Lesson 6 : Communication Flashcards
A process of sharing information through symbols, including words and messages.
Communication
Functions of Communication
- Information Function
- Motivation Function
- Control Function
- Emotive Function
Information provided through communication may be used for decision-making at various work levels in the organization.
Information Function
Communication is also oftentimes used to motivate employees to commit themselves to the organization’s objectives.
Motivation Function
When properly communicated, reports, policies, and plans define roles and 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
Communication Process
- Develop an idea
- Encode
- Transmit
- Receive
- Decode
- Accept
- Provide Feedback
The most important step in effective communication. The idea to be conveyed must be useful or of some value.
Develop an Idea
Forms of Communication
- Verbal
- Non-Verbal
Communication that is transmitted through hearing or sight.
Verbal Communication
Involves bearing the words of the sender, although sometimes, opportunities are provided for seeing the sender’s body movements, facial expression, gestures, and eye contact.
Oral Communication
The sender seeks to communicate through the written word.
Written Communication
A means of conveying a message through body language, as well as the use of time, space, touch, clothing, appearance, and aesthetic elements.
Non-Verbal Communication
Barriers to Communication
- Personal Barriers
- Physical Barriers
- Semantic Barriers
Hindrances to effective communication arise from a communicator’s characteristics as a person, such as emotions, values, poor listening habits, sex, age, race, socioeconomic status, religion, education, etc.
Personal Barriers
Refer to interferences to effective communication occurring in the environment where the communication is undertaken.
Physical Barriers
When the wrong meaning has been chosen by the receiver, misunderstanding occurs.
Semantic Barriers
The study of meaning as expressed in symbols. Words, pictures, or actions are symbols that suggest certain meanings.
Semantics
Ways to Overcome Communication Barriers
- Use of Feedback
- Repeating of Messages
- Use of Multiple Channels
- Use of Simplified Language
Refers to message flows from higher levels of authority to lower levels.
Downward Communication
Refers to messages from persons in lower-level positions to persons in higher positions.
Upward Communication
Techniques of Downward Communication
Letters, meetings, telephones, manuals, handbooks, and newsletters.
Techniques of Upward Communication
Formal grievance procedures, employee attitude, and opinion surveys, suggestion systems, open door policy, informal gripe sessions, task forces, and exit interviews.
Finding out what the employees think about the company.
Employee Attitude and Opinion Surveys
Provides the management with an opportunity to act on difficulties before they become full-blown problems.
Open Door Policy
Refers to messages sent to individuals or groups from another of the same organizational level or position.
Horizontal Communication
