en3165_lt1 (foundations of bus & org comm) presentation for edit
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Lecture 1:Lecture 1:
Foundations of Business andFoundations of Business and
Organizational CommunicationOrganizational Communication
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Foundations of Business andFoundations of Business and
Organizational CommunicationOrganizational Communication
I. The Communication Connection
A. Communication
B. Organizational Communication
II. The Nature of Communication
A. Critical Components of Communication
B. Functions of Communication in Organization
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Foundations of Business andFoundations of Business and
Organizational CommunicationOrganizational Communication
III. Organizational Communication Networks
A. Formal Communication NetworksA. Formal Communication Networks
1. Three Types of Communication Flow
Downward information flow
Elements that flow downward
Best bets to improve downward communication
Upward information flow
Factors that allow upward communication to be
effective
Best bets to improve upward communication
H orizontal information flow
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Foundations of Business andFoundations of Business and
Organizational CommunicationOrganizational CommunicationA. Formal Communication NetworksA. Formal Communication Networks
2. Limitations for Formal Communication Network
Limit Lower-level employees¶ access to decision makers
Each link in the communication chain is a potential
source of blockage or distortion
B. Informal Communication NetworksB. Informal Communication Networks
1. Grapevine Communication
2. Management by Walking Around (MWA)
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Foundations of Business andFoundations of Business and
Organizational CommunicationOrganizational CommunicationIV. Factors Affecting Communication
Effectiveness
A. Communication Climate Supportive Climate vs. Defensive Climate
B. Management Styles Theory X
Theory Y
Theory Z
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Foundations of Business andFoundations of Business and
Organizational CommunicationOrganizational Communication
V. Barriers to Effective Communication
VI. Ways to Overcome Barriers
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CommunicationCommunication
Communication:
is a process by which information is exchangedbetween or among individuals through a common
system of symbols, signs, and behavior --
resulting in shared meanings between sender and
receiver
(Source: Richardmond V., & McCroskey, J., 1992, p19)
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Critical Components ofCritical Components of
CommunicationCommunication
1. Source
2. Message
3. Channel
4. Receiver
5. Feedback
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Critical Components ofCritical Components of
CommunicationCommunication
Source
(Encoder)
Receiver
(Decoder)Message Channel(s)
Barriers
Feedback
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Assessment of Communication Assessment of Communication
ChannelChannelMETHODMETHOD ADV ANT AGES ADV ANT AGES DIS ADV ANT AGESDIS ADV ANT AGES
Phone Speed
Permits give-and-take of
questions
Words and figures might bemisunderstood
No record of conversation Might be interruption of
ongoing work
In Person Visual
Permits better meeting of
minds
The time may not beconvenient to you or the otherperson
InformalNote /Memo
Brief
Can be filed ³for the record´
Permits considered
statement
Greater impact than spoken
words
No immediate reply
Your memo is at the mercy of aroutine delivery and the bulk of receivers mail, or hisdisinclination to check his in-
box.
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Assessment of Communication Assessment of Communication
Channel (contd)Channel (contd)
METHODMETHOD ADV ANT AGES ADV ANT AGES DIS ADV ANT AGESDIS ADV ANT AGES
Formal
Report
Complete
Permits time for organizingmaterial
Can be reported to others
Authoritative
Requires considerable time
E-mail Speed
Reduced cost Convenience
Open communication
Overuse
Lack of privacy Message overload
Less face-to-facecommunication
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Functions of CommunicationFunctions of Communication
in Organizationin Organization
FunctionFunction CharacteristicsCharacteristics
1. To informTo inform Provides needed information to personnel;usually conducted in a written format
2. To regulateTo regulate Involves the communication that is directedtoward regulatory policies within the
organization; information usually not pleasant 3. To integrateTo integrate Focuses on coordination of task, work
assignment, and group coordination
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Functions of CommunicationFunctions of Communication
in Organization (contin Organization (cont¶¶d)d)
FunctionFunction CharacteristicsCharacteristics
4. To manageTo manage Focuses on getting personnel to do what isneeded, establishing relationships withpersonnel
5. To persuadeTo persuade Attempts to influence the employee to dosomething in particular
6. To socializeTo socialize Focuses on the individual being integratedinto the communication networks. It meansbeing told whom one should talk to and what one should talk about
(Sources: Richmond & McCroskey, pp. 24 - 25)
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Three Types of CommunicationThree Types of Communication
FlowFlowTypeType Advantages Advantages
DownwardDownward Lets managers direct activities of
employees
UpwardUpward Helps managers monitor performance and
obtain ideas
Lateral /Lateral /HorizontalHorizontal
Promotes flow between departments or
among peers
Helps employees to do their job efficiently
Depends on the degree of cross-functional
interaction required by the organization
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Downward Information FlowDownward Information Flow
Five Elements that Generally FlowFive Elements that Generally Flow
Downward in All Organizations:Downward in All Organizations:
1.Job instruction
2. Rationale - explanation of a duty or assignment
3. Ideology - encourages employees to ³buy into the
organization´ loyalty
4. Information; regulations; changes in benefits
5. Feedback - performance appraisal
Source: Katz and Kahn (1978)
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Downward Information FlowDownward Information Flow
(contd)(contd)Best Bets for ImprovingBest Bets for Improving
Downward Communication:Downward Communication:
1. Small group meetings that permit exchange of information
2. Company publications
3. Supervisory meetings between managers and directsubordinates
4. Mass meetings of employees5. Other methods: bulletin boards, inserts in pay
envelopes, public address announcements, posters,audiovisual presentations
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Upward Information FlowUpward Information Flow
Four Factors that Are Most Likely toFour Factors that Are Most Likely to
Influence Upward Communication:Influence Upward Communication:
1. Positive tone
2. Appropriate time
3. Messages that support current policy
4. Right person
(Sources: Koehler and Huber, 1974)
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Upward Information FlowUpward Information Flow
(contd)(contd)Best Bets for Improving UpwardBest Bets for Improving Upward
Communication:Communication:
1. Informal discussions with one or a few employees
2. Discussions between higher management andfirst-level supervisors
3. Attitude surveys
4. Outside counseling5. Discussions with union representatives
6. Suggestion systems
7. Internal publications with complaint or question /answer columns
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Limitations for FormalLimitations for Formal
Communication NetworkCommunication Network1.Limits lower-level employees¶ access to
decision makers
2.Each link in the communication chain is a
potential source of blockage or distortion
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Limitations for FormalLimitations for Formal
Communication Network (contCommunication Network (cont¶¶d)d)Example:
The amount of information loss
Board of Directors 100%
Vice Presidents 63%
General Supervisors 56%
Plant Managers 40%
General Foremen 30%
Workers 20%
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Informal CommunicationInformal Communication
NetworksNetworks
Grapevine communication
Contains a mix of business and personal messages
FACTS + ASSUMPTIONS + OPINIONS
Enables the organization to function efficiently
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Communication Climates:Communication Climates:
Supportive (Open) Vs Defensive (Close)Supportive (Open) Vs Defensive (Close)
InIn SupportiveSupportive ClimatesClimates InIn DefensiveDefensive ClimateClimate
Managers view themselves andtheir employees as equal
Managers view themselves assuperior
Managers ask questions andanalyze answers
Managers pass judgment
Communication isstraightforward
Communication is manipulative, fullof hidden meanings and ambiguity
Managers encourage groupproblem solving
Managers impose solutions
Managers are flexible and willingto change their views
Managers are dogmatic and certainabout answers
Managers empathize with
employees
Managers are indifferent to
employees feelings
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Management StylesManagement Styles1. Theory XX (McGregor)
Workers are viewed as lacking motivation, requiringcontrol through fear; closed communication climate
2. Theory Y Y (McGregor)
Workers are viewed as motivated and responsible,deserving encouragement and support; opencommunication climate
3. Theory ZZ (Ouchi)Workers are viewed as part of a family or team; opencommunication climate; participative management
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Barriers to Effective CommunicationBarriers to Effective Communication
A.Climate controlClimate control ± closed or inadequatecommunication climate
B.Emotional interferenceEmotional interference
C. Information overloadInformation overload
D.DefensivenessDefensiveness
E. Poor listening skillsPoor listening skills
F. Cultural differencesCultural differences
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Ways to Overcome BarriersWays to Overcome Barriers A. Foster an open communicationopen communication climate
B. Avoid defensive reactions
C. Facilitate feedbackfeedback from others by listeningwith open mind
D. Understand interculturalintercultural communication