Communication (Blessy Babu's Conflicted Copy 2011-11-13)

7/31/2019 Communication (Blessy Babu's Conflicted Copy 2011-11-13)

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Communication

Concept and meaning


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Communication

Communication is a Latin word, which means

sharing (information or intelligence). The most

common medium of communication is language.

Communication is a process, the main componentsare:

Sender

Message

Channel

Receiver

Response

Communication: Concept and meaningBy: Madhavendra Dutt


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Common frame of reference

Frame of reference is the common field of

experience or the common interest shared by

the communicators.

Semanticgap

Semantic gap in communication is the

different understanding of words between

sender and receiver.

Communication: Concept and meaningBy: Madhavendra Dutt


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Improper Encoding

Lack of understanding on the part of receiver.

It leads to confusion and misunderstanding.

Remedy: Message should be presented in the

language code of audience.

Sender should always consider hisaudiences ability to process information.

Communication: Barriers to communicationBy: Madhavendra Dutt


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Bypassing

Misunderstanding resulting from missed

meanings because of the use of abstract

words and phrases on which both senders

and receivers do not agree.

Remedy:

Use familiar words with concrete meanings

so that there is no scope for confusion.



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Physical Distraction

Physical distractions can easily disrupt

communication. It comes from discomfort.

Remedy:

The speaker and the listeners should feel

comfortable at the time of communication, it

can be achieved by making environment cool

and peaceful.



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Psychological and EmotionalInterference

Feelings of sadness, fear, anger, anxiety or

happiness influence reception and ability to

receive ideas of others.

Remedy:

One must assure that one is not emotionally

charged before one takes part in a

communication interaction.



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Intercultural Differences

Receiver assigns meanings to message cuesand meanings are assigned in terms of areceivers frame of reference. As the sender

and receiver belong to different cultures, theinterpretation of meaning can createmisunderstanding.

Remedy:

Be sensitive to cultural differences and takeinto account the values of our listeners/readers while communicating with them.



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Communication

Methods of communication


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Methods of communication

Verbal Communication

Non-verbal Communication

Writing Reading

Communication: Methods of communicationBy: Madhavendra Dutt


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Verbal Communication

Verbal communication is when a person puts across amessage by speaking. The message can be sent to anindividual, a team or a group.

The message can be sent in person, via an intercom,

over the phone, email etc. The person sending the message should express the

message clearly so that the receiver is able tounderstand and act, if required, on the message.

The receiver of the message should be able to

understand what was said. Many times the messagemay not be received as the sender intended, due to arange of factors including lack of attention or interest.



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Non-verbal Communication

There are numerous ideas, thoughts and

feelings that are communicated without

words. Only one third of a message is sent in

a person-to-person exchange in words alone.People have the ability to read non-verbal

cues. These cues are learnt from the

environment and through culture and cantherefore be misinterpreted.



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Examples of Non-verbalcommunication

The following are examples of non-verbal

communication:

yawn

tears

frown

crossing arms

averting eyes



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Types of Non-verbalcommunication

Non-verbal communication is divided into sixtypes. They are:

body language

physical characteristics and appearance voice

space

environment

time

Silence can be a type of non-verbalcommunication.



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Writing

Written communication provides a record for the future. Writtencommunication can be studied, reflected on and absorbed at thereceiver's own pace. Written communication is permanent andmakes a lasting impression.

The written word can sometimes have more authority. Words can bewritten, rewritten, edited until the communication is seen as clearand accurate and is ready to be sent to the receiver.

Written communication includes letters, memos, email, minutes ofmeetings, reports, instructions, diagrams, maps, other pictorial aidsetc.

Written communication can overcome distance and can be cheaperthan face-to-face meetings. It can be useful when information has tobe sent to large numbers of people and can reinforce verbalcommunication.



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Reading

In most workplaces there is a lot of reading required of personnel. Thereading material may include minutes of meetings, Occupational, Healthand Safety procedures and practices, work procedures, reports etc.

Due to the amount of reading required for many workers, reading skills needto be developed so that time spent reading is efficient and effective.

When reading a workplace document, questions to ask before hand are: Why am I reading this? What is the purpose of the document?

What do I expect to be able to know / do as a result?

It may be helpful to think in terms of the outcomes of the reading. Theoutcomes may be: Memorizing the information

Getting a broad overview

Getting evidence Finding out what has happened

Answering a question /topic

Revising

Getting a range of opinions

Getting concrete facts



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How we start improving ourcommunication skill?

An ability to communicate with others is essential in

every aspect of our lives, but is something that many

of us struggle with.

We start to communicate with others from birth,babies cry as it is the only way they can let their

parent know that they are hungry, need changing

etc.

The next stage is body language; such as armsstretched out to be picked up or cuddled and the

waving of a cup to indicate thirst.

Communication: Techniques to improve communicationBy: Madhavendra Dutt


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How to improve communicationskill?

Improve your self confidence and belief in

what you have to say.

Write down what you want to say and

practice first on front of a mirror and then with

family and friends.

The key is to talk about things that you know

to be true, or about hobbies and pastimesthat you are knowledgeable about.



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How to improve communicationskill?

Join in with chats and forums online, this is a greatplace to start to improving your communication.

The more you pour out your feeling and thoughts to

a receptive audience, the more your confidence willincrease.

A lack of confidence and self esteem can have adebilitating effect on your life if you let it, so it's timeto stop it now. Try some or all of these ideas and

you will find that a whole new world is opening up toyou. You ARE an interesting person, and its time foreveryone to realize that!



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Communication in abusiness organization

Internal communication


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Internal communication

Internal communications is the functionresponsible for effective communication

among participants within an organization.

Internal Communication, in a business

context, is the dialogic process between

employees and employer, and employees

and employees.

Communication in a business organization: Internal communicationBy: Madhavendra Dutt


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How significant is internalcommunication?

Internal communication is significant in anyorganization because it is the building block of theorganizational culture. The organizational culture isthe atmosphere of the organization based on itsvalues, mission and work processes. When everymember of the organization holds the same values,understands the work policies and procedures in thesame way, and is focused on the same mission, the

organizational culture promotes much more effectiveuse of resources then under a culture that is morediffuse in its interpretation.



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Upward communication

Upward communication refers to the flow ofcommunication from the lower level to theupper level.

This type of communication is normallyobserved when subordinates, employeescommunicate about themselves, informationrelated whats happening in an organization,

about the reaction of certain policies andother thoughts that came across their mindsas well as others to their superiors.



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Downward communication

Information flowing from the top of theorganizational management hierarchy and tellingpeople in the organization what is important(mission) and what is valued (policies).

Some examples of downward communicationinclude notice, circulars, instructions, orders, letters,memos, bulletins, handbooks, annual reports,loudspeaker announcements and group meetings.

Communication from superior to subordinate can beface to face as well as through writtenmemorandums, orders, job descriptions etc.



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Grapevine communication

Grapevine is an informal communication network, which ignoresformal channels of communication and spreads rumors andgossips at all levels of the business organization.

It can be easily found that a large portion of the communication inalmost every business house is not formal or pre-planned.

It is neither pre-planned nor deliberately motivated by themanagement. It is neither written nor documented or recorded.

It refers to any communication that takes place outside theprescribed and pre-planned channels of formal businesscommunication. It is not set with the lines of organizationalhierarchy. As it has no set rules and regulations, it is not confinedto a particular direction. It just spreads like a grapevine.



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External communication


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External communication

The exchange of information and messages between anorganization and other organizations, groups, or individualsoutside its formal structure.

The goals of external communication are to facilitate cooperationwith groups such as suppliers, investors, and shareholders, andto present a favorable image of an organization and its productsor services to potential and actual customers and to society atlarge.

A variety of channels may be used for external communication,including face-to-face meetings, print or broadcast media, and

electronic communication technologies such as the Internet.External communication includes the fields of PR, mediarelations, advertising, and marketing management.

Communication in a business organization: External communicationBy: Madhavendra Dutt


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Strategies for conductingsuccessful business meeting


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Develop a team through multiple strategies to

create a cohesive unit.

The most important strategy is to make sure

your team is accurately representing their

departments. If a team member comes to the

table with nothing to contribute, no reports,

no stats, it reflects poorly on that department. If you are leading, PLAN! Have an agenda to

distribute to your team members.

Communication in a business organization: Strategies for conducting successful business meetingBy: Madhavendra Dutt


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Allow everyone to speak, but limit them.

There are some long-winded people! This is

not rude; it teaches them to say the

significant things in their allotted timeframe.Otherwise, people tend to get sidetracked on

minor details that do not contribute to an

effective meeting. An agenda helps thisbecause they can see what else needs to be

discussed.



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Anticipate. Bring pens and paper to the meeting.This tells your team members you expect them to jotdown significant information so they can take it backto their departments and share the information with

their team members. Have someone taking minutes. Do not make a team

member take minutes. This distracts them fromcontributing to the meeting as they are tryingdesperately to record everything that is said. The

use of an administrative assistant or clerical workeris acceptable as long as they sign a confidentialityagreement.



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Identify what is confidential and what is not.

This controls gossip and leaks.

Start positive then work out things that are

not running so well. For example, if your

sales department has slipped in numbers,

encourage what they are doing well before

pointing out what they need to improve on.This increases morale.



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Documentation


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Notice

Notice is the legal concept in which a party ismade aware of a legal process affecting their

rights, obligations or duties. There are

several types of notice: public notice (or legalnotice), actual notice, constructive notice, and

implied notice.

Communication in a business organization: DocumentationBy: Madhavendra Dutt


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Agenda

An agenda is a list of meeting activities in theorder in which they are to be taken up,

beginning with the call to order and ending

with adjournment. It usually includes one ormore specific items of business to be

considered. It may, but is not required to,

include specific times for one OR moreactivities. An agenda may also be called a

docket.



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Minutes of meeting

Minutes, also known as protocols, are the instantwritten record of a meeting or hearing. They oftengive an overview of the structure of the meeting,starting with a list of those present, a statement of

the various issues before the participants, and eachof their responses thereto.

It is often important for the minutes to be brief andconcentrate on material issues rather than being averbatim report, so the minute-taker should have

sufficient understanding of the subject matter toachieve this. The minutes of certain entities, such asa corporate board of directors, must be kept and areimportant legal documents.



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Legal and ethical issues incommunication


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Intellectual Property Rights

Intellectual property rights is a legal concept thatconfers rights to owners and creators of the work,for their intellectual creativity. Such rights can begranted for areas related to literature, music,

invention etc, which are used in the businesspractices. In general, the intellectual property lawoffers exclusionary rights to the creator or inventoragainst any misappropriation or use of work withouthis/her prior knowledge. Intellectual property law

establishes an equilibrium by granting rights forlimited duration of time.

http://www.indianindustry.com/intellectual-property-rights/


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Advanced technicalwriting

Report writing and presentation


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Definition of Report

An official statement of facts, verbal or

written; especially, a statement in writing of

proceedings and facts exhibited by an officer

to his superiors; as, the reports of the headsof departments to Congress, of a master in

chancery to the court, of committees to a

legislative body, and the like.


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Importance of Reports

Reports are like another form to communicateeffectively. They are also a way to analyze onesknowledge and skills. Once information is in handthe main thing is how one manages to organize and

presents the information. Regardless of a report's target audience, the

structure and organization must convey the exactmeaning you intend. A well-written report can be

helpful to your career while a poorly written reportcalls into question the credibility of your work andfrustrates your reader.


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Qualities of reports

Qualities of good Report is:

Brief

Clear

Concise

Precise

Accurate

Understandable


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Types of Report

There are many types of reports, few of them are as follows: laboratory reports

health and safety reports

research reports

case study reports

field study reports cost-benefit analysis reports

proposals

comparative advantage reports

progress reports

feasibility studies technical reports

instruction manuals

financial reports


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Memo format


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Memo format


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Project report format

Documents

Communication (Blessy Babu's Conflicted Copy 2011-11-13)