University of Central Punjab

Principles of Management

Topic: Communication and Management

Submitted By:

Name: Sana Riaz

Roll No : 0185

Section: 1A

Submitted To:

Sir Mazhar Hayat

COMMUNICATION

Definition:

Communication is the process in which the message moves from source to destination.

OR

The process of transmitting and receiving verbal and nonverbal messages.

Functions of Communication

1. Job Control

Job control is a basic function of communication in the workplace. The communications that control the duties and behavior of employees on the job include company policies and job descriptions.

2. Decision Making

The managers and decision makers in an organization rely on communication from employees to make decisions for the company.. Management can use the information to determine if more employees or additional equipment is needed to increase production..

3. Motivating Employees

Supervisors and managers use communication to motivate employees to perform to their highest potential. Supervisors can use written and verbal communication to motivate workers with incentive programs, rewards, praise and constructive criticism.

4. Information function:

The basic requirement of adapting and adjusting oneself to the environment is information. The receiving or giving of information underlines all communication functions, either directly or indirectly.

5. Influence or persuasive

Persuasive function of communication i.e. to induce people is extremely important for extension in changing their behaviour in the desirable direction.

I NTERPERSONAL C OMMUNICATION

Interpersonal communication is the process by which people exchange information, feelings, and meaning through verbal and non-verbal messages: it is face-to-face communication.

Elements of Interpersonal Communication

1. The Communicators

For any communication to occur there must be at least two people involved.In fact communications are almost always complex, two-way processes, with people sending and receiving messages to and from each other

2. The Message

Message not only means the speech used or information conveyed, but also the non-verbal messages exchanged such as facial expressions, tone of voice, gestures and body language. Non-verbal behavior can convey additional information about the message spoken..

3. Noise

The use of complicated jargon, inappropriate body language, inattention, disinterest, and cultural differences can be considered 'noise' in the context of interpersonal communication. In other words, any distortions or inconsistencies that occur during an attempt to communicate can be seen as noise.

4. Feedback

Feedback consists of messages the receiver returns, which allows the sender to know how accurately the message has been received, as well as the receiver's reaction. Feedback allows the sender to regulate, adapt or repeat the message in order to improve communication.

5. Context

All communication is influenced by the context in which it takes place. However, apart from looking at the situational context of where the interaction takes place, for example in a room, office, or perhaps outdoors, the social context also needs to be considered, for example the roles, responsibilities and relative status of the participants etc.

6. Channel

The channel refers to the physical means by which the message is transferred from one person to another. In face-to-face context the channels which are used are speech and vision, however during a telephone conversation the channel is limited to speech alone.

Interpersonal communication Methods:

o Nonverbal communication –

Communication transmitted without words.

o Body language -

Gestures, facial configurations, and other body movements that convey meaning.

o Verbal intonation –

An emphasis given to words or phrases that conveys meaning

O RGANIZATIONAL C OMMUNICATION

There are two types of business communication in an organization:

1. Internal Communication2. External Communication

1. Internal Communication

Communication within an organization is called "Internal Communication".

Under Internal Business Communication types there come:

a) Upward Communication b) Downward Communication c) Horizontal/Literal communication

a) Upward Communication

Upward communication is the flow of information from subordinates to superiors, or from employees to management

b) Downward Communication

Information flowing from the top of the organizational management hierarchy and telling people in the organization what is important (mission) and what is valued

c) Horizontal/Literal communication

Horizontal communication normally involves coordinating information, and allows people with the same or similar rank in an organization to cooperate .

2. External Communication

Communication with people outside the company is called "external communication". Supervisors communicate with sources outside the organization, such as vendors and customers. It leads to better;

o Sales volume

o Public credibility

o Operational efficiency etc.

O VERCOMING C OMMUNICATION B ARRIERS

                                  

1. Use of Simple Language:

Use of simple and clear words should be emphasized. Use of ambiguous words and jargons should be avoided.

2. Reduction and elimination of noise levels:

Noise is the main communication barrier which must be overcome on priority basis. It is essential to identify the source of noise and then eliminate that source.

3. Active Listening:

Active listening means hearing with proper understanding of the message that is heard. By asking questions the speaker can ensure whether his/her message is understood or not by the receiver in the same terms as intended by the speaker.

4. Emotional State:

During communication one should make effective use of body language. He/she should not show their emotions while communication as the receiver might misinterpret the message being delivered

5. Simple Organizational Structure:

The organizational structure should not be complex. The number of hierarchical levels should be optimum. There should be a ideal span of control within the organization. Simpler the organizational structure, more effective will be the communication.

6. Give Constructive Feedback:

Avoid giving negative feedback. The contents of the feedback might be negative, but it should be delivered constructively. Constructive feedback will lead to effective communication between the superior and subordinate.