Chapter-4 Communication Ideas are common, but the ability to clearly communicate ideas to others is rare.

1. Chapter-4 CommunicationIdeas are common, but the ability to clearly communicate ideas to others is rare. MASHAL INSTITUTE OF HIGHER EDUCATION

2. Chapter 4. Introduction to Communication

3. What is Communication? • Communication is the process of sending and receiving verbal and nonverbal messages . • The word communication means the act or process of giving or exchanging of information, signals, or messages as by talk, gestures, or writing. • Technically speaking, in the act of communication, we make opinions, feelings, information, etc. known or understood by others through speech, writing or bodily movement.

4. Flow of Communication • Message flows in three directions within the organization. • Downward Flow • Upward Flow • Horizontal Flow Top Downward Flow Upward Flow Middle Horizontal Flow Bottom

5. Directional Flow of Communication con’t • Downward Flow: Organizational decisions are made at top level and then flow down to the people who carry them. When employees receive appropriate downward communication from the management, they become motivated and more efficient. • Upward Flow: Many executives want comments from employees in addition to the usual periodic reports. Successful managers listen closely to opinions, complaints, problems, and suggestions from mid and bottom management, especially when these are clearly put forward. They want to know about problem, new trends etc. • Horizontal Flow: Horizontal flow takes place between peers in organizations in order to solve problems, perform job duties, prepare for meetings, and cooperate on important projects. And they do it through communication.

6. Importance and Benefits of Effective Con’t Communication in Your Career • Helpful in saving money, time and Effort: In big organizations thousands of hours are devoted daily to letters, reports, memos, and interviews daily. A clear complete and correct message will save money, time and effort. It will bring profit and promote good will. • A Job Requirement: A person required a job must have strong communication skills. These are a primary needs in career, like marketing, customer relations, public relations, labor relations, and training, teaching etc. Person with good communication skill have bright future. 

7. Importance and Benefits of Effective Communication in Your Career • An Essential for promotion: The ability to communicate is essential for success and promotion. It has always been considered as the greatest asset of an employee. It is so important that it excels education appearance, self confidence and hard work etc. • Conclusion: Communication begins early in life. Gradually it becomes part and parcel of our life. At each and every step in a home, on a road, in a bus, in a mrket, in an office, in a class room, we need communication. A student who impresses the examiner with his communication get good marks.

8. 1. Oral 2. Written One-on-one conversations Memorandums Meetings Letters Phone calls Email Presentations Reports Types of Communication There are two main types of communication. • Verbal Communication • Verbal Communication refers to the spoken or written words you send or receive.

9. Rate 2. Non-Verbal Communication Nonverbal communication refers to messages without the use of words. 1. Body Language 2. Facial Expressions 3. Vocal cue Appearance Eye Contact Volume Posture 4. Space and Time Gesture Touch Communication process applies to both verbal and non verbal communication.

10. Components of Communication The six components of effective communication • Context • Sender-Encoder • Message • Medium • Receiver-Decoder • Feedback It is also called the communication process.

11. 1. Context Every message whether oral or written begins with the context. Context means the background or the situation in which you communicate. The context may be as a result of some external stimuli that makes you to send a message, for example a letter, email, fax or telephone call etc. The context may be as a result of some idea or feeling.

12. 2. Sender-Encoder When you send a message you are the encoder. Encoder means writer or speaker, depending on whether your message is written or oral. You choose a combination of words that the reader shall understand and respond in a way that you need. For effective communication you should decide an effective channel for communication the message, both written and oral.

13. 3. Message Message is the core idea that you wish to communicate. It consists of both verbal (written and spoken) and non verbal (un spoken) symbols. First of all you have to decide what your message is and what should you include in that. The receiver of the message must be considered while writing your message, specially his or her level of understanding.

14. 4. Medium Should you write or speak’ to communicate your message? Selecting a method to communicate your message, like email, printed or oral is called the medium. Language used is also a part of medium. You can choose electronic mail, the printed word or sound etc. The choice of medium is affected by the relationship between the sender and the receiver.

15. 5. Receiver-Decoder The message receiver is your reader or listener, also called decoder. Many of your messages may have more than one decoder. Receiver receives messages through the eyes and ears but are also by their mental filters. So there may be chances of miscommunication but effective managers tend to keep it at minimum. The receiver like sender receives messages through the eyes and ears but is also influenced by nonverbal factors such as physical environment, physical appearance, body movements, voice quality, touch, taste, and smell

16. 6. Feedback The reaction or response of receiver, either the desired response, based on a clear understanding of the message, or with an undesired response, based on miscommunication. It may also be an action for example receiving the items that you ordered. Sometimes silence is used as feedback. Sender needs feedback in order to confirm the success or failure of the communication.

17. The world of business is a world of action. Products are designed, made and sold. People are hired, services are rendered, policies are devised and implemented. Jobs are learned and performed. Yet there is no practical way in which any of these events can take place without communication”. (Harold Janie)

18. Barriers of communication: • Language differences • Incomplete information • Too much of information • Lack of familiarity with audience • Noises • Abstracting • Inattentiveness • Dislike of speaker