Module 3 | Function of Management - Communication

It is a process of sharing information through symbols, including words and message

Communication

It may be face-to-face, or through printed materials, or through an electronic device like telephone, cellular phone, etc.

Communication

Communication must be made for a \____ because it ha a cost attached to it

Purpose

Functions of Communication

Information Function; Motivation Function; Control Function; Emotive Function

Communication may be used for decision-making at various work levels in the organization.

Information Function

Means to motivate employees to commit themselves to the organization's objectives.

Motivation Function

When properly communicated, reports, policies, and plans define roles, clarify duties, authorities and responsibilities. Effective control is, then, facilitated.

Control Function

When feelings are repressed in the organization, employees are affected by anxiety, which, in turn, affects performance.

Emotive Function

8 Steps of Effective Communication

Develop an Idea; Encode; Transmit; Receive; Decode; Accept; Use; Provide Feedback

it is the most important step in Effective Communication

Develop an idea

It is important that the \___ to be conveyed must be useful or of some value

Idea

The next step is to \___ the idea into words, illustrations, figures, or other suitable for transmission

Encode

After encoding, the message is now ready for transmission through the use of an appropriate communication channel

Transmit

These is very important so that the message sent will reach and hold the attention of the receiver. To achieve this, the communication channel must be free of barriers, or interference (some referred to as noise).

Proper Transmission

The next step is the communication process is the actual receiving of the message by the intended receiver.

Receive

It means translating the message from the sender into a form that will have meaning to the recipient.

Decode

The next step is for the receiver to accept or reject the message.

Accept

Factors that will affect the acceptance or rejection of a message:

Accuracy of the message; Whether or not the sender has the authority to send the message and/or require action; Behavioral implications for the receiver.

The receiver will now use the information

Use

The last step in the communication process is for the receiver to provide feedback to the sender.

Provide Feedback

2 Forms of Communication:

Verbal Communication; Non-Verbal Communication

Those transmitted through hearing or sight.

Verbal Communication

2 Classifications of Verbal Communication:

Oral; Written

Means of conveying message through body language, as well as the use of time, space, touch, clothing, appearance, and aesthetic elements.

Non-Verbal Communication

It consists of gestures, bodily movement, posture, facial expression, and mannerisms of all kinds.

Body Language

There are various factor which may impede the efficient flow of communication.

Communication Barriers

Classifications of Communication Barrers

Personal Barriers; Physical Barriers; Sematic Barriers

These are hindrances to effective communication arising from a communicator's characteristics as a person

Personal Barriers

cloud the communicator's ability to judge correctly

Emotions

People with \_____ will find it hard to communicate with each other.

Different Values

Interferences to effective communication occurring in the environment where the communication is undertaken.

Physical Barriers

It Includes distances between people, walls, a noisy speaker near a telephone, etc.

Physical Barriers

A communication channel that is \___ may also prevent important information to reach the intended user

Overloaded

It is a study of meaning as expressed in symbols

Semantic

It Includes distances between people, walls, a noisy speaker near a telephone, etc.

Semantic Barriers

Interference with the reception of a message that occurs when the message is misunderstood even though it is received exactly as transmitted

Semantic Barriers

Overcoming Barriers to Communication

Use feedback; Repeat messages; Use multiple channels; Use simplified language

\___ to facilitate understanding and increase the potential for appropriate action.

Use Feedback

\___ in order to provide assurance that they are properly received.

Repeat Messages

\___ so that the accuracy of the information may be enhanced.

Use Multiple Channels

\___ that is easily understandable and which eliminates the possibility of people getting mixed-up with meanings.

Use simplified language