internal Politics: can produce rumors or gossip and general resistance cooperate with colleagues

7. Poor Presentation skills

8. Poor or negative body language

9. Inaccurately transmitted gossip:  normally in tall hierarchical structures -  where messages are passed down and incorrectly transmitted distorted

10. Physiological barriers:  being hard of hearing or sight impediments

11. Cultural ignorance:  some language terms and ways of acting can be communicated and transmit different ideas based on the different cultures

•  EG and professional dinner eating before someone can be seen as rude In some cultures and in others it doesn't matter

12. Language proficiency:  immigrants just not knowing language of the host country 

Noise

• Term used to refer to any barrier to effective communication 

Consequences to Poor Communication

1. Low morale from being out of touch 

2. Errors among staff work 

3. Loss of competitiveness since the work is less productive

4. Lack of coordination/ control can affects performance of workers who aren’t corrected