KIN 464 Communication Outline of Current Lecture I Interpersonal communication II Importance of Communication III Effective Communication is vital in all management functions IV The communication process V 6 barriers to effective communication VI Communication and the Formal Organization Current Lecture I Interpersonal communication a The act or action of imparting or transmitting ideas information facts or feeling to a secondary party b Communication involves the sending receiving and interpretation of messages c Effective Communication occurs when the receiver understands the message as in tended by the sender i Communication is ALWAYS a two way sender to receiver and back ii The three points of the one minute manager is all about communication II Importance of Communication a Integral part of managing b central to human activity c Directly relates to every function of management III Effective Communication is vital in all management functions a Planning b Decision making i authoritarian tell someone what to do and sell them on the benefits ii participative consult and join c Coordinating d Leading e Delegating f Controlling g Organizing IV The communication process 8 step a Idea origination b Idea Generation i The source of planned communication These notes represent a detailed interpretation of the professor s lecture GradeBuddy is best used as a supplement to your own notes not as a substitute c d e f g h i ii Here it is important that the sender carefully considers ideas before developing a message The Message i Formalization of the ideas which the sender wishes to convey verbal and non verbal ii Here it is important that the sender carefully frames the message to minimize misunderstanding iii Communication is a joint process 1 Sender writes talks and acts 2 Receiver reads and responds listens and responds watches and responds Channel selection i the KEY to effective communication ii Common channels writing speaking electronic media and nonverbal physical actions iii Common ways to transmit face to face written letters fax computer printouts phone etc Encoding are they going to interpret it the way I meant it i Refers to the symbols or gestures a sender selects to transmit a message through the desired channel so that the receiver decodes it properly ii Not just WHAT you say but HOW you say it iii Common forms charts tables facial looks purposeful anger words and writing narratives discourse iv Body language 90 of messages are communicated non verbally 58 of a first impression is based on appearance 38 is based on a way we sound 7 is based on what we actually have to say v It is important to use professional non sexist inclusive and ageappropriate language vi You should model what you want your people to replicate Transmission i Physical activity of giving message Receiver Decoding i When the receiver translates the sender s symbols and gestures into meaningful thought ii If sender and receiver have similar values experiences and word interpretations there is less chance of a communication breakdown iii Effective communication occurs when a receiver interprets the message from the sender in the same way as the sender intended iv Stuart Hall Feedback i An acknowledgement that the message was received ii Empathy 1 The key to becoming a better listener lies in developing empathy 2 It is being sensitive or aware of the feelings thoughts and experiences of others iii 5 tips 1 pay attention to who is talking 2 listen to both the content and emotion 3 ask questions for additional insight 4 demonstrate your understanding 5 concluding as show you are on the same page V 6 barriers to effective communication a semantics barrier problems about word meanings b resistance to change people resist new ideas new ways or changes to the status quo sell them on the benefits to breakdown resistance c perception differences receiver s perception of message different from that of the sender perception is reality d listening barrier receiver fails to listen concentrate and be alert to the message transmitted e credibility barrier occurs when the sender is not trusted f noise barrier refers to any factor that causes confusion distortion or disturbs communication poor lighting hand writing etc g Suggestions to overcome these barriers i Know your audience ii Know your subject iii Plan your communication iv Actions speak louder than words reinforce your communication through your actions VI Communication and the Formal Organization a Communication effectiveness receiver responds as sender wishes to message b What affects communication effectiveness in the organization c The philosophy of higher management i Openness open door policy d The corporate culture i Behavior un written norms interactions values feelings etc e The type of organization structure i Centralized vertical organization with smaller spans of control scalar chain observed ii Decentralized horizontal structure communications tend to flow more freely upward f The communication networks flow of info i Down ii Up iii Laterally violates scalar principle Fayol s Gangplank or bridge cross communicating btw departments g The Grapevine i The communication system of the informal organization ii Not seen on the organization chart iii Invisible yet real and permanent iv Anyone may use it v Efficient in transmitting info vi Cannot distinguish btw the truth and false info h External communication i Method of relating to public media public relation sport info communication departments ii EX direct mailing advertising press releases media guides social media iii Organization should develop strategy for externally communicating effectively in light of their communication objectives