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Communication II

Communication II. Unit One. What is communication?. Purposes of Communication. Communication acts to control member behaviour .

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Communication II

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  1. Communication II Unit One

  2. What is communication?

  3. Purposes of Communication • Communication acts to control member behaviour. • Communication fosters motivation by clarifying to employees what is to be done, how well they are doing it, and what can be done to improve performance if it’s subpar. • Communication provides a release for emotional expression of feelings and for fulfillment of social needs. • Communication facilitates decision making. It provides the information that individuals and groups need to make decisions by transmitting data to identify and evaluate alternative choices

  4. Formal and Informal Communication • Formal communication networks are systems designed by management to dictate who should talk to whom to get a job done. While informal communication networks are patterns of interaction based on friendships, shared personal or career interests, and proximity. • Functions of informal communication within an organization • Confirming- Some informal communication confirms formal messages. • Expanding- Information communication can help fill in the gaps left by incomplete formal messages. • Expediting- Informal networks can often deliver messages more quickly more quickly than official channels can.

  5. Routes of Communication • The most common way of describing communication networks is with organizational charts. Organizational charts show that communication can flow in several directions: upward, downward, and horizontally

  6. Downward Communication. • This occurs whenever superiors initiate messages to their subordinates. There are several types of downward communication: • Job instructions. Directions about what to do and who to do it. • Job rationale. Explanations of how one task relates to other tasks. • Procedures and Practices. Information about rules, regulations, policies, and benefits. • Feedback. Information about how effectively a person is performing. • Indoctrination. Information aimed at motivating employees by impressing the organization’s mission upon them specifying how they should relate to it.

  7. Potential Benefits and Problems of Downward Communication • Potential Benefits. • Prevention or correction of employee errors. • Greater job satisfaction. • Improved morale. • Potential Problems. • Insufficient or unclear messages. • Message overload • Message distorted as it passes through one or more intermediaries.

  8. Upward Communication • Messages flowing from subordinates to superiors are labeled upward communication. Upward communication can convey four types of messages: • *What subordinates are doing. • * Unsolved work problems. • * Suggestions for improvement. • * How subordinates feel about each other and the job.

  9. Potential Benefits and Problems of Upward Communication • Potential Benefits. • Prevention of new problems and solution of old ones. • Increased acceptance of management decisions. • Potential Problems • Superiors may discourage, disregard, or downplay importance of subordinates’ messages. • Supervisors may unfairly blame subordinates for unpleasant news.

  10. Horizontal/ Lateral Communication • It consists of messages between members of an organization with equal power. The most obvious type of horizontal communication goes on between members of the same division of an organization: office workers in the same department, co-workers on a construction project, and so on. In other cases lateral communication occurs between people from different areas: accounting calls maintenance to get a machine repaired, hospital admissions calls intensive care to reserve a bed, and so on.

  11. Five Purposes of Horizontal Communication • Task Coordination. • Problem solving • Sharing information • Conflict resolution • Building rapport

  12. Potential Benefits and Problems of Horizontal Communication • Potential Benefits • Increased cooperation among employees with different duties • Greater understanding of organization’s mission. • Potential Problems • Rivalry may occur between employees from different areas. • Specialization makes understanding difficult. • Information overload discourages contacts. • Physical Barriers discourage contact. • Lack of motivation.

  13. Summary • The absence of formal channels reduces communication effectiveness. Organizations must provide adequate upward, downward and horizontal communication in the form of employee surveys, open-door policies, newsletters, memos, task forces, and liason personnel. Without these formal channels, the organization cannot communicate as a whole.

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