COMMUNICATION

What is Communication?
1. Is the transfer of information and understanding from one person to another
2. A way of reaching others with ideas, facts, thoughts and values.
3. It is a technique involving the correct use of language and efficient use of mechanical devices.

Types of Communication
1. Number of People Involved
2. Levels of Source and Receiver

Types of Communication: Number of People Involved

1. Intrapersonal Communication- this occurs when the sender and receiver is one same person
2. Interpersonal Communication- this requires two people interacting with each other
3. Group Communication- this process involves several people
4. Mass Communication- this takes place with an indefinite number of people which some would
term as “faceless audience”

Types of Communication: Levels of Source and Receiver

1. Vertical Communication-includes DOWNWARD and UPWARD Communication
a. Downward Communication-the message flows from top to bottom, from higher to lower
authority
b. Upward Communication-the message flows from bottom to top, from lower to higher authority
2. Horizontal Communication-Communication across the level rather than along the formal chain of
command
3. Circular Communication-Communication starts at any level; moves onto another level, moves
back and forth in either formal or informal channel
4. Diagonal Communication or Cross-Channel-Communication flows across the chain of command

Communication is a two-way channel for transmitting ideas, plans, commands and reports or
suggestions along all appropriate paths with in the organization.
•the communicator
SENDER •encodes the message into appropriate symbols for
transmission

•the recipient
RECEIVER
•decodes the symbols to understand the message

The Communication Process

 It is the method by which the sender reaches a receiver
 The process requires six steps: 1)Develop the Idea; 2)Encode; 3)Transmit; 4)Receive; 5)Decode
and Understand; and 6)Use
Steps in Communication Process
1. Develop an Idea-the conception of an idea or thought by the sender
2. Encode-the idea or thought is translated into symbols, Verbal or Non-verbal, that is understood by
others for transmission.
3. Transmit-the idea or thought which has been place into transmittable language is passed through
one or more available channels and through some medium
4. Receive-the message is transferred to the receiver who tunes it up to receive it
5. Decode and Understand-the interpretation of the message
6. Use-the receiver use the information, either by ignoring it, performing the task called for, storing
the information or doing otherwise, as directed

 There are two additional steps desired by the SENDERS, which are, however, not needed in the
process of communication.
  These are the ACCEPTANCE and FEEDBACK regarding the message.
 Acceptance-implies a willingness on the part of the receiver to comply with the message
 Feedback-is a returned message from the receiver to the sender, an indicator of listener’s
reactions
 Noise-is an interference in the communication process. Why is it included? Any interferences in
the transmission of the message will affect the understanding and action of the receiver. It may
take place at the inception of the message or in decoding process

The Rule of Five

The Receivers steps include:
1. Receive
2. Understand
3. Acceptance
4. Use
5. Feedback

Feedback Loop or Communication Loop

If the sender transmit a message and the receiver returns a feedback to the sender, an effective two-way
communication takes place.

The Channels in Communication

1. Formal Channel-It refers to the written form which occurs through official channels and is
authorized and used by the organization
2. Informal Channel-It maybe in the form of impromptu discussion of new work procedures among
fellow workers, relaying information to co-workers, bull sessions and “grapevine”, etc.
EXAMPLES:
FORMAL CHANNEL INFORMAL CHANNEL
FOR TOP MANAGEMENT
Memoranda Hosted Meals
Policy issuance/statements Use of key informants such as secretaries, aids and runners
Board or Executive meetings
Conferences, Briefings
FOR MIDDLE MANAGEMENT
Memoranda Informal Meetings
Reports Liaisons, cliques, bridges
Committee or Staff meetings
Conferences
FOR RANK AND FILE
Union or Association Meetings Small Talk
Letters Grapevine

Scope of Communication
1. Communication in managerial relations
 This refers to intra-organization and inter-executive communication.
 Communication efficiency depends on the allocation of clear cut responsibility:
performance, obedience dependability, discipline, and morals.
 This type of communication provides freedom and exchange of ideas in an organization,
thus executives gain a clear sense of personal duty.
2. Communication in employee relations
 Also called, Industrial Relations.
 It is the medium within an organization that ties the rank in file of workers to
management.
 
This type of human relationship the SUPERIOR is very important because through him
communication flows downward and upward within the organization.
3. Communication in public relation
 Includes the whole community whose boundaries are unlimited.

Methods of communication
4. Verbal communication
 The use of word in speaking.
 Duties and responsibilities are discharged with the use of words.
5. Non-verbal communication
 Takes place non-verbal – without words.
 Can be shown in the person’s appearance, body movement, in silent time and sounds
a) Appearance
 In written communication, the overall appearance of the envelope can convey an urgent
or important message.
 In oral communication, the speaker’s personal appearance can convey impressions
regarding occupation, age, social and economic level.
b) body language
 Your voice, facial expressions, gestures, and postures are more meaningful than your
verbal message.
c) silence, time and sounds
 Silence seems unimportant but it may imply a serious trouble.
 Time is important. Time also refers to punctuality in appointment, reporting for work and
meeting deadlines.
 Sounds also communicate certain feelings.

Media of communication
1. written and printed communication
 Includes letters, periodicals, like magazines, house organs, journals, bulletins, pay
envelopes, reprints of advertisements, memos, handbooks and paper flow that consists of
dockets and files circulated according to routine schedules.
 The memo is a company tool that can go up and down the line among the staff members.
2. visual communication
 The use of visual aids such as drawings, pictures and/or diagrams to reports and
papers.
3. numerical
 Interpretation of numbers
 As numerate manager, he should not only be good at expressing concepts in numbers, he
should also be good in explaining the meaning of the numbers.
4. electronic communication
 The use of computer in modern office setting can help run the office faster and more efficient.
 Can do all sorts of different tasks such as process words, file, print invoices, work out
statistics for the accounts department and communicate with other offices.
5. miscellaneous projects
 These include employee opinion pools to:
a) discover trends in thinking, attitudes, like and dislikes,
b) suggestions systems designed for managerial and operational improvements,
c) contests with prizes for honor and excellence in productivity,
d) plant and office visitation and provide acquaintance with all phases of an enterprise;
e) and organizing exhibits and the open house that provides an informal social outlet that cuts
across all levels in the organization and contribute to the establishment of good local public
relations.
6. oral presentation
  These are assemblies which include mass meeting, small group meetings, training
conferences, committees and collective bargaining negotiations, personal interviews,
telephone conversations and broadcasts by means of plant loud speaker system.
 The model for meeting is informing, storming and performing.
7. parties, picnics, dances, and other forms of recreation
 Informal, desirable communication media because they are built around the social
relationship of all members of the organization.
 The informal climate tends to breakdown artificial barriers between persons and groups.

Barriers to communication
1. obstacles in a person-to-person contact
 The personality problem
 Status problem – the tendency of the listener to judge the sender as well as the
message.
 Language problem – the speaker implies and the listener informs. We use language as
method of representing ideas.
 Emotional involvement – the emotional maladjusted person, the neurotic
2. deficiencies of the sender
 When there is proof of defective oral communication, the sender may be charged with lack of
clarity or not enough volume.
 inappropriate means of communication
 The sender may have to employ other means and other means may not necessarily be suited
to the particular message.
3. the danger of distortion
 The more an organization increases in size and complexity, the more difficult it becomes to
maintain a satisfactory system of communication.
 The message has to go through a maze of committees, divisions, departments and sections
within an organization.
 By the time it is delivered to the receiver the information is diluted and distorted.
4. executive prestige and insulation
 Top management by action and attitude can clog effective communication.
 Some executives become too friendly with subordinates to maintain some kind of prestige,
thus may lead to favoritism.
 Executives who stay in their office surrounded by artificial insulators isolate themselves from
their fellow human beings in an organization – cordon sanitaire.
5. the listeners lack of responsibility
 Conflicting demands on a supervisor’s time and attention are commonly cited as reasons for
faulty listening.
 Communication is not merely sending messages; it is also “listening” – obtaining clues from
the receiver to help the sender fashion messages that will bring the desired response.

Communication networks
1. autocratic communication
 The basic path is from the boss directly to each individual.
 The leader is the middleman.

2. democratic communication
 The flow of communication from the boss/leader is two way affair:
o Leader communicates with the group members
o Group members communicate with each other.
 free-rein communication
 The subordinates or group members are almost entirely on their own.
 There is no back-and-forth flow of ideas, suggestions, and consultations.