ME 213: Module 6 - Part 1 Flashcards
It is a process of sharing information through symbols, including words and message.
Communication
According to them, communication is a “a process of sharing information through symbols, including words and message.”
- Morris Phillip Wolf
- Shirley Kuiper
It may happen between superior and subordinate, between peers, between a manager and a client or customer, between an employee and a government representative, etc. It may be done face-to-face, or through printed materials, or through an electronics device like the telephone, etc
Communication
It must be made for a purpose and because it has a cost attached to it, it must be used effectively.
Communication
Communication may be used to serve for the following functions:
- Information Function
- Motivation Function
- Control Function
- Emotive Function
M.I.C.E.
It is information provided through communication may be used for decision-making at various work levels in the organization.
Information function
A constructions worker, for instance, may be given instructions on the proper use of certain equipment. This will later provide him with a guide in deciding which equipment to use in particular circumstances.
What function of communication is this?
Information function
Communication is also oftentimes used as a means to motivate employees to commit themselves to the organizations’ objectives.
Motivation function
When properly communicated, reports, policies and plan define roles, clarify duties, authorities and responsibilities. Effective control then is facilitated
Control function
When feelings are repressed in the organization, employees are affected by anxiety, which, in turn, affects performance. W
Emotive function
Whatever types of emotions are involved, whether satisfaction, dissatisfaction, happiness or bitterness, communication provides a means to decrease the internal pressure affecting the individual.
Emotive function
The Communication Process
- Develop an Idea
- Encode
- Transmit
- Receive
- Decode
- Accept
- Use
- Provide Feedback
It is the most important step in effective communication.
Develop an Idea
The next step after developin an idea is to ________ the idea into words, illustrations, figures, or the other symbols suitable for transmission.
encode
The method of transmission should be determined in advance so that the idea may be encoded to conform to the specific requirements of the identified method.
Encode
It is important that the idea to be conveyed must be useful of some value. An example of a useful idea is how to prevent accidents in workplaces.
Develop an Idea
After encoding, the message is now ready for transmission through the use of an appropriate communication channel.
Transmit
Among the various channels used include the spoken work, body movements, written word, television, telephone, radio, an artist’s paint, electronic mail etc.
Transmit
It is very important so the message sent will reach and hold the attention of the receiver.
Proper transmission
To achieve this, the communication channel must be free of barriers, or interference (sometimes referred to as noise)
Proper transmission
It is the next step after transmission of message.
Receive
The requirement is for the receiver to be ready to ________________________.
receive at the precise moment the message relayed by the sender
The message may be initially received by a machine or by a person. In any case, communication stops when the machine is not turned or tuned on to receive the message, or the person assigned to receive the message does not listen or pay attention properly.
Receive
What is the next step after receiving the message?
Decode
It means translating the message from the sender into a form that will have meaning to the recipient.
Decode
If the receiver knows the language and terminology used in the message, _________________ may be achieved.
successful decoding
If the receiver understands the purpose and the background situation of the sender, decoding will be greatly improved. In legal practice, for instance, the declarations of a dying person have more weight.
Decode
What is the next step after decoding the message?
Accept or Reject
A newly-hired employee was sent to a supervisor with a note from his superior directing the supervisor to accept the employee into his unit and to provide the necessary training and guidance. As the supervisor feels that he was not consulted in the hiring process, he thinks that his only obligation is to
accept the employee in his unit and nothing more.
Accept or Reject
The factors that will affect the acceptance or rejection of a message are as follows:
- The accuracy of the message;
- Whether or not the sender has the authority to send the message and/or require action; and
- The behavioral implications for the receiver.
What is the next step after accepting the message?
Use the information
If the message provides information of importance to a relevant activity, then the receiver could store it and retrieve it when required. If the message requires a certainactions to be made, then he may do so, otherwise, he discards it as soon as it is received. All of the above mentioned options will depend on his perception of the message.
Use the information
It is the last step of communication.
Provide feedback
Communication consist of two major forms:
- Verbal
- Nonverbal
These are those transmitted through hearing or sight.
Verbal Communication
These modes of transmission
categorizes verbal communication into two classes:
- Oral
- Written
It mostly involves hearing the words of the sender, although sometimes, opportunities are provided for seeing the sender’s body movements, facial expression, gestures, and eye contact. Sometimes, feeling, smelling, tasting, and touching are involved.
Oral Communication
This is where the sender seeks to communicate through the written word.
Written Communication
It is an alternative to oral communication.
Written communication
It is sometimes, preferred over the oral communication because of time and cost constraints. When a sender, for instance, cannot meet personally that receiver due to some reason, a written letter or memo is prepared and sent to the receiver.
Written Communication
It is a means of conveying message through body language, as well as the use of time, space, touch, clothing, appearance, and aesthetic elements. Body language consists of gestures, bodily movement, postures, facial expression, and mannerisms of all kinds.
Nonverbal communication
These convey many shades of meaning and it is to the advantage of communicator to understand what messages are relayed.
Nonverbal expressions
The barriers to communication may be classified generally as:
- Personal barriers
- Physical barriers
- Semantic barriers
These are hindrances to effective communication arising from a communicators characteristics as a person, such as emotions, values, poor listening habits, sex, age, race, socioeconomic status, religion, education, etc.
Personal barriers
_________ cloud the communicator’s ability to judge correctly the real meaning of messages received.
Emotions
________________of a receiver frustrate the communication efforts a sender.
Poor listening habits
These refer to interferences to effective communication occurring in the environment where the communication is undertaken.
Physical Barriers
It include distances between people, walls, a noisy jukebox near a telephone, etc. An office that is too tidy may sometimes inhibit a person from meeting the occupant of the office face to face. A menacing pet dog posted near the door may also prevent in person from directly communicating with the object person behind the door.
Physical barriers
A communication channel that is _________ may also prevent important information to reach the intended user.
overloaded
Another physical barrier to communication is ___________. For instance, how may one expect a person who has just lost a loved one to act on an inquiry from fellow employee?
wrong timing
This is the study of meaning as expressed in symbols. Words, pictures, or actions are symbols that suggest certain meanings.
Semantics
When the wrong meaning has been chosen by the receiver, ____________ occurs.
misunderstanding
It may be defined as an “interference with the reception of a message that occurs when the message is misunderstood even though it is received exactly as transmitted.”
Semantic barrier
For example, the words “wise” and “salvage” will have different meanings to an English speaking foreigner than to an ordinary Filipino.
Semantics Barriers
Communications may be classified as to the types of flow of message which are as follows:
- downward
- upward
- horizontal
It refers to message flows from higher levels of authority to lower levels.
Downward communication
Among the purposes of downward communication are:
- to give instructions
- to provide information about policies and procedures
- to give feedback about performance
- to indoctrinate or motivate
Among the techniques used in downward communication are as follows:
- Letters
- Meetings
- Telephones
- Manuals
- Handbooks
- Newsletters
These are appropriate when directives are complex and precise actions are required.
Letters
These are useful sources of information regarding company policy, procedures and organization. Unlike using persons as sources of information, manuals are available whenever it is needed.
Manuals
They provide more specific information about the duties and privileges of the individual worker. It has also the advantage of being available whenever needed.
Handbooks
It refers to messages from persons in lower-level positions to positions in higher positions.
Upward Communication
These provide a mixture of personal, social, and work-related information. Articles about new hiring, promotions, birthdays of employees, questions and answers about work related issues are presented.
Newsletters
The messages usually sent usually provides information on work progress, progress encounter, suggestions for improving output and personal feelings about work and non-work activities.
Upward communication
Among the techniques used in upward communication are:
- Formal Grievance Procedures
- Employee attitude and Opinion Surveys
- Suggestion System
- Open-door Policy
- Informal Gripe Sessions
- Task forces
- Exit interviews
These are a part of a normally operating organization. To effectively deal with them, organizations provide a system for employees to air their grievances.
Formal Grievance Procedures
It is “any employee’s concern over a perceived violation of the labor agreement that is submitted to the grievance procedure for eventual resolution.”
Grievance
It represent an open, upward communication channel whereby employees can offer suggestions to management.
Grievance
They define grievance as “any employee’s concern over a perceived violation of the labor agreement that is submitted to the grievance procedure for eventual resolution.”
Holley and Jennings
Finding out what the employees think about the company is very important. The exercise, however, requires expertise and the company may not be prepared to do it. If the organization’s operation is large enough to justify such activity, then it must be done. If the assistance of an outside research firm is considered, a benefit-cost analysis must be used as a deciding factor.
Employee attitude and opinion surveys
Suggestions from employees are important sources of cost-saving and production enhancing ideas.
Suggestion System
Even if majority of the suggestions are not feasible, a simple means of acknowledging them contributes to employee morale.
Suggestion Systems
It provides the management with an opportunity to act on difficulties before they become full-blown problems
Open-door Policy
This can be used positively if management knows how to handle them. When employees feel free to talk and they are assured of not being penalized for doing so, then management will be spared with lots of efforts determining the real causes of problems in the company.
Informal Gripe Sessions
When a specific problem or issue arises, a ___________- may be creates and assigned to deal with the problem or issue.
task force
When employees leave an organization for any reason, it is the advantage of management to know the real reason. If there are negative developments in the organization that management is not aware of, ____________ may provide some of the answers.
exit interviews
It refers to messages sent to individuals or groups from another of the same organizational level or position.
Horizontal Communication
The purposes of horizontal communication are:
- to coordinate activities between departments:
- to persuade others at the same level of organization
- to pass on information about activities or feelings.
Among the techniques appropriate for horizontal communication are:
- Memos
- Meetings
- Telephones
- Picnics
- Dinners
- Social Affairs
It is defined as as “an organized method of providing past, present and projected information on internal operations and external intelligence for use in decision-making”.
Management Information System (MIS)
They define Management Information System as “an organized method of providing past, present and projected information on internal operations and external intelligence for use in decision-making”.
Boone and Kurtz
These are used by corporate firms consist of written and electronically based systems for sending reports, memos, bulletins and the like. The system allows managers of the different departments within the firm to communicate with each other.
Management Information System (MIS)
