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SALEEM ULLAH
KHAN08-ECT-22
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Effective
Communications
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The Communications Process
Communication is much more than that; it is about conveying
information, feelings and ideas to others and getting them to
accept and understand what the sender meant, and to make that
communication a part of their own thoughts.
No modern manager follows the principle of mushroom
management, keeping subordinates in the dark and feeding them
manure.
Communications process is only the passing of information to
other.
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Communication is not easy, because people are involved and
people are variable and unpredictable.
Engineering problems can usually be communicated more
exactly because of the use of standardized symbols and
drawings, which form of common vocabulary of engineers.
Managers spend 90 percent of time in communications, it is
important that they communicate well
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Information And Ideas Can Be
Communicated By Three Main
Methods:1. Written such as letters, reports, specifications,
proposals and published articles.
2. Spoken as in face-to-face discussions, presentationsand meetings.
3. Visual which is often used in conjunction with one
of the above, such as body language used in face-to-face discussions or meetings; slides used in
presentations; and videos
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The Message Being Communicated
Usually Consists Of Two Parts:
1. The report, which gives information.
2. The command, which indicates how the messageshould be received and defines the relationship
between the sender and the receiver.
For Example:The message is it is raining may be considered to be
only a report, a statement.
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The communication process takes
several steps as below:
This is intended to tell the receiver of the message thatit, the rain, is undesirable, perhaps because the will need
to postpone their game of tennis or will get wet on their
way to lunch. Similarly, the innocent statement this is expensive.
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The sender formats the message before transmitting it to thereceiver.
Formatting can take several forms, such as spoken word orbody language.
The formatted message is transmitted and must beunformatted by the receiver before it can be understood.
The response from the receiver to the sender is importantfeedback, since it indicates to the sender whether themessage has been correctly received
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Formal versus Informal
Communication
. Formal communication refers to communication that followsthe official chain of command or is Part of the communication
required to do ones job
Informal communication is organizational communication that
is not defined by the Organizations
Informal communication systems permit employees tosatisfy their needs for social interaction.
Informal communication systems can improve anorganizations performance by creating alternative, andfrequently faster and more efficient, channels ofcommunication
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Communications flow
Communication must flow up and down the
organization as well as sideways.
Before communication takes place several questions
need to be clearly answered such as:
What is to be communicated?
When is communication to take place?
Where is communication to occur?
Why is it necessary to communicate?
How is communication to occur?
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Common Methods For Downward
Communication
Downward communication is a vertical communication that flows
from a higher level to one or more lower levels in the
organization
Down the organization line.
On a one-to-one basis between the manager and subordinate.
Through representatives, who then pass on the message to their
groups.
The effectiveness of downward communication can beincreased by using multiple channels, by repeating the
message, and by encouraging feedback.
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Common Methods For Upward
Communication Are:
Upward communication is the vertical flow of communication
from a lower level to one or more higher levels in the
organization.
Up the formal organization chain. On a one-to-one basis between the subordinate and
manager.
Through surveys of group concerned, this may be
anonymous.
Via a formal system such as a suggestion scheme.
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Upward communication can be distorted if:
Subordinates filter information that they send upward.
Managers do not expend enough effort to encourage
upward communication
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Communication Has Four Main
Objectives
To share a vision and to ensure that everyone is clear
about the goal and the purpose. This may be directed at
people within the organization as well outside such as
share holders and customers. To ensure that all are pulling in the same direction with
coordinated effort. The aim of communication is to
break barriers, such as exit between team and
departments. Informal communication, such as occuraround the coffee machine, play an important role in
this.
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To motivates individuals and team, to influence attitude
and to build trust between team members and theirleader.
To ensure that errors in decision making are reduced.The quality of decision is depending on the information
it is biased on. Upward and downward communication
is essentials to ensure that the best possible information
is available at all levels for effective decisions making
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THANKS