2.6 communication Flashcards
what is communication (business)?
key element of the organizational structure is how a business communicates with its stakeholders. Communication is crucial in business.
what is communication (general)
exchange or transfer of information, data, and ideas.
why is effective communication essential?
important for business success. Without effective communication, misunderstandings and conflict may happen, which negatively impacts on all aspects of an organization’s activities and operations.
To which topics is communication linked to?
change, motivation, crisis management.1/4 aspects that affect crisis change management
Sender
- initiates the communication.
Message
- information that is transmitted.
Method
- how the message is transmitted.
Receiver
- the audience of the message.
Feedback
- was the message received/ understood?
When is communication effective?
when it has been received and understood by the receiver and the sender knows this
what are the key features of effective communication?
sender of the message
clear message
appropriate medium (way in which message is sent)
feedback to confirm receipt and understanding
what happens if theres no feedback to the message?
effectiveness of the communication might be judged
how many types of communication are there in business?
informal and formal
formal communication
Official channels used to transmit information on behalf of the business
follows chain of command in the organizational structure or outward to its stakeholders
more reliable since there is a record of it
informal communication
happens outside of the business structure
good because it´s quick, but may spread inaccurate information
what are the 4 most common types of communication
Verbal
Visual
Non-verbal
Written
Verbal communication
communication that relies on speaking. is quick, direct and effective. allows for immediate feedback.
what does verbal formal communication look like?
interviews, meetings, lectures, presentations, events, recorded telephone conversations.
what does verbal informal communication look like?
face to face conversations, gossiping, unrecorded telephone conversations.
disadvantage of verbal communication?
can be misunderstood if the sender uses the wrong language, does not speak clearly, or does not allow for feedback.
what is visual communication?
relies on sight.
what is formal visual communication?
presentations, videos, posters, notice boards, signs, symbols, charts and graphs, maps, infographics
what is informal visual communication?
body language, gestures
why can visual communication be effective?
permanent, recognizable and immediate.
disadvantage of visual communication?
less effective if the image or picture requires interpretation as some cultures may respond differently to the same image.
what is nonverbal communication
messages sent and received without verbal information such as:
facial expressions,
eye contact,
tone of voice,
body posture,
gestures and
position within a group.
disadvantages of nonverbal communication?
Communication can be hindered when nonverbal cues seem to contradict what’s being said.
what is written communication
requires the written word.
what is written formal communication
reports, letters, memos, emails*, notices, bulletins, forms, press releases
what is written informal communication
texts, blogs (*email could be considered informal in some organizations)
why may written communication be effective
Records of the message may be kept and written communication can be amended or revised.
disadvantages of written communication
considered impersonal and often the “tone” of the message may be lost. In addition, feedback is not immediate.
formal communication advantages
Formal communication are more credible and reliable because it comes from official channels or networks and there is usually a record of what has been communicated.
Employees know exactly what their roles and responsibilities are as well as the expectations.
Message is clear and this significantly helps to reduce any ambiguities or misunderstandings.
Efficient flow of information between managers and employees using clearly defined chains of command.
formal communication disadvantages
Can be slower especially in large organizations with tall structures.
The need for formality, confidentiality, and security of official information means there are higher costs
The rigid (inflexible) communication processes can result in a lack of initiative or creative ideas from employees.
informal communication advantages
Less time consuming.
Less costly
can improve transparency (formal channels of communication can be restrictive)
Improves communication flows and can prevent potential problems or clashes between employees.
Grapevine communications, be they based on private or professional matters, help to create positive relations in the workplace. This can help to improve employee morale and productivity.
informal communication disadvantages
Second-hand information is not always reliable or accurate.
No official records for verification.
Miscommunication and misunderstandings can be higher as employees may misinterpret information communicated through unofficial channels.
It is harder to control as informal conversations have no set rules or policies to be followed.
what is the importance of effective communication
can impact on many areas of business:
Employee motivation and productivity
The number and quality of ideas generated by the workforce
The speed of decision-making
Speed of response to market changes
Reduces the risk of errors
Effective communication between departments
what does poor communication lead to
demotivated workers, uncoordinated departments, poor customer service and a lack of overall direction for the organization.
what is Barriers to communication
Anything that hinders or stops the business from delivering the right message to the right person at the right time, or a receiver from receiving the right message at the right time is a communication barrier.
6 Barriers to communication include:
language
cultural
technological
organizational
physical
psychological
