COMMUNICATION, TYPES, PROCESS, BARRIERS, BY DR SYED MANZOOR HUSSAIN SHAH AIOU ISLAMABAD

Communication is the transfer of information

and understanding from one person to another

It is the process of exchanging information and

feelings between two or more people

Communication is the vehicle that allows to

fulfill each management function

Communication allow manager to obtain data

for decision making, to identify problems and to know that actions are needed

Purpose of Communication
Scott and Mitchell has identified 4 objectives that

communication serves within organization . increase acceptance of organizational rules by subordinates gain greater commitment to organizational objectives provide necessary data for decision making clarify task responsibilities, identify authority positions and provide accountability for performance

Elements of Communication
Communicator
Communicate

Types of Communication
For conveying our thoughts, ideas, intensions,

opinions, desires to person/group of persons We use variety of means such as spoken words, printed words, graphs, pictorial presentations, facial expression, bodily movement, gestures. Purposeful use of these means is essential as they act on the basis of communication. Organization with effective communication is effective

Non Verbal Communication

Expression without words, through gestures behavior.
Unplanned and even unconscious Carry more than 90% emotional meaning of the

message These cues have a great impact on communication Gestures, Postures, Facial Expressions, Eye Movements, Vocal cues

Verbal Communication
Expression through use of language
Language which is composed of words and grammar In sequential way/order The communication can be in oral Expression of ideas through the spoken words, Face to Face conversation, Telephone calls Private Meetings Group Meetings Teleconferencing's

Written Communication
Expression of ideas through words that are meant to

be read This allows people to absorb information at their own speed and level Such as memos, letters, reports, electronic mails

Media Communication

Print Media Electronic Media & others Transmission of information using advanced technologies such as; computer, electronic mail, teleconferencing, videocassettes, video conferencing and private television network

Formal Communication
Information by organizational official structure Phone Calls, Staff meetings Department Meetings

Seminars
Newsletter Official notes

Job instructions
Surveys Report Bulletin

Informal Communication It supplement formal communication

It is used as grapevine communication
It can be effective Accurate

Helpful or
Harmful in Managing People

Vertical Communication
Flow of information up and down in the

organizational hierarchy It enables to share information from bottom to top At lower level it provide information about plans, schedule polices and schedules At upper level it provide

Horizontal Communication
Flow of information across departmental boundaries
Section to section Institution to institution

One way communication

It does not allow feedback
Speech Advertisement Policy Manual The sender does not get feedback what the listener feel

about it

Two communication
The sender explicitly seeks feedback
Sender gain valuable information that enhance his

decision making Comparatively better one

Downward Communication
From superior to subordinate
Job instruction, Policy matters, Information about rules and regulations Procedures and practice Information to understand the procedure

Upward Channel
Communication from subordinate to superior
Provide feedback to the manager Necessary for coordination of various activities Provide information about execution

Efficient and effective communication

Communication within minimum time
Communication within minimum cost Communication with most accurate mean (sender) Communication with most accurate mean (receiver) Comprehension of the message by both the groups

Communication Process
Provides exchange of information between sender and

receiver This involves sequential steps Ideating Encoding Transmitting Receiving Decoding Acting

Step 1
Concern with sender Planning/Ideating To develop an idea Or thought that sender wishes to transmit

Step 2
Encoding (Idea becomes a message) The process of putting the message into the form the receiver will understand Encoding in suitable words Words Charts or Symbol for transmission

Step 3
Transmission The message is transmitted to the receiver Information from sender to receiver Choice of channel depends on organization Transmission allow the other person to receive the message

Step 4
Receiving Message becomes the receivers responsibility If no receive there is no communication

Step 5
Decoding
Receiver interpretation of message Involves mental process of receiving It involves meaning, action and Affect the receiver takes

Step 6
Acting/Response
The receiver action is involved The receiver ensure receipt of message and try to

understand it

Step 7
Feedback
Reaction to the message in the form of communication

back to the sender Follow same step by step process for messaging

Important points for communicator/Sender

Emphasis on planning and organizing information
Most appropriate channel should be used Efficiency and effectiveness of communication Message should be decoded carefully

Problems of communication

Feedback system Lack of openness Filtering Fear Language Time constraints Poor listening skills Inefficient communication Incorrect choice of medium Message complexity Lack of trust

How to improve communication

Use of human relations tool
Proper planning Creation of positive climate Use of grapevine Avoiding over communication Meetings, directives and designs Use of pictures Utilization of feedback

Language barriers
Wrongly expressed message
Faulty translation Use of technical language

Organizational barriers
Organizational policies
Organizational rules Organizational relationships Complexity in organizational structure Organizational facilities

Personal Barriers
Barriers related to superiors
Attitude of superiors Fear of position Insistence of improper channel Lack of confidence in subordinates Shortage of time Lack of attention

Barriers related to subordinates

Lack of proper incentives
Unwillingness to communicate