communication transferring information from one person to another. communication is used to...
TRANSCRIPT
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Communication
• Transferring information from one person to another.
• Communication is used to instruct, clarify interpret, notify, warn, receive feedback, review and inform.
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Effective communication is necessary so that:• Staff are aware of their jobs and expectations• Managers can gather feedback from
employees, customers and stakeholders.
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• Internal communication is inside a company• External communication is outside of a
company.
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Oral/Verbal communication
• Evolves talking to one another
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Examples of verbal communication • Giving instructions• Discussing a problem• Meetings• Interviews• Appraisals• Presentations• Talking
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Advantages
• Questions can be asked• Questions can be answered• No cost• Judge speakers communication skill• Judge facial reactions
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Disadvantages
• Information may not be true. (no record)• Hard to pass confidential messages• Meetings interviews take time
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Written communication
• Information that is given in written form• One disadvantage is that it takes a lot of
storage space and can be slow to pass on information.
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• Business letters have a certain style that needs to be followed.
• They provided a hard copy to prove information was passed
• Letters are used internally and externally
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• Memorandum is a note sent from one person to another. Used internally
• Usually short and quick
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Reports are formal written communication that give information on a subject
Reports tend to have• Title page saying who wrote the report and what is
about• Executive summary• Contents page• Introduction• Information• Conclusions and recommendations• List of references
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Notices
• Information that needs to reach many people in a business.
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Executive summary• Condensed version of a report• Give the information to people in a quick way. • Executive summaries tell• Purpose of report• Methodology • Results • Conclusions and recommendations
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Abstracts
• Give information only in a short way but do not give recommendations.
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Research proposals
• Tells what the author plans to investigate and how he/she will do it.
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Visual communication advantages
• Easily understood• Communicate better than words• Cheaper to produce• Help visual learners• My have longer effect
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Body language
• Non verbal communication using expressions and hands and posture.
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• Channel of communication is how the information is passed on.
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Informal communication
• Groups form inside of a business and they tend to pass information also known as gossip
• Grapevine communication is passed along from groups of workers.
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• Many managers will look at informal communication as a real problem inside an organization.
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Informal communication can have benefits
• People feel they belong to a group can be more comfortable at a job
• Workers may trust co-workers more than their managers
• People can come up with different ideas when talking in an informal meeting than in a formal one.
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Formal communication
• Official communication between employees. • Is almost always work related
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Information communication technology
• Email – very large amounts of information can be sent for no money
• Set up costs can be a real factor because computers and networks are expensive
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• Fax – electronically send information from one place to another using phone lines. Less popular because of email
• Video- conferencing – better version of webcams. Popular for interviews of far off workers. Expensive to set up.
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Telephones Cell/mobile phones
• Traditional telephones are still used a lot in offices. Quick easy way to find information.
• Cell/mobile phones – increase in popularity every year. Extremely popular with sales people and others who are constantly moving.
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• One problem with communication technology is that when electronics fail it can bring business to a hault.
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Factors influencing the choice of communication method
• Personal preferences• Organizational structure• Security issues• Skills and training • Ease of use• Size of business• Storage issues• Location• Urgency• Cost
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Barriers to effective communication• High costs• Technological breakdowns• Language – • Accents• Jargon – technical language• Cultures• Attitude• Geographical location• Internal politics• Poor presentation skills• Negative body language• Psychological barriers
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Poor communication can cause• Low morale• Errors and double working will rise• Lower productivity • Lack of control• Delayering is used to help with the break
down of communication
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• Many businesses need to take advantage of multi language employees.
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• Communication is crucial to an organizations success. Unless managers can let the employees know what needs to be done then the company will not improve.
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Reasons to improve communication systems in an organization are
• Improved speed and access of communication• Greater potential for communication to more
people.• Improved productivity
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Disadvantages of new communication systems
• Cost• Security• Need to manage change
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• One issue that managers have to watch is that employees are not overloaded with information.
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Albert Mehrabian says that communication is achieved by Page 243
• Visual linking – facial expressions and body language 55%
• Vocal liking – tone of voice 38%• Verbal liking – 7% understanding by the words
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• This theory suggests that the way something is said is more important than what is said.
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• More and more in businesses today managers are using communication to learn from their staff.