essen Chapter 12: Managers and Communication

Learning Objectives

  • 12.1: Define the nature and function of communication.

  • 12.2: Describe methods and challenges of interpersonal communication.

    • How to deal with an uncommunicative boss.

    • Develop effective listening skills.

  • 12.3: Explain effective communication flows in organizations.

  • 12.4: Impact of internet and social media on managerial communication.

  • 12.5: Summarize communication issues in organizations today.

  • 12.6: Discuss ways to improve communication skills.

Nature and Function of Communication

  • Importance of Communication:

    • Communication is essential in managerial functions, influencing all business decisions and operations.

    • Everything a manager does is intertwined with communication.

  • Definition of Communication:

    • Communication = Transfer and understanding of meaning.

    • Key Components: Transfer of meaning must occur for communication to be valid. Agreement does not equate to effective communication; understanding is crucial.

  • Types of Communication:

    • Interpersonal Communication: Between individuals.

    • Organizational Communication: Encompasses all patterns, networks, and systems in an organization.

Functions of Communication

  • Control:

    • Communication controls behaviors, through formal guidelines and informal processes (e.g., peer pressures, group norms).

  • Motivation:

    • Effective communication provides clarity on tasks and performance feedback, thus motivating employees.

  • Emotional Expression:

    • Communication allows for the expression of emotions and fulfillment of social needs among employees.

  • Information:

    • Communication is essential for sharing information necessary for effective operation and minimizing confusion.

Methods and Challenges of Interpersonal Communication

  • Interpersonal Communication Process:

    1. Sender: The person with the message.

    2. Message: The information being communicated (encoded).

    3. Medium: The channel through which the message is sent.

    4. Receiver: The person interpreting the message (decoded).

    5. Noise: Any interference affecting the clarity of the message.

Channels for Interpersonal Communication Techniques

  • Evaluate methods based on:

    • Feedback speed (how quickly responses can be made).

    • Complexity capacity (ability to communicate complex messages).

    • Confidentiality (whether messages are securely received).

    • Cost (expense of each communication method).

    • Formality (appropriate level of formality for the situation).

Nonverbal Communication

  • Importance: Body language and tone can significantly influence communication meaning.

    • Examples: Body language, facial expressions, intonation (paralinguistics).

  • Ensure alignment between verbal and nonverbal cues to avoid mixed messages.

Barriers to Effective Communication

  1. Cognitive Barriers:

    • Information Overload: Too much information can overwhelm and lead to miscommunications.

    • Filtering: Manipulating information before it's communicated (e.g., telling only what the boss wants to hear).

  2. Emotional Barriers:

    • Extreme emotional states can obstruct objective communication.

  3. Sociocultural Barriers:

    • Differences in cultural backgrounds impact language and understanding of communication.

Overcoming Barriers

  • Feedback: Seek responses to improve understanding and clarity.

  • Simplify Language: Use clear and understandable language tailored to the audience.

  • Active Listening: Prioritize listening to enhance communication effectiveness.

  • Control Emotions: Manage feelings to communicate thoughtfully.

Communication in the Internet and Social Media Age

  • 24/7 Accessibility: Technology enables constant communication, but it can hinder creativity.

  • Social Media’s Role: Platforms promote information sharing, but managers must be cautious of legal implications and ensure personal interaction is maintained.

Communication Issues in Today's Organizations

  1. Managing Digital Communication: Challenges related to the overwhelming volume of emails and digital messages.

  2. Knowledge Management: Effectively sharing knowledge within organizations to improve efficiency.

  3. Customer Communication: Ensuring appropriate interactions with customers to enhance satisfaction.

  4. Employee Input: Encouraging employee feedback through engaging platforms.

  5. Ethical Communication: Ensuring all communication is truthful, transparent, and respectful of privacy rights.

Becoming a Better Communicator

  • Skills to Develop:

    • Listening Skills: Engage in active listening.

    • Persuasion: Influence decisions through effective communication.

    • Verbal and Written Skills: Enhance speaking and writing to deliver clear messages effectively.

Terminologies

  • Communication: Transfer and understanding of meaning.

  • Interpersonal Communication: Communication between individuals.

  • Organizational Communication: Patterns and systems of communication within an organization.

  • Sender: The person who initiates the message.

  • Receiver: The person who interprets the message.

  • Message: The information being communicated.

  • Noise: Interference affecting communication clarity.

  • Nonverbal Communication: Communication through body language and tone.

  • Cognitive Barriers: Mental obstacles that impede understanding.

  • Emotional Barriers: Feelings that obstruct effective communication.

  • Sociocultural Barriers: Differences in cultural backgrounds that impact communication.

  • Feedback: Responses that enhance understanding in communication.

  • Active Listening: Listening attentively to improve communication effectiveness.

  • Ethical Communication: Truthful, transparent, and respectful communication practices.